OPERATIONS MANAGER

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