Operations Manager

About Vital Strategies

Vital Strategies is a global public health organization. Our programs strengthen public health systems and address the world’s leading causes of illness, injury and death. We currently work in more than 80 countries, supporting data-driven decision-making in government, advancing evidence-based public health policies, and mounting strategic communication campaigns. Vital Strategies’ priorities are driven by the greatest potential to improve and save lives. They include noncommunicable disease prevention, tobacco control, road safety, alcohol policy, food policy, overdose prevention, environmental health, and data for health. Our programs are primarily concentrated in low- and middle-income countries in Africa, Latin America, Asia and the Pacific; the Overdose Prevention Program is our first initiative in the U.S. Please visit our website at www.vitalstrategies.org  to find out more about our work.

The Vital Strategies office in Brazil supports municipal, state, and federal governments in addressing the main causes of preventable illness and death. We have worked with the cities of Belo Horizonte, Fortaleza, Goiânia, Natal, Rio de Janeiro, Salvador, São Paulo, Recife, and Campinas; the states of Ceará, São Paulo, Rio Grande do Norte, and Rio Grande do Sul; the Ministry of Health; state and municipal health secretariat consortia (respectively Conass and Conasems); the National Front of Mayors; and civil society partners.

Vital Strategies is committed to promoting equal opportunity and fostering the inclusion of groups historically underrepresented in the workforce. As part of our commitment to advancing racial equity in Brazil, we strongly encourage applications from Black candidates (pretos and pardos) and other individuals from historically underrepresented groups.

Job Purpose

The Operations Manager will oversee the day-to-day operations of the Vital Strategies Brazil office under the direction of the Senior Manager of Finance and Administration and the Vice President, Global Operations based in our New York office. The role is responsible for ensuring that core operational functions are delivered effectively and in compliance with local regulations and Vital Strategies policies. 

This role is responsible for procurement, facilities, travel, safety and security, IT coordination, and support for operational budgetplanning and monitoring. The Operations Manager will work closely with the Senior Manager of Finance and Administration, as well as program, finance, IT, HR, and Global Operations teams, to implement operational priorities, maintain strong systems and controls, and support program implementation.

The role manages the Operations team, the Operations Coordinator and the Operations and HR Associate, and is responsible for consistent execution of operational processes across the Vital Strategies Brazil office.

Duties e Responsibilities

Operations Management

• Manage and supervise the Operations and HR Associate and Operations Coordinator, providing guidance and oversight across activities.

• Ensure that day-to-day operations are functioning effectively and in line with organizational policies and procedures.

• Identify areas for improvement in operational processes and support implementation of solutions in coordination with the Senior Manager of Finance and Administration. 

• Work closely with program and finance teams to ensure operational needs are anticipated and addressed.

   

Travel

• Oversee travel arrangements and coordination for the Brazil office.

• Monitor the performance of the travel management company and address issues as needed. 

• Ensure adherence to travel policies and procedures.

• Provide guidance on travel processes and support the resolution of travel-related issues.

• Support coordination of group travel, meetings, and events.

   

Safety & Security

• Serve as the focal point for safety and security in Brazil.

• Support the implementation of security and risk management measures in coordination with the Global Security Team.

• Monitor relevant developments and ensure staff are informed of any required actions.

• Support incident reporting and the coordination of response as needed.

• Maintain relevant safety documentation and emergency contact lists.

Facilities

• Oversee day-to-day office operations, including maintenance, supplies, and coordination with building management.

• Manage the relationship with the landlord and property management company.

• Support lease-related processes in coordination with office leadership.

• Maintain the asset register and ensure proper tracking of equipment and office resources.

• Ensure that the office environment is safe, functional, and compliant with local requirements.

Procurement

• Serve as the focal point for procurement in Brazil, ensuring compliance with organizational policies, internal controls and applicable procedures.

• Coordinate procurement planning in collaboration with program and finance teams, ensuring timely and efficient acquisition of goods and services.

• Support the sourcing and procurement of goods and services required for specific projects and programs, in coordination with the relevant technical teams.

• Manage competitive bidding processes and review procurement documentation to ensure completeness, accuracy and compliance.

• Maintain vendor records and support vendor management, including performance tracking, as needed.

• Provide guidance and day-to-day support to staff on procurement processes, requirements and best practices.

Information Technology (IT)

• Serve as the focal point for IT coordination in Brazil, including engagement with vendors and service providers.

• Liaise with Global IT and third-party vendors to ensure timely and effective IT support.

• Coordinate the procurement,  allocation, and tracking of IT equipment, coordinating setup and support with Global IT and external providers as needed.

• Maintain IT asset inventory and ensure compliance with IT policies.

• Coordinate IT-related onboarding and offboarding processes, in coordination with Global IT. 

   

Compliance and Risk

• Coordinate local insurance requirements for the office, including liaising with brokers and ensuring documentation is maintained, in alignment with global policies and guidance.

• Monitor compliance with local regulations and internal policies.

• Support the maintenance of compliance documentation and operational records.

• Identify operational risks and escalate to the Senior Manager of Finance and Administration , supporting implementation of mitigation measures.

Other

• Perform other duties as assigned.

Qualifications

Education and degree

• Bachelor’s degree in Administration, Accounting, Economics, Public Administration, Public Policy Management, Law, or a related field required.

• Postgraduate degree or additional training in Operations, Procurement, Compliance, Project Management, Risk Management, or a related area is an asset.

• Equivalent combination of education and relevant professional experience may be considered.

Skills & abilities

• Strong organizational, coordination, and problem-solving skills, with the ability to support budget tracking and operational planning.

• Ability to manage multiple priorities and work effectively across teams and functions.

• Clear and effective written and verbal communication skills.

• Attention to detail and ability to ensure compliance with local and international policies and procedures.

• Demonstrated ability to supervise, guide and support staff.

• Ability to manage operational processes involving vendors, facilities, procurement, travel and office administration.

• Proficiency in MS Office and relevant systems.

• Fluency in Portuguese and strong professional proficiency in English required, with the ability to communicate effectively in daily interactions with global teams; Spanish is an asset.

• Ability to build strong, ongoing, impactful relationships at all organizational levels and across a diverse range of cultural, generational, ethnic, racial, educational, and social backgrounds. 

• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment. 

   

Experience

Required:

• Minimum 6–8 years of relevant professional experience in operations, administration, office management, or a related area.

• Demonstrated experience in procurement, facilities, vendor management, and day-to-day office operations.

• Ability to coordinate operational processes across multiple functions and working collaboratively with programmatic and finance teams.

• Experience supporting compliance with organizational policies, procedures, and operational controls. 

• Ability to support budget planning, tracking, and reconciliation for operational activities or office administration.

• Experience supervising staff or coordinating the work of junior team members.

Preferred:

• Experience working in a nonprofit, public health, or international organization preferred.

• Experience supporting travel coordination, IT-related administrative processes, and safety and security operations is an asset.

• Experience in environments with complex operational requirements and multiple stakeholders preferred.

• Relevant professional certifications in procurement, project management, compliance, risk management, or related areas are preferred.

   

Working Conditions and Physical Requirements

• This position  is based in São Paulo (SP), Brazil, and requires regular presence in the office.

• Full-time position under the Brazilian Labor Law (Consolidation of Labor Laws) framework.

• May require occasional domestic or international travel.

   

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