Project Manager

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

AIRD currently provides logistic management to UNHCR in three (3) of Sudan’s neighbouring countries, Chad, South Sudan and Central African Republic. This partnership with UNHCR Sudan builds on it and promote cross countries leverages.

Persons Specifications

AIRD is seeking for a dynamic, qualified and experienced Project Manager who will manage the project in the different locations of Port Sudan, Kassala, Gedaref, Ed Damazine, Kosti, Madani in Sudan and primarily manage warehouse solutions for Core Relief Items (CRIs), medicines, medical supplies and equipment and oversee, steer, and quality assure the logistics (fuel, fleet, warehouse, and workshop) and supply chain operations of the Sudan Country Program to effectively address the needs of the Persons We Serve (PWS). He/She will also support the Country Program in Sudan in growing the program budget and activities beyond warehousing. The selected candidate will have the opportunity to work with a devoted team, to Empower Communities and Growing Together.

Overall Responsibilities

The overall responsibilities of the Project Manager are divided into 3 main areas:

1. To manage, oversee, quality assure the warehouse solutions for Core Relief Items (CRIs), medicines, medical supplies and equipment, and transportation to effectively address the needs of the Persons We Serve (PWS) in Sudan whilst also enriching its partnership with UNHCR throughout its operations in Sudan.

2. To play a crucial role in humanitarian operations by providing a secure and organized space for storing core relief items, medical supplies, and equipment for subsequent distribution to PWS in need as will be notified by UNHCR. By ensuring the availability and efficient management of these supplies, the project will respond effectively to humanitarian crises, alleviate suffering and provide life-saving support to PWS fleeing conflict, persecution or natural disasters.

3. To manage, oversee, quality assure the logistic (fuel, fleet, warehouse, workshop) and supply chain operations of the country program including any construction that may be taking place within the country program. S/he will create and oversee the implementation of tools utilized in the field with the aim of enhancing operational effectiveness. Identification of field operational solutions that will improve productivity is also part of his/her responsibilities. He/she also oversees the implementation of best practices in the field that are likely to make the overall supply chain of the organization more efficient.

General Duties

• To ensure that all staff understand the Warehouse Solution SOPs and ensure that both are fully implemented within the operation.
• Participation in the preparation of the program budget.
• Ensure that financial resources are managed in accordance with donors’ agreements, regulations and AIRD approved standards.
• Develop and maintain good relationships with all partners and potential donors in the area of operation.
• Ensure that all staff understand the Procurement and Logistics SOPs and ensure that both are fully implemented within the 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.
• Endeavor 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 HQ and Country Program team in a spirit of shared successes and joint problem solving.

With regard to Dry Warehouse Management, the Project Manager shall:

• Develop and maintain precise inventory records, ensure stock discrepancies are minimized, and optimal stock levels are ensured to meet the demand, thus averting stockouts or overstock situations.
• Ensure that the established warehouse space is fully utilised through strategic layout designs, proper organization/positioning and effective implementation of inventory optimization techniques.
• Ensure that orders are processed and dispatched promptly, resulting in accelerated delivery times and PWS’s satisfaction.
• Maintain improved efficiency in inventory handling, storage, loading and off-loading, fumigation, safety assurance and maintain premises leading to streamlined workflows and reduced operational costs.
• Maintain inventory/warehouse management, proper handling of CRIs during loading and off-loading, disposition of waste and debris in accordance with the environmental standards.
• Ensure periodical fumigation and pest-control treatments as needed, compliance with UNHCR reporting requirements and standards including evaluating warehouse operations for possible recommendations.
• Provide training to warehouse staff on proper handling procedures, safety protocols and inventory management techniques.
• Ensure compliance with UNHCR reporting requirements and standards including evaluating warehouse operations for possible recommendations.
• Ensure that regular audits and evaluations are undertaken to assess performance, identify areas of improvement.
• Maintain AIRD’s ERP system to generate the physical stock report as in/out movement reports of CRIs and medicines/medical items are required on a monthly basis.

With regards to Warehousing Solutions for Medicines and Medical Supplies and Equipment, the Project Manager shall:

• Undertake warehouse selection, identifying and setup in Port Sudan meeting specified criteria such as fenced compound, proximity to main access road, and absence of flood-prone or landslide-prone areas and among site criteria.
• Manage medical inventory that includes medicine and medical supplies warehouse management to optimize the storage, handling and distribution of essential healthcare commodities, ultimately ensuring timely delivery of medical supplies for beneficiaries.
• Implement advanced inventory management systems to optimise stock levels, reduce wastage and ensure timely replenishment of medical supplies.
• Ensure strict adherence to cold chain protocols to maintain the integrity of temperature-sensitive pharmaceuticals and vaccines (including dedicated cold rooms for frozen (-20 degrees C) and refrigerated (between 2 to 8 degrees C) products.
• Provide comprehensive training programs for warehouse staff on proper handling, storage and distribution of medical supplies to improve operational efficiency and minimize errors.
• Support the introduction of new technologies such as RFID tagging and automated inventory tracking systems to enhance visibility and traceability of medical supplies through out the supply chain.
• Implement quality control measures to verify the authenticity and efficacy of medical supplies. Ensure the quality/quantity of goods is in conformity with specifications, including cleaning, pest control, calibration, inspection and general maintenance.

