The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Liberia, Niger, Tanzania, and Uganda. AIRD registration in South Sudan was recently finalized. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

AIRD now seeks to recruit a qualified and motivated Operations Manager to be based in Juba, Sudan.

Job summary

The 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

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Liberia, Niger, Tanzania, and Uganda. AIRD registration in South Sudan was recently finalized. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

AIRD now seeks to recruit a qualified and motivated Finance and Administration Manager to be based in Juba, Sudan.

Job summary

The Finance and Administration Manager will oversee financial and administrative management aspects of the Country Program in accordance with Donor signed agreements and in line with AIRD’s financial and administrative management policy provisions

Key Responsibilities

1. General Duties

• Provide oversight of financial and administrative management of the projects at the field office levels
• Supervise all financial management to ensure best use of resources through sound budgeting, monitoring of project expenses, and timely preparation of donor financial reports
• Ensure that the financial function in line with the taxation, rules, regulations and labour Laws of the country of operation
• Provide leadership, strategic direction and support in the development and implementation of an effective Resource Development Strategy.
• Ensure that all national staff are issued with letters of appointment, contracts, job descriptions and identification cards in a timely manner
• Participate actively in preparing project proposals and budgets for the entire operations

Establish and maintain effective communication with UNHCR and other lead agencies regarding program development, funding opportunities, financial matters, agreements and staffing

2. Specific duties

1) Reporting:

• Lead in the monthly financial close of the Country Program Office and the production of monthly financial statements, supporting schedules and reconciliations.
• Prepare relevant financial management reports of the country office, ensuring accuracy and timeliness, taking necessary corrective measures where applicable.
• Performing balance sheet account reconciliations on a timely basis and ensuring that differences or discrepancies are addressed in a timely manner.

2) Accounts Payables:

• Promptly process salaries and all expenses generated at the Country level ensuring they comply with AIRD policies and procedures, accrual accounting and donor rules and regulations.
• Closely review procurement documents to ensure they comply with AIRD policies and procedures and donor rules and regulations, including but not limited to, ensuring that costs are program related, supporting documentation is complete, accuracy of amounts and proof of receipt of services or goods prior to payment.

3) Cash and bank management:

• Review and consolidate monthly cash forecasts for the Country program office ensuring funds are fully reconciled before submitting to HQ for processing. This will include working with program staff to develop accurate cash forecasts.
• Ensure adequate controls around the management and use of cash, including appropriate cash counts and reconciliations on a periodic basis.
• Manage the risk associated with foreign exchange movements ensuring that measures are taken to reduce the AIRD exposure to forex movements.

4) Grants and budget management:

• Ensure costs are allocated in accordance with the approved program budgets and IDLO chart of accounts.
• Coordinate with program staff to prepare budgets to support new proposals or realignments and ensure full cost recovery is adopted as applicable.

5) Filing financial documents:

• Ensure all original documents are properly coded and filed for ease of future reference prior to shipment to HQ.
• Ensure that all electronic copies of all documents shipped to Head Office are maintained at the Country Office, filed electronically and in sequence.
• Prepare and submit weekly, monthly, quarterly and annual Finance/Admin reports to the relevant financiers, Head Office and Donors as per the Partner Program Agreement and any other donor in a timely manner.

6) Administration:

• Develop strategic planning, work planning, and budgeting processes under close supervision of the CPD.
• Maintain strong internal policies, processes, and control systems in order to provide timely, consistent and accurate financial and budget management.
• Provide logistical support to Programs’ activities; including, coordinating smooth implementation of and adherence to logistic and security procedures.
• Oversee the planning and discharging of procurement according to AIRD SOPs.
• Keep track of contractual agreements and assist users with contractual rights and obligations.
• Serves as the primary point of administrative contact and liaison with other offices, individuals, sub-grantees, and institutions on operational matters concerning the Program.
• With guidance from HQ, support in HR operations management including leave management, payroll and employee management and development.
• Ensure that staff performance evaluations are conducted annually by end of December each year.

