Operations Manager 58 views0 applications

Job Title: Operations Manager

Reports to: Operations Director

Department: Operations

Terms: Fixed Term (12-months), Full Time non-accompanied terms.

Location: Geneina

Salary: OS3 – €41,108 – €45,676

Requirements: Regular travel to Adre, Chad for cross-border activities.

About Concern: Established in 1968, Concern is a non-profit, non-governmental humanitarian organisation, dedicated to the reduction of suffering and the ultimate elimination of extreme poverty in the world’s poorest countries.

Concern’s vision, our mission and our work are all defined by one goal – ending extreme poverty, whatever it takes. Concern strives for a world free from poverty, fear and oppression.

Our culture is values driven and we believe that our people are central to all that we do and are key to delivering on our goal of Reaching the Furthest Behind First. We are committed to ensuring a workplace where everybody feels valued and are enabled to succeed in their work and contribute to delivering on our mission.

Role Purpose: The purpose of the role is to provide accurate and timely logistical, administrative and HR support to Concern’s emergency programmes in Sudan. The Operations Manager will be responsible for providing operational support in collaboration with the Area Coordinator, Logistics Coordinator and the Operations Director. They will manage the operations team and activities in the Darfurs and directly manage the team in Adre, Chad. They will also be involved in operational tasks related to Security Management and authority liaison in both Darfur and Adre.

Responsibilities

Logistics

• Support the logistics coordinator in the preparation, transport and dispatch/reception of cargos into and within Sudan.
• Ensure that all procurement is carried out in a cost and time effective manner in line with Concern policies and guidance.
• Ensure the continuance of an effective filing and archiving system, both physical and on SharePoint.
• Verify that the Supply Request Tracking System is up to date on a weekly basis.
• Oversee and manage the workload and workflow within the logistics team, ensuring monthly fixed reporting times are met consistently.
• Carry out regular spot checks and assessments of procurement documentation and processes across all Concern bases to ensure compliance with Concern and donor procedures.
• Re-establish the approved supplier list, gathering details as stipulated in the Logistics Manual
• Ensure supplier evaluations are completed after key supplies and services.
• Assist the Operations Director and the Logistics Coordinator with asset verification.
• Support Logistics Coordinator in developing a database of prices for logistics services and supplies, and in monitoring market prices in general.
• Participate as a member in purchasing committee and/or tender meetings.

Warehouse Management:

• Support the Warehouse Officer in managing the warehouse facilities structure; Work closely with the Warehouse Officer in preparation for and during bulk deliveries and dispatches.
• Support effective stock management and ensure availability of stock management data and stock records.
• Support stock security through the implementation of effective controls.
• Ensure warehouse documentation is correctly understood and used (release request, goods delivery and goods received note, and stock reconciliation), paying particular attention to field offices and health facilities as necessary.
• Ensure coherent set of project/grant references are consistently used to clearly identify and track stock movements (RR, GDN, GRN)
• Support the Logistics Coordinator with capacity building of warehouse management staff and processes.
• Participate in stock counts, document and report any stock discrepancies to support investigation and

resolution of any potential issues.

• Support Programmes and Logistics Coordinator to manage the stock disposal/transfer process at the end of each project.

Transport:

• Support the Logistics Team in reviewing and preparing the weekly transport movement plan, ensuring compliance to the security SOP on travel and transport, travel permits, departure and return timings, and comms in transit, etc.
• Carry out random, frequent checks on status/condition of the hired vehicles.
• Monitor the hired vehicles contracts to ensure timely renewal or non-renewal.
• Support the Logistics Coordinator and the Operations Director in the rollout of DiRTTRaCK.
• Assist the Operations Director in collecting data for carbon footprint audits.

Admin & Facilities

• Manage staff movements: travel, entry permits and accommodation for staff movement across the border.
  • Ensure Guard and Domestic staff duties & rosters are prepared and followed
• Conduct random weekly inspections of accommodation and facilities to ensure compliance with health and safety standards.
• Maintain the daily accommodation usage tracker and submit to Finance in the monthly reporting.
• Ensure security and health and safety standards are maintained in all base and sub-base facilities.
• Actively participate in the tracking of all admin-related service contracts (e.g. Starlink, phone, GPS, etc.)
• Initiate the assessment and appointment of agreements for tradesmen (electricians, carpenters, plumbers etc.)
• Support the Area Coordinator with liaison with authority liaison as necessary.

HR

• Actively participate in all operations-related recruitment
• Participate as committee member in recruitment panels as requested by HR
• Manage and maintain leave and Performance Development Review (PDR) schedules for all Operations staff in the Darfurs.
• Work closely with HR to ensure timely action on staff contract management.
• In collaboration with the HR manager and local HR/Admin officers, commence digitalisation of all HR records.
• In collaboration with the HR manager define the filing/archiving structure for digital and hard copy records.
• Assist the Operations Director in verifying the implementation of safeguarding in the employment cycle

ICT

• Ensure that all internet connections are secure, password protected and masked (base and mobile).
• Ensure that wifi passwords are updated regularly and not shared.
• Work closely with the Senior ICT officer (Port Sudan) to ensure the ICT asset and inventory list for Darfur is completed and accurately maintained.
• Ensure that printers/scanners are configured to connect wirelessly to staff laptops (avoid use of USBs).
• Ensure that automatic scanning of peripheral devices is activated on all laptops and equipment.
• Support the ICT department in conducting ICT-related trainings (filing structure and navigation of the Sudan Working Site, OneDrive, Adobe e-sign, MS Office applications.

