South Sudan: Operations Manager, South Sudan (220008-927)

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been operational in South Sudan since 2005 and is currently engaged in series of humanitarian programming in Unity State along with development and resiliency programming in other States across the country. Currently, Mercy Corps is working in the following States in South Sudan: Unity, Warrup, Northern and Western Bahr el Ghazal and the Abeyi Administrative Area. Unity State in particular is caught in the crossfire of the violence and, as such, there is a significant and growing level of humanitarian need. The emergency response program in Unity State provides life-sustaining support to IDPs and host communities affected by the current fighting. Mercy Corps is well represented in South Sudan with offices in many locations. Juba is where the main office of Mercy Corps South Sudan is located.

At the same time, there is a concerted effort by the Country Office to expand both geographically as well as in other sectors as and when the environment becomes more conducive to operate in South Sudan.

South Sudan presents the most challenging and potentially the most difficult environment for Procurement and Logistics. The impact, effectiveness and timely completion of the grant are heavily dependent on Procurement and Logistics and hence, a dedicated Operations Manager looking into this is essential.

The current Country Office budget is approximately USD 12 million.

GENERAL POSITION SUMMARY:

The Operations Manager is a member of the country's senior management team (SMT). The Country Operations Manager is responsible for all operations functions in South Sudan including Logistics, Procurement, Assets, Fleet, Warehousing, Admin and HR. S/he ensures compliance with donor regulations as well as Mercy Corps' internal policies and procedures and updates local manuals and policies and builds the capacity of local operations team members. S/he provides support and advises the Country Director and other team members on operational issues.

ESSENTIAL JOB FUNCTIONS:

Management

• One of the most critical aspects of this role is to develop the capacity of staff subordinates;
• Assist PALM with continued development of a career path for operations staff in the country program by designing/using training regimens for operations staff;
• Identifying and building capacity of star performers with potential to develop the ability to adopt higher responsibilities and Temporary Duty Assignments, Expatriate-level roles, and/or emergency deployments;
• Work closely with program management to facilitate operations aspects of program planning, and upcoming operations resources needs, especially procurements;
• Advocate for operations systems: work with all Mercy Corps staff to ensure smooth introduction and adoption of operational systems;
• Work closely with program and finance teams to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations;
• Assist the program team and departments to understand their roles and responsibilities in terms of interaction with operations departments. These include trainings, regular coordination meetings, problem solving and procurement planning and other such planning activities to ensure effective and timely program implementation;
• Responsible for the management of all operations functions and staff; responsible for the full and proper implementation of Mercy Corps systems of management, compliance and control as described in Mercy Corps field manuals contained in the Office in a Box;
• Oversee our interaction and participation in the UN Cluster System, when operative;
• Monitor and communicate the information produced and presented by the various cluster groups, and assigns appropriate staff to represent Mercy Corps; and
• Spend extensive time in the field to provide support to field based teams.

Operations Management - Logistics:

• Ensure timely and accurate processing and documentation of procurements: the process, ensure accurate paperwork and a supply chain as described in the Field Procurement Manual;
• Ensure procurement records systems are well managed and maintained;
• Oversee use of the Electronic Procurement System found in the Office in a Box;
• Ensure the warehouse procedures (where applicable) are followed as described in the Warehouse Policy and Procedures Guidelines;
• Establish and maintain pipeline of supplies to South Sudan overseeing the logistical aspects of the operation;
• Supervise the fleet management team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines;
• Oversight of NFI, commodity storage and movements as needed;
• Maintain service contracts;
• Liaise with finance to ensure compliance and payment schedules;
• Oversee tracking of all assets to ensure accurate record keeping of Mercy Corps and donor assets, including exceptional items that require registration and movement tracking, in accordance with the Mercy Corps Asset Management Manual;
• Coordinate logistics (non-program) aspects of material aid projects and associated;
• Establish and maintain pipeline of supplies to South Sudan overseeing the logistical aspects of the operation;
• Supervise the fleet management team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines;
• Oversight of NFI, commodity storage and movements as needed;
• Maintain inventory records of materials and materials flow in all warehouses;
• Oversee customs clearing, equipment registration, licensing and insurance, etc; and
• Chair tender openings as required.

Operations Management - Administration:

• Ensure the Admin systems are implemented as described in the Field Administration Manual;
• Oversee the set-up and development of Mercy Corps office(s) to meet needs of team members including drafting and reviewing contracts for office and housing space, leasehold improvements, IT;
• Continue to the development or review of country or field office specific policies (phone policy, IT policy, per diem) and with the administration team communicate new policies to all staff as described in the Field Administration Manual;
• Oversee database & paper file management for administration, procurement, logistics resources documents;
• Oversee facility management, including housing and office leases for both (city) based warehouse/office
• Responsible for expatriate visa and work permits, if necessary;
• Supervise IT System Administrator to ensure IT systems functions as needed; and
• Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with South Sudan law and Mercy Corps/donor policies.

Operations Management - Human Resources:

• Continue to the development or review of country or field office specific HR policies (National Staff Policy Handbook, phone policy, salary increase) and with the HR team communicate new policies to all staff as described in the Field Administration Manual;
• Assist other managers to properly implement the performance review process to ensure proper talent management the Field Administration Manual; and
• Implement a fair and competitive compensation system.

Strategy and Vision

• Provide program support, coordination, supervision and monitoring activities designed to meet program objectives.

Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY: Juba - All country Operations (Logistics and Administration) staff.

ACCOUNTABILITY:

REPORTS DIRECTLY TO: South Sudan Country Director

WORKS DIRECTLY WITH: Program Managers, Finance Manager, Security Staff.

COLLABORATES WITH: All MC logistics and operations team as required.

KNOWLEDGE AND EXPERIENCE:

• A BA/S or equivalent in a relevant field.
• 5 - 7 years field experience in administrative or operational support functions with a humanitarian non-governmental organization with supervisor responsibilities.
• Experience in setting up and managing administration, procurement, logistics, and human resource management.
• Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies.
• Excellent writing and communications skills.
• Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Proven ability to solve problems independently without direct supervision.
• Experience living and working in South Sudan preferred.
• Knowledge of Mercy Corps systems and procedures (particularly Mercy Corps procurement systems) highly desirable.
• M&E and PM@MC experience preferred.
• Knowledge of ECHO, OFDA, DFID, UNICEF regulations helpful.

SUCCESS FACTORS:

Critical is problem solving, and the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. Maintaining strong cooperative relationships with other departments is crucial. A successful candidate will have the ability to interact effectively with international and national personnel both in a managerial as well as training capacity and demonstrate ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

This unaccompanied position will be based in Juba, and frequent travel will be required to project sites in all field offices (Bentiu, Leer, Wunrok, Malualkon, Agok). Juba is the capital city of South Sudan with a significant international community presence. While most basic items and services are fairly available in Juba, living conditions are generally basic in Southern Sudan and staff members are still living in tents in some of Mercy Corps field sites. The climate is very hot, humid and dusty. Medical facilities are basic, and tropical diseases including malaria are endemic.

Due to the insecurity of the location, this position is eligible for Mercy Corps' Hardship and R&R allowances.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps' policies, procedures, and values at all times and in all in-country venues.

Please follow this link to apply: http://www.aplitrak.com/?adid=amFtYW5kYS43MDcyNC4zODMwQG1lcmN5Y29ycHMuYXBsaXRyYWsuY29t