Operations Manager

1. Background / Purpose The organization operates in a dynamic supply chain environment, involving both import and local procurement of goods. There is a need to coordinate sourcing, clearance, delivery, and financial planning to reduce costs and ensure timely operations. This ToR outlines the responsibilities, reporting lines, deliverables, and evaluation metrics for the Operations Manager role. 2. Purpose / Objectives The Operations Manager is appointed to: Ensure seamless coordination between sourcing, logistics, finance, and clients to meet operational deadlines. Manage import operations, including customs clearance, correct HS-code usage, and minimizing landed cost. Bridge financial planning and operations, by forecasting fund needs and ensuring timely cashflow for both imported and local procurements. Provide high-quality reporting and risk management, enabling proactive decision-making by senior management. Support capital projects by tracking budget utilization related to procurement and operations. 3. Scope of Work / Key Responsibilities The role of the Operations Manager includes, but may not be limited to: 1. Sourcing & Production Monitoring Liaise with sourcing/procurement teams to understand urgency and lead times. Track goods at various stages: in production, Ex-works, and in transit. Raise alerts when supplier timelines are not met or when goods are overdue. 2. Import Clearance & Customs Management Select and manage authorized clearing agents. Ensure timely follow-up with agents on goods in transit and customs clearance. Apply accurate HS Codes to imported items to minimize duty and cost. 3. Logistics & Client Delivery Coordinate with logistics providers to ensure on-time delivery to clients. Communicate with clients regarding delivery timelines, delays, and expected dates. Proactively analyse causes for delay and present solutions to clients. 4. Financial Planning & Cash Flow Management Monitor Estimated Time of Arrival (ETA) for all import consignments. Prepare and present detailed notifications (costs, timeline) to finance team to ensure funds are ready. Factor in PVOC assessment costs (if any) in the financial forecasting. Plan for local procurement payments ahead of time to avoid cash flow bottlenecks. 5. Budget and Capital Projects Coordination Liaise with the Capital Projects team to monitor procurement-related budget lines. Help forecast budget needs based on procurement plan. Track utilization vs budget for capital-project-related supply chain activities. 6. Reporting & Risk Management Develop a weekly operations report covering status, risks, and proposed mitigations. Maintain a risk register for supply chain risks (e.g., delay, cost, customs). Provide analysis of the causes of delays or cost overruns with recommended corrective actions. 7. Compliance & Regulatory: Ensure all import operations comply with regulatory requirements (customs, PVOC, etc.). Maintain accurate documentation for customs compliance and audits. 8. Continuous Improvement: Suggest and implement process improvements in sourcing, clearance, logistics, and reporting. Work cross-functionally to enhance operational efficiency, cost control, and transparency. 9. Other Duties Perform any other supply chain / procurement-relevant duties as assigned by management. 4. Deliverables & Milestones The Operations Manager will be responsible for: Weekly operations reports (status, risks, solutions). Monthly procurement and import forecast and fund requirement reports. Risk register with mitigation strategies. Budget utilization updates for capital-project-related procurement. Documentation of clearance / customs processes, agent performance, HS code usage. Quarterly performance review (or per the organization’s performance cycle). 5. Competencies & Qualifications Required: Bachelor’s degree in Supply Chain, Business Admin, Logistics, or similar. Significant relevant experience (e.g., 5+ years) in procurement, import operations, or supply chain. Knowledge of customs procedures, HS codes, duty minimization. Financial planning experience: budgeting, forecasting, cash-flow management. Strong communication (internal + external) and stakeholder-management skills. Organizational & risk-management abilities. Proficiency with ERP or supply-chain systems, MS Excel, etc. Desirable: Experience working with capital-projects teams. Experience in PVOC or regulatory import compliance. Knowledge of local and international trade regulations. 6. Risks, Assumptions, & Constraints Risks: Delays from suppliers or in transit. Customs / regulatory hold-ups. Cash-flow shortage if funds are not planned correctly. Miscommunication with clients leading to delivery issues. Assumptions: Suppliers provide reliable lead times. Clearing agents are competent and responsive. Finance team supports operations with timely funding. Clients are open to communication about delays or changes. Constraints: Regulatory changes affecting import procedures. Currency fluctuations affecting landed cost. Internal resource limitations (e.g., staff, systems). 7. Performance Evaluation / KPIs Performance will be evaluated on, but not limited to, the following: Percentage of on-time deliveries (to clients). Average customs clearance lead time. Cost savings achieved via correct HS codes / duty minimization. Accuracy of import and procurement fund forecasts. Number and severity of supply chain risks realized vs mitigated. Effectiveness in budget tracking and cost control (especially for capital projects). 8. Duration & Working Conditions Location of Work: Dar Es Salaam, Tanzania Working Hours: 8:30am – 5:30pm Accommodation on sharing basis Transport allowance to and fro office Air ticket upon 2 years of successful completion of the contract