Security Management

• In collaboration with the Area Coordinator, regularly update the risk matrixes.
• Ensure that all security protocols are followed in relation to movements and that security practices at all bases and facilities are defined and strictly adhered to.
• In collaboration with the Operations Manager, Area Coordinator, and Logistics Coordinator, participate and contribute to the Annual Review of the Security Management Plan (SMP).

Other Responsibilities

• Undertake other related duties as reasonably required by the line manager
• Support the Operations Director in any asset disposal plans

Emergency response:

• Supporting the implementation of logistics activities for Concern’s PEER Plan in Sudan (contingency stocks, framework contracts).
• Participate in the preparation of emergency project budgets and procurement plans.
• Prepare distribution activity plans in collaboration with the programme departments.
• Contribute to the timely dispatch and receipt of goods, as required.
• Ensure that documentation relating to reconciliation at the end of distribution is understood and used.

Communication and training:

• Ensuring regular maintenance of communications equipment in collaboration with the Operations Director and IT Manager.
• Organise training for staff on the use of communications equipment and communications protocols.
• Help on-board new staff.
• Contribute to the development of staff training and appraisal.
• Build the capacity of field teams on systems, e.g. logistics, procurement, transport, etc.
• Ensure logistical representation at programme meetings.

Accountability:

In line with Concern’s commitments under the Core Humanitarian Standards (CHS):

• Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, monitoring and evaluation).
• Work with relevant colleagues to ensure that the Complaints Response Mechanism (CRM) is functional and accessible, and that feedback and complaints are welcomed and addressed.

Managers:

• All managers are responsible for upholding and promoting Concern’s values, demonstrating leadership on workplace equality, diversity and inclusion, and role modelling a positive safeguarding ethos.
• All managers are required to actively participate in any emergency response as and when required.

Role Holder Requirements:

• Bachelor’s degree in the relevant field (logistics, supply chain management, business administration, etc.).
• Technical skills in at least two of the following areas: fleet management, ICT, supply chain management, construction, distribution, stock management.
• Minimum five years’ experience in an operational discipline (ICT, HR, Logistics, Administration, Security).
• Minimum two years’ operational management experience within an international NGO.
• Emergency operations experience in any of the operational disciplines.
• Security awareness or experience of working in an insecure environment.
• Fluency in written and spoken English; a good command of French.
• Ability to organise and prioritise workload, and ability to show initiative where appropriate.
• Ability to work as part of a multicultural and multidisciplinary team.
• Ability to manage stress and work under pressure.

Desirable:

• Previous working experience in Darfur
• Ability to speak and read Arabic

Safeguarding competencies:

We also value the following special skills and aptitudes:

• Respectful of security procedures and rules.
• Empathy with Concern’s Vision, Mission, Goals and Objectives.
• Knowledge of Core Humanitarian Standards, Sphere and Core Humanitarian Standards (CHS).
• Respectful of local laws and customs.
• Conducts itself in a professional manner.
• Zero-tolerance to sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and polices will be treated as a serious misconduct.

Competencies:

Planning and decision-making

Individual leadership

Delivering results

Due to the urgency of this position, applications will be shortlisted on a regular basis, and we may offer posts before the closing date.

If you have any concerns about our recruitment process and need particular assistance – for example if you have a visual impairment or are neurodivergent – please let us know and we will do our best to accommodate you.

We encourage all eligible candidates, irrespective of gender, ethnicity or origin, disability, political beliefs, religious beliefs, sexual orientation, or socio-economic status to apply to become a part of the organisation. Concern is against all forms of discrimination and unequal power relations and is committed to promoting equality.

If this role sounds right for you, please apply with your CV and cover letter. We will respond to every applicant. Please be aware we may offer positions before the closing date.

If you have any concerns about our recruitment process and need particular assistance – for example if you have a disability e.g. a hearing impairment – please let us know and we will do our best to respond to your needs.

Important information:

Concern has an organisational Code of Conduct with three Associated Policies: The Programme Participant Protection Policy, the Child Safeguarding Policy, and the Anti-Trafficking in Persons Policy accessible here. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisations, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in their work, in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with adults and children are recruited by us for such roles. Consequently, working or volunteering with Concern may be subject to a range of vetting checks, including criminal background checking.

Your Personal Data:

During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.

For additional information please consult our web site or contact the Human Resource Division in our Head Office.

You have certain rights under data protection legislation. For more information on how to exercise those rights please visit www.concern.net/about/privacy