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• Prepare draft policies, procedures and guidelines for senior management consideration and approval; and implement approved policies;
• Develop operating and maintenance schedules and procedures that ensure high quality standards, continuity of service and cost-effective operation
• Develop an Environment, Health & Safety Plan for IDI;
• In conjunction with the DFA, develop management reports for monitoring adherence to quality standards, reliability and cost-effectiveness of operating procedures;
• Recommend refinements, revisions and additions to policies, procedures and guidelines for more effective operations.

• In conjunction with the DFA develop annual operating budgets and a five year capital / replacement budget;
• In conjunction with the DFA develop a long term Facilities Plan;
• Monitor monthly expenses against budget, and provide a monthly analysis of significant variances.

• With senior management and architects, review plans for renovations and new construction, and propose concept and design improvements;
• With DFA, architects and legal counsel, where appropriate, monitor new construction and renovations to ensure that IDI receives timely completion and value for money;
• Maintain a register of all service contracts for machinery, equipment and facilities maintenance. 
• Identify service requirements and determine the most economical means to achieve service objectives;
• In conjunction with the DFA and Procurement Officer review and negotiate service contracts;
• Monitor the performance of service providers and implement corrective actions when service standards are below expectations;
• Assess operational and facility requirements for core programs and grant activities, and recommend improvements that anticipate new demands.

• Manage all systems and service arrangements for incoming/outgoing mail, messenger services and deliveries, photocopying, equipment service, security, and others;
• Coordinate with Procurement Officer for receipt of international shipments, including shipment and customs clearance;
• Evaluate requirements for office equipment.  Manage the maintenance, repair and requisitioning of office equipment;
• Evaluate office services and recommend ways in which they can be more efficiently and effectively delivered.

• Lead the development and implementation of building maintenance programs and guidelines for new and existing facilities;
• Motivate operations staff to strive for excellence in maintenance standards and customer service;
• Periodically evaluate the cost-effectiveness of direct employment or service contracting for facilities maintenance;
• Assist program departments with requirements (room set-ups, access, supplies) for routine and special events

• With support from security professionals develop, document and lead the implementation of security, evacuation and emergency procedures;
• Periodically evaluate the cost-effectiveness of service contracts for security services;

• In conjunction with DFA forecast transportation demands; manage the acquisition, insurance and licensing of IDI vehicles; and manage the selection of alternative local transport;
• Establish a fleet management system; including the procedures, records and controls to ensure the appropriate and cost-effective maintenance and use of IDI fleet vehicles;
• Analyze motor vehicle usage to detect inappropriate use or maintenance, and take corrective actions;
• Motivate Drivers to maintain professional standards of service and safety;

• Ten years of senior experience in Operations Management, ideally in the NGO or private sector;
• Master’s degree in a relevant field (for example MBA or engineering);
• Experience in project management of engineering works or management of large, multi-site facilities would be a significant advantage;
• Demonstrated ability to direct and motivate a diverse and talented workforce.
• Proven ability to motivate staff to high levels of achievement;
• Attention to detail and commitment to high quality standards;
• High ethical standards and commitment to achieving value for money for the organization;
• Ability to prioritize and supervise multiple conflicting tasks and demands;
• Ability to anticipate issues and develop proactive solutions;
• Good oral and written communication skills;
• Knowledge of procurement procedures and good negotiation skills;
• Ability to supervise service contractors to ensure quality service and value for money;
• Proficiency in the use of spreadsheet, word-processing, e-mail, project management and CAD software;
• Practical knowledge of service and repair requirements for machinery, equipment and vehicles

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