The International Training and Education Center for Health (I-TECH)
Director of Operations
Supervisor: Deputy Country Director
Location: Pretoria office, Gauteng
Position Start Date: 1 September 2015 (one-year fixed-term contract)
The International Training and Education Center for Health (I-TECH) is a United States of America federally-funded project which supports the development of HIV/AIDS care and treatment training initiatives in 25 developing countries acutely impacted by the global AIDS epidemic. I-TECH is an initiative of the University of Washington Schools of Medicine and Public Health & Community Medicine. Its Central Office is headquartered in Seattle, Washington and it currently supports ten international offices, including one in Pretoria, South Africa.
I-TECH South Africa’s goal is to support the South African government in strengthening national health systems to ensure delivery of high quality, sustainable healthcare services.
As a member of the Senior Management Team (SMT), the Director of Operations works in close collaboration with other Directors to provide strategic support to the South Africa Country Program and to oversee the functions and personnel of the Operations Department.
- Foster and support collaborative relationships with regional offices, affiliate departments and various stakeholder representatives by building trust and providing assessment, training, advice and support in the area of Operations
- Identify, monitor and resolve programmatic and administrative issues that affect program operations including assessing needs, controls, and facilitating improvements consistent with rules and regulations of the South African government, I-TECH funders, and I-TECH/University of Washington (UW) systems and practices
- Assist in the development of the annual work plan and strategic vision and program planning
- Exercise judgment and personal initiative to solve administrative problems consistent with the objectives and policies of the South Africa program using quality improvement methodologies to demonstrate improvement on operational issues whilst mitigating areas of exposure
- Convene regular meetings with departmental staff regarding operational goals and objectives, establish and review routine reporting mechanisms for efficient and effective program management
- Facilitate collaborative relationships with service providers, and relevant US and South African governmental agencies
- Act as key operations liaison between I-TECH South Africa and I-TECH HQ, as well as with other I-TECH country offices. Conduct operations-focused calls with I-TECH HQ in Seattle and manage other operations-focused communications with critical stakeholders as needed
- Provide direct supervision and guidance to the Procurement and Office Managers; and overall guidance to the Operations team ensuring individual units are meeting overall and changing operational needs of the country program;
- Provide SMT with regular progress reports highlighting successes, best practices, and challenges in the area of Operations as well as identifying and communicating Operational trends
- Monitor the security situation in I-TECH South Africa’s operational areas and take appropriate measures in the interests of I-TECH South Africa personnel and property as well as partners (beneficiaries), making recommendations to management as needed to assure the safety and security of all employees and visitors.
- Collaborate with I-TECH Headquarters and South Africa senior management to develop and implement appropriate and country-specific administrative policies, procedures and management tools in the area of Operations to ensure compliance with the UW, funders and South Africa governmental regulations in support of meeting changes needs
- Implement process improvements to systems including procurement planning, logistics and budgeting, etc to incorporate best practices
- Work closely with the Country Director (CD), Deputy Country Director (DCD) and Finance Director to ensure transparency and high quality service delivery regarding vendor and subcontractor administrative relations
- Conduct training on procurement policies, procedures and ethical practices to operations, finance and program staff on annual basis and for all new employees of these departments
- Coordinate practices and procedures in all areas to ensure ongoing efficiency and effectiveness of routine processes and the safety of all personnel
- Assess, continuously improve and communicate affiliate policies, operations manuals and procedures
- Organise and collaboratively maintain operations records to ensure adherence to policies and a commitment to transparency and compliance
Facilities, Fleet and Communication Oversight
- Ensure shared responsibility for safety, security and management of office and vehicles including leases, insurance and maintenance
- Provide oversight of all IT and communication-related issues ensuring the Office Manager and related service providers meet the needs of I-TECH South Africa in a timely, efficient and effective manner
- Oversee procurement processes, assuring all are in line with policy, UW and funder regulations, and make decisions representing the best interest of I-TECH South Africa
- Negotiate and monitor vendor agreements
- Authorise purchase orders
- Complete quality assurance checks on all purchase documentation
Minimum Education and Training requirements:
- A relevant post graduate degree (Social Sciences, Economics, Business Science, Business Administration or any relevant degree)
- 5 years’ experience in operational management
- Knowledge and understanding of the US Government rules and regulations
- Experience in the not for profit sector
Conditions of Employment
This position is based in Pretoria, South Africa with complex deliverables on short timelines which may require work in excess of 40 hours. It is a one-year fixed-term contract running from 1 September up to 30 September 2016 with a possible contract renewal based on funding.
Applicants are required to quote the relevant Position Title mentioned above when submitting their applications via e-mail to email@example.com before 17 July 2015. No late applications will be considered. Only short-listed candidates will be contacted.
Preference will be given to South African residents.