Head of Operations

The Oxford University Clinical Research Unit (OUCRU) is a large-scale clinical and public health research unit, with sites offices in Ho Chi Minh City and Hanoi in Vietnam, Jakarta in Indonesia and Kathmandu in Nepal. 

OUCRU Nepal was founded in 2003, it started following a discussion between Prof. Jeremy Farrar from OUCRU-VN and Prof. Dr. Buddha Basnyat about typhoid fever. Since 2003, the research collaboration has evolved and OUCRU Nepal has become a respected and integral part of the work. There has been considerable investment in upgrading the hospital laboratories and in training young Nepalese clinicians and scientists. The main research focus has been on the most common infectious diseases affecting patients in the surrounding areas of Lalitpur, with a major focus on enteric fever (Typhoid and Paratyphoid) and other causes of febrile illness including typhus, infections of the central nervous system and Hepatitis E

OUCRU’s vision is to have local, regional and global impact on health by leading a locally driven research programme on infectious diseases in Southeast Asia. Priority is given to health issues important to the hospitals where we work, and to the countries as a whole where we operate: Vietnam, Indonesia and Nepal.  All work is intended not only to benefit the patients seen daily at our host hospitals, but also to help improve patient care.

Please see more information on OUCRU website: www.oucru.org

The Head of Operations is a key leadership position responsible for overseeing the full spectrum of operations at OUCRU Nepal. This position requires effective coordination and communication with other OUCRU units globally. The Head of Operations ensures the smooth management of all operational activities within OUCRU Nepal and collaborates with OUCRU Vietnam (OUCRU-VN) and partner institutions to implement best practices and drive operational excellence across various functions.

Job Summary: 

To manage the efficient performance of all operational activities within OUCRU Nepal.

Responsibilities of the post holder:

• Ensuring the efficient operation of OUCRU Nepal in liaison and collaboration with OUCRU-VN and partner institutions.
• Providing day-to-day leadership to a range of operations functions including administration, finance, human resources, health and safety, procurement, logistics, legal and regulatory compliance, communication and IT. 
• Providing support and advice to senior Unit staff on all matters relating to programme management policies and practice. 
• Oversee and inspire all staff within the operations department, including the Senior Procurement Officer, Senior HR and Admin Officer, Communication Officer, and IT Officer.
• Work directly with senior operational counterparts in OUCRU-VN) to ensure implementation of best practice, consistency of policies, standard implementation of risk management frameworks and to facilitate excellent relationships with key funders and stakeholders.

Key duties of the post holder

Operations Management:

• Manage, develop and implement all strategies, policies, procedures needed to support the Unit across all relevant areas;
• Manage all institutional level contracts, including grant contracts, MoU’s and sub-contracts;
• Oversee all assets and the inventory for the unit;
• Oversee operational, administrative, and financial matters with collaborators;
• Resolve organizational and management issues as they arise;
• Ensure all legal and regulatory documents are maintained in compliance with relevant laws and regulations in Nepal;
• Oversee the efficient management of all general administrative tasks;
• Manage tasks related to project proposals, including securing approvals and coordinating monitoring activities with the Social Welfare Council.
• Manage all facets of facilities management, including overseeing renovations, securing necessary permissions and agreements for work, and leading negotiations with the partner institutions regarding workspace requirements.

Human Resources (HR) and Training:

Supervise the senior HR and Admin officer to ensure the following tasks among others, are carried out effectively:

• Manage all employment and HR-related issues;
• Develop and implement induction programmes for staff and visitors;
• Oversee systems that identify and fill personnel needs/vacancies on the basis of merit and without prejudice.
• Oversee systems of awareness and training for staff on core behavioral policies including but not limited to bullying and harassment, equality and diversity, research misconduct, fraud and bribery etc. 

Procurement:

Supervise the senior procurement officer to ensure the following tasks, among others, are carried out effectively:

• Oversee all procurement for OUCRU Nepal including maintaining appropriate, auditable paperwork in line with relevant policies and practices.
• Ensure the procurement follows the proper process and completed on timely manner.
• Ensure the consumables are recorded accurately.
• Work closely with the finance department to ensure timely and accurate processing of payments. 
• Collaborate with principal investigators, OUCRU-VN and funders as required;
• Ensure all deadlines and external funder award terms and conditions are met
• Ensure that all budgets are managed appropriately 
• Oversee the custom clearance of the goods or supplies imported from abroad.
• Ensure that service agreements and purchase agreements comply with the standards established by OUCRU Nepal.

IT and Data management:

Supervise the IT officer to ensure the following tasks, among others, are carried out effectively:

• Ensure the implementation of IT policies and practices, which adhere to OUCRU standards   and compatibility;
• Work closely with all staff involved in data management to ensure all required hardware and software is in place and available as and when required.
• Work closely with OUCRU-VN team and IT consultant, ensure the provision of IT facilities for all staff and visitors, including, if required at external sites;
• Ensure the server is managed and maintained properly.
• Ensure the domain access are made as relevant to the staffs.

Communications:

Supervise the Communication officer to ensure the following tasks, among others, are carried out effectively:

• Coordinate with the communication manager of OCURU VN and support the communication portfolio of Nepal.
• Working closely with OUCRU-VN and communication officer, ensure the communication portfolio of Nepal runs smoothly.
• Ensure the implementation of communication policies and practices, which adhere to OUCRU standards   and compatibility;
• Ensure that the Communications Officer effectively implements OUCRU Nepal’s external and internal communication strategies, including managing website content, social media, and media relations.
• Monitor adherence to OUCRU branding guidelines and ensure consistent application across all communication materials and activities.
• Provide guidance and support to the Communications Officer in their interactions with the Public Engagement Team, internal communications, and other relevant tasks.
• Regularly review the performance of the Communications Officer, providing feedback and recommendations to enhance their effectiveness and address any challenges.
• Oversee the accurate and timely reporting of communications activities, including updates to the press database and social media outputs, ensuring alignment with the broader OUCRU communications objectives.

Health and Safety, Risk and Compliance:

• Support the Unit on all matters of health and safety, liaising closely with academic colleagues working specifically in this area;
• Work closely with OUCRU-VN to ensure appropriate levels of monitoring and compliance of relevant health and safety policies and practices;
• Carry out, review and write risk assessments and ensure appropriate reporting in addition to conducting regular safety reviews of facilities;
• Work closely with Health and Safety lead and other colleagues to investigate accidents and incidents where appropriate and propose possible preventative interventions;
• Provide support that all staff receive necessary induction and guidance concerning Health and Safety Matters, to include fire/earthquake event drilling and safety training;

Other:

Carry out any other reasonable duties as required and requested by the Country Director.

Essential:

• Academic Qualification: At least Master’s Degree in Business Administration, Business Studies, Management, or a related field.
• Experience: At least 8 years of experience managing an operations portfolio in the research, development, or a related sector, including a minimum of 4 years in a senior management or leadership position.
• Experience in developing and managing organizational budgets.  
• Excellent communication skills, with strong proficiency in both written and spoken English.
• Demonstrates the highest level of integrity. 
• Capable of leading and guiding staff across the department. 
• Excellent analytical abilities combined with strong interpersonal skills.

Desired:

• Familiarity with relevant national policies and procedures.
• Proven track record of managing highly competitive team members.
• Experience of working in a multinational environment.
• Experience of working with diverse team, including international members.