Sudan: Country Operations Manager

POSITION TITLE: Country Operations Manager

COUNTRY PROGRAM: Sudan

RESPONSIBLE TO: Country Director

STATUS: Full-time

SUPERVISORY CAPACITY: Operations Support Team

DATE: January 2017

COUNTRY PROGRAM MISSION

The American Refugee Committee (ARC) Sudan Program started in 2004 in response to the emergency needs of some 500,000 conflict-affected IDPs and host populations in the Tulus and Gereida corridors in South Darfur. ARC currently works in El Salam, Tullus, Gereida, Bielel and Dismu Districts in South Darfur State including two large IDP camps (Kalma and Gereida Camps). Although South Darfur remains the largest component of our country program, in 2014, ARC expanded its program in East Darfur State to include Adilla, Yassin, and Abu Karynka, Asalaya and El Ferdous localities, including El Neem IDP camp. ARC works mainly in the sectors of Health, Nutrition, WASH with smaller project in emergency NFI distribution to IDPs, as well as more recovery programs in Peace Building and Food Security and Livelihoods. The overall aim of the program continues to be: to improve the well-being of the target populations by addressing their immediate humanitarian needs and contributing to long-term community stabilization.

Major donors include USAID (OFDA), CHF (pooled humanitarian funds), UN funding from UNFPA, UNICEF, WHO, WFP and private funding. ARC Sudan’s program has an annual budget of between $US 9-12million, with 12 expatriates and over 700+ national staff, some of whom are seconded from the line Ministries of the Sudan government.

PRIMARY PURPOSE OF THE POSITION

Under the supervision of the Country Director, the Country Operations Manager (COM) will ensure smooth functioning of ARC operations, consistent and high quality service delivery to programs/projects and constant evaluation and readjustment of policies and procedures, to accommodate for changes within the operating environment. S/He will develop, implement and monitor effective business systems and operational processes to support all program sector activities, while assuring accountability and transparency at every step.

The COM supervises and provides strategic direction to the Operations teams: Supply Chain, Administration, Security & IT, fostering collaboration within each unit and across teams, including program staff.

Together with the unit heads, the COM is responsible for the planning, setup, supervision, implementation, monitoring, documentation and administration of ARC supply chain systems and structure for the country program in accordance with ARC policies, priorities, procedures and guidelines, and in line with donor regulations. S/He oversees the management of ARC’s assets, fleet, facilities and contractual agreements related to operations.

The COM manages all aspects of safety and security for the country program, in consultation the Country Director (CD) and the State Program Managers (SPMs).

The incumbent will also ensure smooth and reliable electronic communication including email and dissemination of data, user trainings for ARC standard applications, provision of day-to-day IT support to staff and ensuring adherence to ARC IT standards.

As a member of the Senior Management Team (SMT), the COM actively participates in strategic planning and decision making. S/He is also responsible for knowledge building and sharing with regard to management of operations and supply chain management.

PRIMARY DUTIES/RESPONSIBILITIES

Administration/Operational Management – 20%

Provide strategic direction to the Operations Department focusing on achievement of the following results:

• Effective coordination and planning of operational activities in support of program activities, enabling timely project implementation, and achievement of targets within budgeted allocation.
• Effective management of ARC assets, facilities, administrative and logistical services.
• Ensure that the vehicle fleet owned or rented by ARC is managed according to ARC policy.
• Timely and appropriate establishment of all logistics infrastructure (warehousing, transport, distribution) and associated operating, management and monitoring systems.
• Full compliance of operations with ARC and donor rules, regulations and policies.
• Maintenance of internal Standard Operating Procedures (SOPs) and operational policies.
• Coordination with staff and management of the processing/update of service contracts, including contracts for attorney, security company, equipment maintenance, etc.
• Lead the negotiation and preparation of leases (office premises, guesthouses, warehouses), for all ARC rented premises.
• Proper installation and full functioning of all IT equipment and approved software.
• Optimum connectivity, minimum disruptions and rapid recovery of systems and networks.

