Operations Manager

PIH; Northern (KY); Hybrid; USD 30,000 - 45,000; Full time

Job summary

Partners In Health Liberia (PIHL) seeks an experienced Operations Manager to support the Operations Directors in ensuring the smooth running of PIHL programs. The role spans fleet, premises/facilities, staff operations, budgets, security, and reporting, with direct supervision of several coordinators.

The ideal candidate will have 3+ years in supply chain, logistics, or operations within NGO/INGO settings, strong leadership, and excellent communication skills.

Qualifications

• Leadership and people management abilities.
• Strong organizational and analytical capabilities.
• Experience in budgeting and financial tracking.

Responsibilities

• Support the Operations Director in implementing and reviewing PIH policies.
• Assist in developing the department Operations Plan and budget.
• Induct new staff and ensure staff and visitor alignment with department.
• Maintain office and guest house supplies and ensure staff support.
• Support fleet management, maintenance, and vehicle service scheduling.
• Oversee premises/ facilities maintenance and lease management.
• Assist infrastructure projects and ensure adherence to plans and standards.
• Provide leadership and mentoring to staff; set SMART objectives and conduct appraisals.
• Oversee security management and safety standards in all operations areas.
• Prepare and review operations-related reports (staff, fleet, maintenance).
• Support leave planning to ensure business continuity.

Skills

Leadership

Organizational skills

Analytical skills

Strategic planning

Decision making

Communication

Budget tracking

Education

High school diploma or higher in logistics/operations/engineering

Job description

PIH JOB DESCRIPTION (OPERATIONS MANAGER)

Position Title: Operations Manager

Reports to: Deputy Director of Operations

Department: Operations Department

Liaises with: All

Supervises:

Work Location: Maryland County with periodic field travel to other PIH sites as required

Employment Type: Fixed -Term

Position Overview

The Operations Manager is a key role within Partners In Health Liberia (PIHL). The role supports the Operations Directors in ensuring the smooth and effective running of the PIHL program. The Operations Manager function cuts across Fleet Management, Premises/ Facilities Management, Staff Operations support, Operations budget management, Security Management, and Reports. This position requires physical work, attention to detail, and adherence to health and safety requirements.

Direct Reports are the Staff Operations Coordinator, Maintenance Coordinator, Fleet Coordinator & Infrastructure Coordinator

PIH seeks individuals committed to the mission and values (see PIH Values) of the organization to join the team.

Essential Duties and Responsibilities

Specific Responsibilities:

Administration

• Support the Operations Director in implementation and review of PIH policies.
• Harper Field Operations budget management.
• Assist the Operations Director in developing the department Operations Plan.

Staff operations support

• Inducting new staff and visitors on matters of the operations department.
• Ensure adequate Office and guest house supplies/ consumables for staff use.
• Always follow up with the Staff Ops Coordinator to ensure visitors are well supported.

Fleet Management

• Ensure all vehicles and motorbikes have valid insurance and stickers.
• Support the Fleet Coordinator to ensure PIHL has a fleet that is well maintained, reliable and in good condition.
• Monitor driver license expiry
• Work with the Fleet Coordinator to ensure adequate vehicle & motorbikes spare parts in the warehouse.
• Assist the Fleet Coordinator to ensure the fleet service schedule is strictly followed.
• Review and validation of all vehicle/ motorbike service or maintenance requests before approval by Deputy Director of Operations.

Premise/ Facilities management

• Management of premise/ facilities leases
• Ensure premises/ facilities are properly maintained, safe and habitable.
• Maintain and manage the premise/ facilities maintenance tracker.
• Work with the Maintenance Coordinator to have all generators well maintained and in good working condition.
• Develop and operate a system that allows a quick turnaround in fixing raised service/ maintenance requests.

Infrastructure Management

• Provide support to the Infrastructure Coordinator on management of new infrastructure projects and major renovation works.
• Monitor progress of infrastructure projects to ensure professional standards, quality of materials, adherence to contractual obligations and implementation plan.
• Support the Infrastructure Coordinator during contractor project briefing and internal policies

Human Resource

• Mentoring, coaching and capacity building staff under his/ her docket.
• Provide leadership and support to staff under his or her supervision.
• Oversee and ensure staff under his or her supervision set SMART objectives and conduct objective appraisals.
• Assist all Coordinators to ensure all timesheets are done and submitted to HR on time.
• Support the Coordinators in ensuring good leave planning that guarantees continuity of business at all times.

Security Management

• Ensure adherence to safety standards in all areas of operations.
• Support the Director of Operations on Incidence or accident management.
• Approval of all gate passes at Upcape office and guesthouses.
• Management of the security guards through the service provider management.

Reports

• Staff Ops reports
• Fleet report- Vehicles, motorbikes & generators
• Premise/ Facilities maintenance tracker
• Premise/ Facilities Inventory

MAF flight use tracker

Qualifications

Qualifications:

Required:

• High school diploma, degree in Logistics, operations, engineering, or equivalent.
• A minimum of 3 years’ relevant experience in supply chain, logistics, operations, infrastructure, etc.
• Experience working with NGO/INGO and in resource-limited settings;
• Excellent leadership, organizational and analytical skills
• Good at developing and executing strategies
• Strong problem-solving skills and ability to work independently;
• Ability to make informed decisions and prioritize tasks effectively
• Excellent communication and interpersonal skills
• Strong in financial planning and budget tracking.

Commitment to Prevention of Sexual Exploitation, Abuse and Sexual Harassment:

At Partners in Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff, are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partner in Health’s PSEAH policy. Partner in Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

Organizational Profile

Partners In Health (PIH) is a non-profit global health organization that fights social injustice by bringing the benefits of modern medical science, first and foremost, to the most vulnerable communities around the world. PIH focuses on those who would not otherwise have access to quality health care. PIH partners with the world’s leading academic institutions to create rigorous evidence that shapes more sound and all-inclusive global health policies. PIH also supports local governments’ efforts to build capacity and strengthen national health systems.

As of today, PIH runs programs in 11 countries (Haiti, Kazakhstan, Lesotho, Liberia, Malawi, Mexico, Navajo Nation, Peru, Rwanda, Sierra Leone, and the United States), where it provides direct care to millions of patients through public facilities and community engagement. PIH was invited by the Government of Liberia in 2014 to respond to the Ebola Virus Outbreak and, thereafter, to accompany the Government in rebuilding the health system. PIH Liberia works shoulder to shoulder with the Ministry of Health to strengthen person-centered primary health care systems in the rural southeastern part of the country, with the aim of establishing Maryland County as a model for universal health care through innovative community-based rural service delivery.

PIH is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. PIH prohibits sexual exploitation, harassment and abuse and all forms of discrimination, including on the basis of race, color, national or ethnic origin, ancestry, age, religion, creed, disability, sex and gender, sexual orientation, gender identity and/or expression, military or veteran status, or any other characteristic protected under applicable federal, state or local law. PIH works in and with a number of governments in and outside the U.S., and to the extent applicable, this statement is intended to incorporate the prohibition of any unlawful discrimination covered by applicable laws in such countries, states, and municipalities.

Prevention of Sexual Exploitati on and Abuse

At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff, are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partner In Health’s PSEAH policy. Partners In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Social Justice

We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of care and bringing the benefits of modern medicine to all.