Operations Officer at IMA World Health

Job title: Operations Officer

Reports to: Country Director 

Employment Type: Full-Time /Fixed-Term

Open to Expatriates and TCNs: No

Location: Dar es Salaam 

About IMA: 

IMA World Health (IMA) is a member of Corus International, a consortium of organizations working together to deliver holistic, durable solutions to the interconnected challenges of poverty, poor health outcomes, and climate change. Established in 1960, IMA has a long history of successfully collaborating with governments, faith-based organizations, national partners, and the private sector to provide quality healthcare for the most vulnerable. Today, IMA builds the capacities of local partners and governments to strengthen existing health systems, prevent and treat diseases, improve maternal and child health, promote nutrition and WASH, respond to sexual and gender-based violence, and contribute to global health security. IMA manages an average of $100 million annually and has worked with a wide range of key donors, including USAID, MCC, FCDO (formerly DFID), UNICEF, UNFPA, the Bill and Melinda Gates Foundation, and the World Bank

In Tanzania, Corus member organizations bring a strong programmatic history dating back to 1965, and IMA’s current work in Tanzania reflects an expanding, comprehensive public health program with deep-rooted partnerships that have addressed wide-ranging challenges such as NTDs; nutrition and WASH; cervical cancer; HIV prevention and treatment; and maternal and child health. 

Job Summary:

• The Operations Officer is responsible for overseeing and coordinating procurement and admin operations in order to efficiently implement programs
• He/she plays a vital role in maximizing the output of support services (administration, procurement) to ensure effective program coordination and implementation.
• Under the supervision of the Country Director, he/she will support staff travel, staff functions, procurement, and fleet/facility maintenance.

Specific Roles

• Ensure the implementation of procurement and vehicle policies and procedures
• In close collaboration with program managers, oversee the logistical, financial, and budget planning process
• Design and put in place communication mechanisms and practical tools to facilitate information sharing across programs and support services (finance and procurement) in order to efficiently implement programs.
• Maintain the vendor relationship with approved vendors
• Provide support in operation tasks such as onboarding and offboarding of employees.
• Oversee monthly and quarterly assessments and forecasts of organization’s performance in the procurement process against budget, financial and operational goals. 
• Oversee short and long-term operational reporting (quarterly and annual reporting to the NGO Registrar) and provide recommendations/ updates to senior management.
• Provide technical and managerial support to team members from support services (Admin and Procurement) 
• Monitor the execution of the overall procurement in close collaboration with program managers/ general operational requirements and under strict adherence to the procurement policy.
• Develop and review draft business contracts for the purchase of goods, services, and supplies in accordance with procurement policies and procedures.
• Propose extensions to subcontracts, as necessary.
• Monitor the execution of contracts and propose recommendations to senior management in case of non-adherence to contractual clauses.
• Assist internal stakeholders to arrange their travel logistics (flight reservations, hotel bookings, ground transportation)
• Assist IMA staff to organize internal / external meetings
• Validate and approve payment to third parties and in accordance with procurement and financial procedures and policies.
• Ensure procurement trackers, checklists and other annexures related to procurements are in sync with what the policy requires
• Ensure vehicle request approvals are obtained by the appropriate staff members
• Assign vehicles and drivers
• Continuously monitor fuel consumption, kms travelled and ensure all all-respective vehicle log docs are up-to date

Required Qualifications, Skills, Education and Work Experience:

• Degree in Procurement, Supply Chain and Logistics, Economics, Business Administration or Business-related studies or other relevant discipline.
• Minimum of 5 years of profession experience in procurement, administration, or operations areas.
• Good knowledge of administrative support functions including organization skills, composing business documents, compiling, and summarizing data.
• Knowledge of computer applications and management including internet navigation, and various Office 365 apps (OneDrive, Outlook, Excel, Word, PPT).
• Knowledge for materials management and procurement procedures 
• Knowledge of procurement, operation, human resource management concepts.
• Conversant and experience on working with Donors Funded Project is an added advantage.
• Ability to act with diplomacy, integrity and handle confidential information.
• Proven leadership, analytical, organizational, inter-personal and cross-cultural skills, and ability to build and motivate diverse teams.
• Strong written and verbal communication skills.
• Excellent interpersonal skills.
• Fluency in English and Swahili.

Application procedure

Interested candidates should include the following components in their application:

1. Latest curriculum vitae with three references. 
2. Cover letter

Complete applications containing elements a) through b) should be submitted as attachments to an email to: [email protected]

The subject line should read: “Operations Officer”

Deadline for the submission is on 16th December 2022, by 5pm Tanzania time.

Applicants who do not follow application instructions will be rejected. ONLY short-listed candidates will be contacted for interview.

We are committed to ensuring diversity and gender equality within our organization.