African Initiatives for Relief and Development Operations Manager Jobs in South Sudan
African Initiatives for Relief and Development Operations Manager Jobs in South Sudan
Job summaryThe Operations Manager will oversee the logistics and supply chain operations of the country program office including any construction that may be taking place within the Program. S/he will create and oversee the implementation of tools utilized in the field with the aim of enhancing operational effectiveness.
Key Responsibilities
1. General Duties
Ensure follow up of the program cycle in all AIRD programming in the country program
Ensure that all staff understand the SOPs and ensure that both are fully implemented within the operation
Participation in the preparation of the program budget
Develop and maintain good relationships with all partners and potential donors in the area of operation
Take all necessary measures to motivate staff and build strong team spirit at all levels
Supervise support staff to improve quality and efficiency of administrative matters
Make monthly monitoring report to actively contribute to the narrative contractual, financial and other specific reports
Endeavours to ensure that a strong and functional participatory management system is in place and that the image of AIRD in the country is consistent with AIRD’s mission, vision and values and protects AIRD's interests and assets
Maintains regular and transparent communication with CPD and CMT in a spirit of shared successes and joint problem solving.
2. Specific duties
With Regard to Program Management, the Operations Manager will
Manage, Monitor and coordinate all implementation and operations of projects as per the donor agreement
Identify and minimize or eradicate risks associated with Sub-office activities and take appropriate action to avoid their recurrence
Identify potential innovative avenues of attracting new funders at the Sub-office level while closely monitoring the implementation of existing funds as budgeted
Provide updates to Head Office, Donors and Partners of operations progress on monthly, quarterly and annual basis
Play an active role in preparing for internal and external audits, while ensuring recommendations related to operations are followed and necessary measures to address audit findings are taken.
Supervise and mentor direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and providing documented Annual performance reviews
With regard to the workshop and fleet, the Operations Manager shall be responsible for:
Direct, mediate, support and lead all matters relating to the garage
Update, organize and define the objectives of staff in the garage by defining the responsibilities according to the activity level of the garage
Take appropriate actions to improve workshop performance in accordance with the expected results and available means
Implement and monitor workshop repair and maintenance activities
Ensure, during repair service, that a log book is updated every journey, is kept in each vehicle and is regularly scrutinized for accuracy and legibility. This includes verifying if all service periods are reflected on the log book
Efficiently organize and be transparent in the procurement of spare parts in the sub delegation
Ensure that the garage management procedures and those of the management of spare parts are properly implemented at all levels
Oversee the distribution and management of fuel for the vehicles and generators
Recommending service intervals for each vehicle
Ensuring that maintenance is carried out timely, with due regard for the safety of all concerned and the operations expected by the client
Ensuring
that all garage operating costs connected to the vehicles are correctly and timely budgeted, accounted for and reported appropriately in accordance with project guidelines.
Ensuring that vehicles managed in the garage move only with official permission, and only with persons authorized by management. That vehicle movement is controlled to produce effective and timely delivery of services to the client and beneficiaries
Ensuring that road license on all vehicles is renewed timely, and that updated documents are carried in each vehicle
Ensuring that third party insurance is affected timely, and that documents are maintained in each vehicle
Ensuring that drivers comply with the laws of the country they are operating in at all times, and at all times act with courtesy, good manners and appropriate respect
Ensuring that fuel for each vehicle is monitored, recorded and accurate reports submitted timely as required
Make sure that drivers are properly informed of any new legislation, local bye-laws, project guidelines and other information relevant to their duties timely and effectively
Ensuring that drivers and driver’s assistants are regularly assessed and mentored in their duties, health and behavior and that recommendations are made to management without delay
Other work as delegated
With regard to warehouse and fuel management, the Operations Manager and shall:
Ensure that management of the warehouse and its items are monitored and properly distributed
Ensure the management of the fuel is monitored and properly accounted for
Ensure that management is made aware of any issues that the partner may have communicated with regard to the operation of AIRD in the country, so that timely action may be taken
Ensure that the Country Program Director and/or the OIC have timely & accurate information regarding the operation
Oversee the operations of the garage, fuel, and warehouses
Key Relationships:
Country Program Director
Finance and Administration Manager
Partners, Government authorities
Qualifications, experience and skills:
Accredited degree in civil engineering or a similar field
At least 5 years of managerial or supervisory experience required
Good working knowledge WASH operations and experience in the management of warehouses and fuel systems will be an added advantage
Proficiency with computers including Microsoft Word, Excel, and Power point required
Willingness to travel as necessary, work the required schedule, work at different locations as required
Strong analytical, communication and problem solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner
Experience in working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset
Knowledge, skills and abilities:
Knowledge of program management
Knowledge of donor groups and/or issues related to the program area
How to apply
Applications clearly indicating ‘Operations Manager’’ in the subject line may be sent to hr@airdinternational.org latest 15th July 2022
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