With regard to logistics and fleet, the Project Manager shall be responsible for:

• Direct, mediate, support and lead all matters relating to the fleet management in general and the garage in particular.
• Ensure good management of spare parts within the Organization monitoring and reporting system Enterprise Resource Planning (ERP).
• Ensure that all the technicians are trained, equipped with protection materials and refreshed as per the new technologies.
• Update, organize and define the objectives of staff in the garage by defining the responsibilities according to the activity level of the garage.
• Implement and monitor workshop repair and maintenance activities in line with SOPs.
• Ensure, during repair service, that a logbook 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 logbook and recorded into the ERP.
• Efficiently organize and be transparent in the procurement and management of spare parts in the sub delegation as well as recording on same into the ERP as per the expected standard.
  Ensure that the garage management procedures and those of the management of spare parts are properly implemented at all levels.
• Ensure the availability of all equipment (cars or trucks) and their proper management of equipment.
  Oversee the distribution and management of fuel for the vehicles and generators.
• Recommending service intervals for each vehicle as per the SOP guide.
• 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 the ERP 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 always operating in, and at all times act with courtesy, good manners and appropriate respect.
• Ensuring that fuel for each vehicle is monitored, recorded in the ERP 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.
• Conducting inspections on equipment in order to determine its condition and repair requirements.

With regards to Fundraising and Resource Mobilisation, the Project Manager shall:

• In coordination with the Sudan country program team and the HQ team, mobilize program staff to develop strategic concepts and plans for program innovation and fundraising in alignment with AIRD Sudan’s country strategy.
• Ensure that all project proposals address displaced people’s needs/include community participation and are in alignment with AIRD’s global and country program strategic priorities.
• Incorporate the inputs of program and finance staff in all proposal development processes (including needs assessments, selection of technical approaches, budgeting, negotiations with donors, etc.).
• Contribute to AIRD annual reports.

With regards to Representation and Coordination, the Project Manager shall:

• Develop and maintain effective working relationships with all relevant stakeholders at both country level and local levels in Sudan in order to promote effective coordination, visibility and appropriate engagement.
• Coordinate Project activities and share information with relevant bodies such as UNHCR, UNICEF, WFP, and I/NGOs; and cultivate relationships by attending regular meetings and ensuring that AIRD Sudan is professionally represented at relevant multi sectoral coordination meetings and fora.
• Support all efforts towards accountability to project participants. This includes actively engaging participating displaced communities (refugees, asylum seekers and host communities) as equal partners in the design, monitoring and evaluation.
• Support efforts to ensure that longer-term development issues, in particular sustainability, is being fully addressed.

Required Languages

Must be conversant in English (written and spoken) and Arabic (spoken) and Knowledge of local dialects is an advantage.

Minimum Qualifications

• A Bachelor’s degree or Master’s degree in Operations and Logistics Management, Warehouse
• Management, Project Management or related field or similar field,
• At least 7 – 10 years of managerial or supervisory experience with 5 years of managerial or supervisory experience.
• Experience and knowledge of procurement of goods and services.
• Good working knowledge of Warehouses Management Systems and Workshop Management.
• Proficiency with computers including Microsoft Office and Other IT systems.
• 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.
• Experience and knowledge in safety and security management with the ability to work in and support staff in volatile and insecure environments.
• Experience with Sudan and its operational context is an asset.

Knowledge, Skills and Abilities

• Knowledge of project management.
• Knowledge of donor groups and/or issues related to the project area.
• Strong management, 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.

Personal characteristics

The Project Manager should demonstrate competence in some or all of the following:

• Behave Ethically: Understand ethical behaviour and practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization
• Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities
• Focus on internal and external Needs: Anticipate, understand, and respond to the needs of internal and external donors to meet or exceed their expectations within the organizational parameters
• Foster Teamwork: Work cooperatively and effectively with others to set goals and build teams, and make decisions that enhance organizational effectiveness
• Lead: Positively influence others to achieve results that are in the best interest of the organization
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization under the supervision of the CPD
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
• Ensuring value for money i.e., program/project monitoring
• Ability to work under hardship environment and with minimum supervision