Supply Chain Management – 20%

• Supervise Supply Chain staff to ensure proper warehousing, communication, procurement, assets and stock management, and transportation, to support program implementation in ARC areas of operation
• Provide technical support to the Supply Chain Managers/Senior Officers for the transparent and auditable management of all procurements of the Sudan Country Office, in line with the policies and procedures of ARC International and donor regulations.
• Oversee the implementation of supply chain strategies e.g. sourcing strategy, supplier selection, evaluation and performance measurement of suppliers.
• Ensure use of appropriate tools to facilitate procurement and price lists of procured items.
• Ensure the timely completion of all purchases/procurements and regular submission of procurement committee minutes.
• Review requests of large purchases to verify vendor, allowable expense, ensure accurate budget coding, availability of required supporting documents. Endorse for CD or HQs authorization, in accordance with policy on approval levels.

Security Management & Systems – 15%

• Advise State Program Managers (South & East Darfur) on available Security Safety Management Strategies, including the control and mitigation of risks, as well as relation to logistics and procurement.
• Manage the Security Safety Risk Management (SSRM) process: supervise implementation of safety management policies, protocols, procedures, and mitigation measures.
• Provide security & staff safety briefings to all ARC visitors.
• In coordination with the SPMs, review and update the Field Security Manual in relation to the changing context and circumstances.
• Undertake regular visit field, in order to monitor implementation of safety and security guidelines, assess the reality on the ground and be able to modify and adapt safety plans, as needed.
• Train security focal points in development of site-specific staff security and safety plans, as well as in the usage of radio protocols, other communications technologies and equipment.
• Ensure radio rooms established in all field operational areas, with functioning SOPs for the radio operations.

Supervision – 15%

• Supervise, mentor and motivate operations teams, ensuring clarity of roles and responsibilities in supporting program implementation.
• Provide/facilitate opportunities for staff capacity building.
• Directly engage in transferring knowledge on operations systems, policies and processes.
• Ensure performance plans of logistics/procurement, IT, Administration and Security teams – are developed in a timely manner.
• Ensure performance appraisals are conducted in a fair manner.

Strategic Management – 20%

• As a member of the SMT, participate in strategic discussions & planning relating to the direction & progress of the country program, contributing inputs and ideas beyond the operations technical sphere.
• Contribute to ARC Sudan Annual Planning process development and reporting.
• Proactively develop the skills of ARC staff to understand and utilize supply chain tools and services to design and implement quality programming.
• Provide inputs related to operational costs and activities at the time of budget planning and grants development.
• Attend UNDSS, OCHA and other meetings on staff safety matters as needed and as appropriate

Reporting – 10%

• Ensure that monthly and quarterly procurement plans are developed, submitted, and within budget limits and compliant with donor requirements.
• Oversee preparation of monthly procurement tracking sheets.
• Prepare monthly status reports on procurement, assets, contractor database and payments.
• Review assets and/or commodity donation requests, make recommendations to the CD. Track reporting of same.
• Obtain information from the field offices on security situation and incidents. Prepare and submit, to the ARC Regional Security Advisor, timely and accurate Weekly Security & Staff Safety Report and Incident Report, as applicable.
• Oversee preparation on assets inventory.

EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED

• Master’s in Business Administration or any other related field
• Minimum 5 years’ experience, progressively responsible for Procurement, logistics/Supply Chain Management and Administration, particularly with international NGOs.
• Minimum 3 years’ field security and safety related experience with humanitarian agencies in secure and/or hostile environments.
• Proven knowledge and experience in IT management. Computer proficiency in Word, Excel, PowerPoint and Access.
• Strong leadership and management skills; at least 5 years’ experience management staff.
• Strong analytical and organizational skills; ability to manage multiple priorities with minimal supervision.
• Strong interpersonal, and communication skills.
• Ability to work well both as team leader and team member, and to form credible working relationships within a senior management team
• Experience working with various donors’ administrative policies and procedures is required
• Experience working internationally preferred, ideally in Africa and (post) conflict settings
• Ability to work productively and impartially in a multi-cultural environment
• Willingness and ability to work in insecure environment and adhere to ARC security policies
• Successful track record of consistent personal achievement at both operational and strategic level, demonstrating ability to spot trends and issues, propose strategic solutions, make critical decision and deliver results
• Fluent in Spoken & Written English.

American Refugee Committee is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status. American Refugee Committee complies with all applicable laws governing nondiscrimination in employment.

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