Head of Operations

Information

Common information

The Aga Khan Foundation (AKF) brings together human, financial and technical resources to address some of the challenges faced by the poorest communities in the world. With an emphasis on women and girls, AKF invests in human potential, expanding opportunities and improving quality of life. AKF was established in the Kyrgyz Republic to support sustainable socio-economic development in mountain communities by building partnerships. AKF aspires to improve the quality of life and self-reliance of young people and women in the Kyrgyz Republic through inclusive and innovative community driven solutions, constant learning, and integrity.

Job Purpose:

Head of Operations will be responsible for the Operational management, ensure that all admin, logistics and procurement functions are well-coordinated, and its procedures are followed to ensure timely and quality delivery of services. In addition, he/she will work closely with senior management in developing long-term operational strategies that help to meet Foundation’s objectives. Head of Operations shall supervise professionals in procurement, facilities, transportation, inventory/logistics, IT functions and security.

Qualification requirements

Education  

• University degree in Supply Chain Management, Logistics or Business studies in Business Administration, Economics, Finance & Management or other related field

Experience  

• Minimum 5 years progressive administrative and procurement experience; preferably at the similar scope and scale.
• Extensive experience in performing a variety of administrative support duties, such as negotiating pricing agreements with vendors, responsible for office management, purchase of office supplies and furniture, travel arrangements, etc.
• Sound knowledge of KR legislation and donors’ requirements to ensure proper documentation for procurement process and payment.
• Experience in integration of Enterprise Resource Planning into procurement workflow

Skills/Competencies  

• Strong leadership skills to manage the operational processes and a team.
• Outstanding organizational skills. Excellent ability to handle multiple tasks, details, and sensitive issues / environment.
• Proven ability to define problems, collect data, establish facts, draw valid conclusions, and provide / apply valid and creative solutions. Ability to write logical, clear and concise reports and effectively present information is preferable.
• Analytical skills in planning and implementation.
• Customer focused mentality and exemplary attention to detail.
• Problem solving

Languages  

• Excellent written and oral communication skills in English, Kyrgyz, and Russian (oral, written and reading)

Duties

Main responsibilities: 

• Provide overall leadership and management to the Operations department (including administrative, logistics, procurement, security, IT functions and facilities).
• Conduct periodic internal reviews of operations to ensure high levels of quality and efficiency.
• Ensure operational compliance with internal policies and procedures.
• Ensure that all Operations are gone through appropriate and preidentified documentation, verification, and approval processes.
• Review procurement policy and procedures regularly and bring the required modification in consultation with all involved stakeholders.
• Manage and oversee all domestic and international procurement to ensure effective, efficient and timely supply of inputs to projects and departments.  
• Inform and advise all procurement departments in timely manner in case of any special requirement in procurement procedures from any donor or partners
• Regularly visit procurement departments in regional, area and district offices to ensure sound implementation of AKF, KR procurement policy and procedures and share his observations with Branch Directors and procurement managers for improvements
• Make sure that activities throughout the supply chain are carried out considering commitment toward environment and value for money  
• Ensure that asset registries are continually updated and that AKF assets are protected
• Ensure customer-oriented service provision among all staff members of the operations department.
• Lead and supervise the development, establishment, and improvement of the whole agency’s Administration Department policies and regulations.
• Collect and disseminate daily security reports; lead security responses.
• Provide leadership and technical support to Operations team members in both Bishkek and the regions.
• Ensure consistent implementation of appropriate performance management activities
• Provide required coordination at the operational level for Operations functions across the board
• Provide guidance on recruitment of Operations Department staff in both Bishkek and the regions,.
• Ensure and promote effective, efficient, productive, positive, and dynamic cross-sectoral working relations and mechanisms in a proactive manner      
• Ensure that the Operations department and the team members are not involved in any conflict of interest and fraud throughout any procurement
• Lead staff capacity building planning and implementation and regional offices
• Extend technical supports to regional procurement departments

 SAFEGUARDING RELATED ACTIVITIES:

• Contracting/supply arrangements include commitment and obligations on SG.
• Contractors/suppliers in contact with beneficiaries have a SG policy and code of conduct in place.
• Conditions for sub-grantees include having or signing on to, an SG Policy.

SECURITY RELATED ACTIVITIES:

• In collaboration with the logistics and project team, monitor movement and provide security guidance to international and national staff on the current situation in operational areas;
• Monitor the security situation in the field, promptly and effectively report risks and propose mitigation actions.
• Undertake continual assessments of equipment (including vehicles) and organizational assets to ensure that minimal conditions for security are met.
• Contribute to the development of risk mitigation strategies, including the drafting or adaptation of Standard operating procedure to the environment, Safety instructions and Contingency Plan.

Conditions

Conditions

Interested candidates should submit their cover letter, CV with a subject line “Head of Operations” by April 21, 2024 to akf.hr.kg@akdn.org  

Only shortlisted candidates will be contacted and invited for interviews. 

“The Aga Khan Foundation (AKF) is committed to safeguarding, which means it promotes respectful relations with and between all staff, associates, beneficiaries and wider communities with whom it works, and takes all reasonable measures to prevent harm, including all forms of sexual exploitation, abuse, harassment (PSEAH), bullying, discrimination, harassment and abuse of power that may arise from contact with its staff, programmes or operations.

AKF also adheres to child safeguarding principles, as set out by the Universal Declaration of Human Rights and the Convention on the Rights of the Child.

All selected candidates will undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s), employment history and any potential history of misconduct. Selected candidates may be required to provide additional information to conduct a full background check.

All employees of AKF are required to adhere to the organizational safeguarding standards and principles and at all times to act with dignity, respect and to contribute to a safe environment free from any type of harassment, abuse or discrimination.