Position Description

Operations Manager
Location India
Department General-OP
# of openings 1
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Vital Strategies India Services Private Limited, is a private limited company focused on strengthening and revitalizing public health systems through supporting scalable solutions to leading causes of death, disease, and injury. Vital Strategies provides technical assistance, consultation, as well as project management, design and evaluation to a wide range of private and public sector clients, in order to further its mission to improve and save lives, including through non-communicable disease prevention, environmental health and urban health, with specific areas of focus in tobacco control, data for health, road safety and air quality.

Job Purpose:

Vital Strategies India Services Private Limited, is a private limited company focused on strengthening and revitalizing public health systems through supporting scalable solutions to leading causes of death, disease, and injury. Vital Strategies provides technical assistance, consultation, as well as project management, design and evaluation to a wide range of private and public sector clients, in order to further its mission to improve and save lives, including through non-communicable disease prevention, environmental health and urban health, with specific areas of focus in tobacco control, data for health, road safety and air quality.

The Operations Manager will manage operations in the county office under the leadership and supervision of the Managing Director. The Operations Manager will foster a culture of accountability and customer service. In this role, the incumbent will ensure the cost-efficient use of Vital Strategies resources, and manage all operations functions including contracting, travel, safety and security, and facilities. This position will be based out of New Delhi.

 

Duties and Responsibilities:

A. Compliance

  • Monitors and tracks compliance to local regulations and Vital Strategies operations and policies. Ensure administrative compliance with Clients and partner agreements, as well as contracts with employees, independent contractors, and vendors.
  • Assesses operational risks in the country and propose plans to manage the identified risks.
  • Maintains and updates a detailed compliance check list and review it on semi-annual basis to ensure that Vital Strategies is fully compliant with all requirements.
  • Supports Managing Director team on legal and time sensitive issues, liaise with local attorneys as needed on legal matters.

B. Procurement

  • Works with country teams to prepare quarterly procurement plans.
  • Serves as a focal point for procurement, identifying sourcing and advertising channels, supporting competitive biddings/requests for proposals, and reviewing contracts.
  • Trains staff on global procurement policies & procedures. Track and enforce compliance with local procurement policies and procedures.
  • Manages central service agreements in collaboration with finance and legal teams.
  • Conduct market surveys when required to negotiate the costs with existing vendors before contract renewal.
  • Maintains vendor database and evaluate the vendor performance annually.
  • Liaises with Finance Team in processing vendor payments.

C. Safety & Security

  • Serves as a focal point for safety and security for Vital Strategies’ work in the country including: (a) implementation of the security and crisis management plan (b) Provide pre-trip and on-arrival security briefing for visitors and employees for all field missions (c) Coordinate the incident management team when it is convened (d) Maintain an up-to-date contact list for local staff and their emergency contacts.
  • Monitors the safety and security developments in the country and alert the MD when there are significant changes. Keep local staff informed of security developments, including providing directions on actions to be taken.
  • Coordinates with International SOS and other local providers to ensure safety and security of Vital Strategies travelers in the country.
  • Contributes to development and implementation of local safety & security, and business continuity policies and procedures including emergency plans.
  • Serves as a point person for public health crises or emergencies including developing protocols, train staff and enforcing protocols.

 D. Facilities Management 

  • Monitors and facilitate lease renewal business terms. Oversees and manages relationships and activities with local property company or landlord, including for the upkeep of the physical office facilities.
  • Manages day to day operation of office including provision of supplies.

E. Travel

  • Manages and tracks performance of travel management company and resolve service-related problems when needed. Reviews bids for new companies prior to contract expiry.
  • Periodically updates in-country travel policy. Trains country team on travel policies and procedures and ensure compliance to them.
  • Ensures logistic support for in-country travel, meetings and conferences for staff and partners, as needed.
  • Works with the travel management companies to prepare the travel reports and share it Managing Director as requested.

F. Policies and Procedures

  • Coordinates with the Managing Director to obtain necessary statutory insurance policies and manage them.
  • Tailors and maintains the Operations Manual for the country.
  • Contributes to development and implementation of global and local policies and procedures to maintain highest standards.
  • Facilitates efficient processes to manage overall country operations.

G. Human Resources Collaboration

  • Collaborates with HR Team in supporting procurement of IT equipment, seating arrangement / work pass at business center, creation of Vital ID Cards, business cards etc for new joiners
  • Coordinates with HR on duty of care

H. Administrative Functions

  • Collaborates with Finance Team as needed, including on the development of the country annual budget; assistance with selection of financial services providers (external audit, payroll, local accounting firm); etc.
  • Plans and coordinates administrative procedures and systems to support the country programs.
  • Ensures Vital Strategies’ assets and equipment are properly accounted and are in working conditions. Prepare physical inventory reports regularly. Make appropriate insurance arrangements for the coverage of assets and equipment.
  • Ensures an efficient filing system of country office documents and files.
  • Prepares administrative and operations related reports as required.

I. Others

  • Other duties as requested by MD.

 

Qualification and Experience:

  • Master’s degree in Business Management or any other related field and a minimum of 6 years years of relevant experience or equivalent combination of education and experience.

 

Skills and Abilities:

  • Excellent communication and relationship building skills with an ability to work with a variety of internal and external stakeholders
  • Analytical mindset with strong attention to detail
  • Ability to set priorities and problem-solve
  • Demonstrated project management skills
  • Knowledge of local laws pertaining to welfare, safety, and office management
  • Personal qualities of integrity, credibility, and dedication to the mission of Vital Strategies
  • Collaborative, dedicated team player

 

Working Conditions and Physical Requirements:

Occasional travel may be required

 

Additional Information:

We encourage all qualified individuals who share Vital Strategies’ vision of a world where everyone is protected by a strong public health system to apply. 

we welcome applications from people of all backgrounds and do not discriminate on the basis of characteristics such as race, color, age, religion or creed, gender, national origin, ancestry, physical or mental disability, veteran or military status, marital status or any other basis protected by country and local laws. 

We are proud of our commitment to a professional work environment in which all individuals are treated with respect and dignity.  Vital Strategies will not tolerate its employees, volunteers, consultants, partners or any other representative associated with the delivery of its work carrying out any form of sexual harassment, sexual exploitation or sexual abuse and thoroughly vets all final candidates. 

The salary for this position is INR 18,00,000 to INR 24,00,000. To help you stay energized, engaged and inspired, we offer a wide range of benefits including a strong retirement plan, flexi basket reimbursement option, comprehensive healthcare, and Paid Leaves so you can relax, recharge and be there for the people you care about.

This role is for open to Indian Nationals only.

 

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