South Sudan: Operations Manager - South Sudan

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

1.Terms of reference

Job Title: Operations Manager
Code: SR-41-524
Country: South Sudan
Duty Station: Juba, with frequent missions INTERSOS field locations
Starting date: 01/07/2018
Contract duration: 6 months (renewable)
Reporting to: Head of Mission
Supervision of: Functionally, the OM supervises the HR Coordinator, the Logistics Coordinator and the Finance Coordinator, in collaboration and coordination with the Head of Mission

2. General context of the project

The situation in South Sudan continues to be very fragile. The collapse of the Government of National Unity in July 2016 precipitated triggers for conflict, insecurity, economic crisis and food insecurity across the country, with the currency in free fall and inflation skyrocketing. In February 2017, the Government of Salva Kiir and United Nations declared famine in parts of the country with nearly 5 million or 40% of the population at risk. Besides civil conflict and drought, other key internal displacement hazards include flooding and health epidemics especially cholera.

South Sudan is a country which has been affected by complex emergencies, both natural and conflict-related, for decades. INTERSOS has been present in South Sudan since 2006 with a country office in Juba and field bases in six States of the country, namely Jonglei, Upper Nile, Unity, Eastern Equatoria, Western Equatoria and Central Equatoria. INTERSOS focuses on implementing emergency response and relief programs in different sectors: Protection, Education, NFI/Shelter and WASH with a special focus on serving the conflict-affected population, which were forced to displace from their homes by the conflict but also the hosting communities, which often are equally vulnerable.

3. General purpose of the position

Participate in the definition of the programs in terms of objectives, activities, indicators, financial, material and human resources needed.

Guarantee and coordinate the optimal functioning of the operations of the mission including procurement, logistics, assets, IT, fleet, warehousing, administration and human resources ensuring compliance with INTERSOS policies and local laws including NGO law, tax, employment, health & safety, insurance.

Being responsible to supervise and lead the mission in absence of HoM and provide support in the management of the mission’s day to day activities.

4. Main responsibilities and tasks

Logistics/Finance/Administration

• Ensure all projects adhere to INTERSOS’s systems and procedures (administrative, financial and logistical) so that effective and efficient support functions contribute to improvement of programme quality

• In collaboration with the Country Finance Coordinator, the Logistics Coordinator and the Human Resources Coordinator, provides the Project Coordinators the necessary support to ensure appropriate INTERSOS administrative, financial and logistics systems/procedures are in place, maintained and adhered to, in order to guarantee that all support functions are carried out effectively and efficiently

• In strict collaboration with the Human Resources Coordinator and HR Manager ensure the compliance with all legal and administrative requirements of the country

• Support the projects in the timely preparation of monthly projected expenditures (cash book management) and analyze monthly Financial Planning and reports

• Oversee the implementation of the Projects, ensuring the weekly check of the financial Accounting Information System (Prima Nota) by the Project Manager

• In close coordination with the Logistics Coordinator and the Project Managers, monitor the status of civil works (borehole rehabilitation, TLS constructions, latrines, etc….) and the shipping of materials in remote locations

• In close collaboration with the Country Finance Coordinator and the Head of Mission, ensure operating costs are included in operating budgets and funding proposals. In cooperation with the Country Finance Coordinator, ensure that all support systems and operations teams are operating in accordance with IRC and donor compliance regulations and have necessary risk mitigation strategies in place

• Collaborate with Country Finance Coordinator and Project Manager on budget control and financial management of the projects to guarantee are in line with relevant project proposals and to ensure the monthly overview of project spending and financial reporting

• Ensure all projects have capacity (human and technical) to support smooth program operations

• In collaboration with the Logistics Coordinator ensure that all processes from procurement to warehousing meet INTERSOS and donor compliance requirements and participate in the coordination of an efficient and responsive supply chain system that meets the needs of the program. Collaborate with the Logistics Coordinator and Program Coordinators supporting program and field staffs in preparing, implementing and monitoring procurement and distribution plans

• In collaboration with the Logistics Coordinator, supervise logistical aspects of the operations and establish and maintain supply system and effective fleet management

• In collaboration with the Logistics Coordinator, oversee maintenance of functional office space(s) and guesthouses facilities as well the office equipment of communication tools and IT assets and ensure that security standards are maintained at all premises

• In collaboration with the Logistics Coordinator ensure that contracts and procurement transactions/relationships are transparent and in compliance with local law and INTERSOS and donor policies

Human Resource Management

• In collaboration with the Human Resources Coordinator ensure systematic briefings and debriefing of all International staffs in the missions and keep regular contacts to support them

• In collaboration with the Human Resources Coordinator provides support to Coordinators/supervisors/activity managers on how to manage HR (team management, conflict management, stress early detection, communication, meetings…)

• Provide team members with information, tools and other resources to improve performance and reach objectives

• In collaboration with the Human Resources Coordinator and HR Manager ensure that INTERSOS’s staff policies and procedures are understood and Administration related issues are respected

• Participates to the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for.

5. Required profile and experience

Education

• Advanced University Degree (Masters or equivalent) in Business Administration, Operations Management, Social Sciences, International Development, Economics or related fields

Professional experience

• 5 years relevant work experience, at least 3 of which involve similar senior experience of operational management of projects or programmes

• Experience of living and working in Sub-Sahara Africa for more than two years, including experience in South Sudan for more than one year is considered a plus

• At least two years of working in potentially insecure environment as expatriate staffs is required

• Experience of leading programme operations during an emergency response

• Experience of undertaking representational duties with donors and partners and line ministries at project and country level

• Substantial experience of creating, planning and managing budgets, including a good understanding of donor proposals and new business approaches

Professional requirements

• Excellent writing, reporting and communication skills

• Capacity to consider both short term and longer term strategic, operational and tactical needs

• Excellent level of understanding in humanitarian and human rights principles and standards

• Very good knowledge of Microsoft Office (including MS Word, Excel, Power-point or other presentation software, Outlook and Skype)

Languages

• Proficient working knowledge of English – ability to coordinate with other actors and produce reports

Personal requirements

• Responsive, motivated, good communicator flexibility to respond to changing nature of humanitarian context and operational difficulties

• Demonstrated ability to supervise staff and coordinate activities and to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds

• Ability to communicate openly and maintain good relationship within the team, government and other local authorities, donor, and other stake holders

• Strong leadership skills, excellent verbal and written communication skills, as well as effective interpersonal skills are required

• Must display flexibility, adaptability, initiative, result oriented, and a high degree of competence in planning, project management, team building, teamwork, and commitment to humanitarian principles

• Willingness to take responsibility

• Must possess strong personal integrity and ability to adapt to changing situations

• Ability to cope with stress, and live in environment with very basic living condition

For further information and to apply, follow the link below:

https://www.intersos.org/en/work-with-us/#intersosorg-vacancies/vacancy-details/5adf4e475324b3404f292bbf/

In case you encounter difficulties applying through INTERSOS' platform, you can also apply by sending your CV, motivation letter and 2 references via email to recruitment@intersos.org , with subject line: "**SR-41-524 Operations Manager - South Sudan**".

Only short-listed candidates will be contacted for the first interview.