7) Audit and compliance:

• Develop and implement monthly project-wide financial review(s) and analyses, as well as provide timely
• Conduct internal audits quarterly to confirm the external audit requirements
• Be the lead contact at the Country Office on audit related exercises, including audits for the implementing partners.
• Support the Country Office whenever audit requests are submitted, ensuring that the auditors are provided with the necessary supporting documents on a timely manner and devise ways to minimize risks identified

Key Relationships

• Country Program Director
• Operations Manager
• Finance and Administration Director
• Partners, Government authorities

Qualifications, experience and skills

• Master’s degree in business, finance, or related field is required. Professional accounting qualifications would be beneficial;
• Minimum of 8 years of substantial professional experience in the field of accounting and financial management preferably within international organizations with donor-funded programs;
• Experience working with multi-partner projects highly desirable. A good understanding of the context of humanitarian work in South Sudan is an added advantage
• Significant experience with accounting system management;
• Solid Experience to oversee the procurement process;
• Knowledge of administrative procedures of an international development agency;
• Proven ability to handle a large volume of work in an effective and timely manner;
• Demonstrated ability to see through tasks set and deliver results;
• Proven ability to develop and foster productive working relationships with stakeholders;
• Excellent knowledge of Microsoft Word, Excel and PowerPoint. Proficient use of other Finance software and internet software
• Conversant in French and English (written and spoken).

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Liberia, Niger, Tanzania, and Uganda. AIRD registration in South Sudan was recently finalized. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

AIRD now seeks to recruit a qualified and motivated Country Program Director to be based in Juba, Sudan.

Job summary

The Country Program Director will define and manage a timely, pertinent, effective, and efficient response to the humanitarian needs of the Country and population within the framework of the AIRD SOPs while ensuring the security of the team

Key Responsibilities

1. General Duties

• Build and maintain a strong, innovative senior leadership team and ensure AIRD Policies and Code of Conduct are followed.
• Lead the design, implementation, and evolution of the Country Program Office strategic plan
• Promote AIRD’s Vision, Mission, Core Values and key Partnership Standards and Practices among the staff and partners and ensure these are the core foundation of AIRD strategies and work.
• Direct the mobilization, management, and accounting of all resources in the Country Program
• Oversee the management and development of the Country Program Human Resources to ensure a diverse, skilled, and productive workforce
• Provide leadership, strategic direction and support in the development and implementation of an effective Resource Development Strategy.
• Ensure people issues are front and centre, promoting an office that embraces diversity, gender balance and engagement with all Partnership staff.
• Implement AIRDs SOPs and partnership agreements signed with Donors

2. Specific duties

Strategy, Coordination and Representation

• Ensure proper registration and compliance with statuary regulations related to INGOs in the country
• Lead the development and execution of high quality country strategy for AIRD in the Country Program in light of political, economic and humanitarian context.
• Acting as key contact with head office, local partners, NGOs, UN agencies, local authorities, government authorities and donors.
• Acting as a focal point, to issue policy recommendations in collaboration with field staff and headquarters.
• Representing AIRD to partners, NGOs, local authorities, government authorities and donors.

Operational/Program Management:

• Defining the programmes with the coordinated team and ensuring achievement of the program’s objectives.
• Ensuring programme is still appropriate, according to the situation, the context and the programme’s objectives.
• Ensuring the organization has adequate resources; responsible for the appropriate management of all resources in a transparent manner.
• Responsible for financial feasibility of the country programme: initially to obtain resources, at final stage to make sure programme is within budget; also responsible for all logistical aspects.
• Ensuring timely and accuracy of narrative and financial reporting to donors and to headquarters; also accountable to the donors and benefactors of ACF missions
• Identify and evaluate the risks associated with program activities and take appropriate action to control the risks

People Management

• Ensure the management human resources in conformity with applicable laws and internal regulations.
• Security management.
• Oversee the recruitment, orientation, and management of performance of country based staff and development of middle management staff; demonstrating healthy engagement, strong senior management teams, culture of innovation, and effective talent management.
• Ensure people issues are front and centre, promoting an office that embraces diversity, gender balance and engagement with all Partnership staff

Personal Qualities:

• Strategic Thinking
• Results focus
• Change Leadership
• Team Leadership
• People Management

Key Result Areas

• Planning and implementation of country strategy
• Timeliness, regularity and accuracy in reporting
• Sourcing and management of organizational resources
• Team development
• Employee/Talent development

Key Relationships

• Director of Operations
• Director of Communications and Development
• Director of Finance and Adminstration
• Finance and Administration Manager
• Operations Manager
• Partners, Government authorities

Qualifications, experience and skills

• A Bachelor’s degree in Project Planning and Management, International Relations or in a technical field (depending on the specific country program activities).
• 7 – 8 years’ experience in senior management position in international development Experience in responding to natural disasters and man-made emergencies
• Proven track record of applying new technologies to programming or make use of existing technologies to innovatively influence program design and delivery;
• Significant senior leadership and management experience in the development and delivery of high quality program influencing and humanitarian strategy with and through partners or directly, in one or more challenging locations;
• A high degree of self-awareness and an understanding of how to drive and support excellent team performance and Individual development in line AIRD’s values and policies.
• Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social and political issues
• Good understanding of the South Sudan Context is an added advantage
• Conversant in French and English (written and spoken).