Operations Manager

The Operations Manager provides financial, admin, logistics, and HR support to SHIFT team in Lebanon. She/he has responsibility for planning, organizing, directing, and controlling the financial management and accounting functions at SHIFT. Under supervision and guidance of the Executive Director, the OM provides financial, accounting, and administrative operations and procedures support to SHIFT in line with organization guidelines and internationally recognized accounting standards. The OM’s core functions include fund management; oversee administration, logistics and office management; provide technical assistance to the various program managers to ensure financial compliance to SHIFT and donor’s requirements.

The OM reports directly to the Executive Director of SHIFT and leads the team of various support functions.

1. Financial

• Develop policies, procedures, and tools for SHIFT financial management.
• Oversee the monthly financial cycle for SHIFT’s offices including review of monthly funds expenditure, review of financial supporting documentation for transactions, ensuring financial controls are being implemented in full.
• Assist the auditors (internal and external) during the audit processes.
• Review payrolls
• Ensure compliance with subgrant policies, procedures, and tools.
• Support financial tracking of subgrant budgets.
• Comply in a timely fashion with all financial reporting requirements required by SHIFT’s board and funding sources.
• Support the annual budget planning.
• Ensure filing of supporting documentation, which includes vouchers and payment receipts, payroll vouchers and related tax documents, bank account statements and reconciliation thereof, and other documents.
• Generate monthly, quarterly and annual financial reports.
• Prepare monthly cash forecast and coordinate with ED for fund transfers that are adequate for office and project operations.
• Manage bank accounts and reconciliations.
• Control and maintain petty cash reserves.
• Present monthly and annual statements to government authorities for tax, pension and other legal obligations.

2. Logistics and Administration

• Coordinate and follow up on all logistical and ordering/payments arrangements for implementation.
• Support the development and oversee the implementation of specific policies and procedures, including on procurement, inventory, IT, and archiving, and train and support staff on policies and procedures.
• Ensure compliance with all registration and tax related requirements, including management of audits and annual reports.
• Lead procurement efforts to identifying and obtaining goods and commercial services.
• Ensure the smooth operation of the office, including maintenance of office supplies and management of service providers.
• Maintain asset lists and manage appropriate asset disposition per organizational and donor policies.
• Ensure the proper management and tracking of the vehicle fleet, including maintenance and analysis of vehicle use logs.
• Coordinates the acquisition and renewal of insurance as required by law for national personnel and vehicles.
• Prepare invitations to potential vendors to compete offers for the purchase of goods or services including posting RFQ’s/ RFP’s, placing adverts for consultants etc.
• Maintain a filing system for procurements to allow for efficient documentation and process audits - including proposal, evaluation, award documents, official contracts and correspondence of all procurements - and maintain the privacy of all staff, consultants and vendors following SHIFT policy and local law.
• Coordinate delivery logistics with program team and obtain the required documentation such as delivery notes, receipts etc.
• Work with vendors of goods and services to ensure quality.
• Oversee the preparation of requests for quotations, negotiations, analysis, and recommendation of vendors for delivery of goods and materials to procurement team.
• Oversee purchase orders.
• Prepare necessary documentation and participate in evaluation committees for proposals submitted by the various vendors, consultants according to the solicited terms of reference and regulations.
• Ensure procurement process aligns with SHIFT and various donors policies and procedures.

3. Human resources

• Support in the development and lead the implementation of the overall HR strategy for SHIFT.
• Set-up, adjust and update all aspects of the HR organizational structure at SHIFT.
• Oversee and manage the performance appraisal process, assist and guide colleagues in conducting their parts of the 360 degrees evaluation process
• Coordinate the recruitment and separation of personnel.
• Lead the on-boarding, orientation, and off-boarding of staff, consultants, interns, and other team members as needed.
• Ensure all personnel contracts and other records are complete and stored in a secure manner.
• Keep records of staff vacation, compensation days, sick leave and other type of leave.
• Prepare and manage staff payroll and benefits. Prepare, pay and file taxes and other withholdings related to payroll.
• Ensure all personnel are trained on HR Handbook, code of conduct, child protection, security and safety rules, and other policies and guidelines.
• Advise and guide managers in the execution of their people management responsibilities.
• Stay informed of any new local labor law changes and inform the Executive Director.

4. Program support

• Contribute to business development efforts, particularly in costing the local expenses and supporting PMs in budget development.
• Prepare and review project financial reports. Work with the Executive Director and senior management on identifying the concerns that should be addressed regarding program budgeting and execution.
• Provide technical assistance to program staff, partners, and incubatees in relation to finance and administrative management.

5. Staff Supervision

• Supervises the operations and support team including setting objectives and monitoring performance.

6. Other duties as assigned

Qualifications:

• Work experience with multi-donor and complex budgets.
• Experience developing new policies, procedures, and tools in addition to training staff on their implementation.
• Experience in understanding and managing accounting software;
• Proficiency in the use of Microsoft Word, Excel, email, and Internet browsers.
• Experience in financial oversight of international donor funded programs.
• Excellent interpersonal skills and teamwork player
• Ability to work effectively with a broad variety of actors, including grassroot organizations, company representatives and other audiences.
• Ability to be accurate and attentive to detail in project accounting, tracking and monitoring, writing, editing, typing and filing.
• Ability to pay attention to details in project accounting and budgeting, as well as in other aspects such as tracking records, assets and budget monitoring.
• Ability to prioritize, organize and carry out multiple tasks efficiently and under pressure with little supervision.
• A minimum of five (5) years demonstrated experience in public accounting and/or office administration, preferably in the NGO sector.
• Demonstrable experience and knowledge on logistics management
• Demonstrated cross-cultural sensitivity and ability to build respectful relationships with colleagues from different regional, cultural, and educational backgrounds.
• Excellent oral and written communication skills. Professional competency in English. Fluency in Arabic required.
• Supervisory experience a must.