Back Country Operations Manager

Country Operations Manager |Sudan

Reports to Country Director | September 2020

Hello Hello! Alight is recruiting Country Operations Manager for our program in Sudan, which operates as the American Refugee Committee (ARC). You’re interested in joining us? Welcome, we’re happy you’re here!

If you join us, you will find…

A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.

A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.

An organization that refuses to settle for anything less than delivering human-worthy services.

Role

Under the supervision of the Country Director, the Country Operations Manager (COM) will ensure strategic and effective ARC operations, including consistent and high-quality service delivery to ensure proper support for program/project delivery. The COM is responsible for the strategic oversight of ARC Sudan’s country operations and charged with leading a dedicated and talented country team to ensure consistent evaluation and necessary readjustment of policies and procedure to accommodate for a complex operating environment. S/He will develop, implement, and monitor effective and efficient business systems and operational processes to support all program sector activities, assuring accountability, responsibility, and transparency.

The COM supervises and coaches a core operations teams in the areas of Supply Chain, Administration/liaison, Security & IT. In this key leadership role, the COM will foster a collaborative environment and a culture of accountability within each unit and across teams, in support of, and including program staff.

Together with the unit heads, the COM is responsible for the planning, setup, supervision, implementation, monitoring, documentation, and administration of ARC supply chain systems and structure for its Sudan country program, in accordance with ARC policies, priorities, procedures and guidelines, and in line with donor regulations. S/He oversees the management of ARC’s assets, fleet, facilities, and contractual agreements related to operations.

The COM manages all aspects of safety and security for the country program, in consultation the Country Director (CD) and the State Program Managers (SPMs).

The incumbent also ensures smooth and reliable electronic communication including email and dissemination of data, user trainings for ARC standard applications, provision of day-to-day IT support to staff and ensuring adherence to ARC IT standards.

As a member of the Senior Management Team (SMT), the COM actively participates in strategic planning and decision making. S/He is also responsible for knowledge building and sharing with regard to management of operations and supply chain management.

Building a shared organization takes time and intention. We will always be becoming Alight, which means your work will evolve as well. For now, here’s how you could anticipate spending your time:

Administration/Operational Management – 20%

Provide strategic leadership to ensure the Operations Department focuses on key achievements and results.

· Provide strategic leadership and effective planning for, and oversight of operational activities to support of program activities to ensure successful and timely program implementation and achievement of targets within budgeted allocation.

· Effectively manage ARC assets, facilities, and administrative and logistical services.

· Ensure that ARC’s owned or rented vehicle fleet is managed according to ARC policy, including routine maintenance and security and safety checks, with annual evaluation of fleet services and contracts to ensure adequate support for program delivery.

· Timely and appropriate establishment of all logistics infrastructure (warehousing, transport, distribution) and associated operating, management, and monitoring systems.

· Full compliance of operations with ARC and donor rules, regulations and policies.

· Maintain internal Standard Operating Procedures (SOPs) and operational policies.

· Coordinate staffing of, and management for the processing and updating of service contracts, including vendor contracts for legal counsel, security support, equipment maintenance, etc.

· Lead the negotiation and preparation of leases (office premises, guesthouses, warehouses), for all ARC rented premises.

· Ensure proper installation and full functioning of all IT equipment and licensed software.

· Ensure optimum connectivity with minimum disruptions and rapid recovery of systems and networks.

Supply Chain Management – 20%

Supervise Supply Chain staff to ensure proper warehousing, communication, procurement, assets and stock management, and transportation to support program implementation.

· Provide technical leadership, training, and support to Supply Chain Managers/Senior Officers for the transparent and auditable management of all procurements for the Sudan Country Office, in line with the policies and procedures of ARC International and donor regulations.

· Oversee the implementation of supply chain strategies, e.g. sourcing strategy, supplier selection, evaluation and performance measurement of suppliers.

· Ensure use of appropriate tools to facilitate procurement and price lists of procured items.

· Ensure the timely completion of all purchases/procurements and regular submission of procurement committee minutes.

· Review requests of large purchases to verify vendor, allowable expense, ensure accurate budget coding, availability of required supporting documents. Endorse for CD or HQ authorization, in accordance with policy on approval levels.

Security Management & Systems – 15%

· Advise State Program Managers on Security Safety Risk Management (SSRM) strategies, including the control and mitigation of risks as well as logistics and procurement required to be in compliance.

· Manage the SSRM process, supervising implementation of safety management policies, protocols, procedures, and mitigation measures.

· Provide security and staff safety briefings to new ARC staff and all ARC visitors.

· In coordination with the Regional Security Advisor and SPMs, review and update the Field Security Manual annually or more frequently, based on operating environment.

· Conduct regular field visits to monitor implementation of safety and security guidelines, assess field situation and modify and adapt safety plans as required to ensure staff and beneficiary security and safety.

· Develop and lead trainings for focal points, including development of site-specific staff security and safety plans, as well as protocol for communications technologies and equipment.

· Ensure and test regularly the functioning security and safety communication systems for country-level and field-level operations, including developing and monitoring SOPs.

Supervision – 15%

· Supervise, mentor and motivate operations teams, ensuring clarity of roles and responsibilities in, and accountability for operational support for program implementation.

· Provide/facilitate opportunities for staff capacity building and leadership development.

· Directly engage in transferring knowledge on operations systems, policies and processes.

· Ensure performance plans of logistics/procurement, IT, Administration/liaison and Security teams are developed in a timely manner, monitored regularly, and measured annually through ARC’s performance management process.

· Lead fair and transparent annual performance appraisal process.

Strategic Management – 20%

· Provide strategic leadership for country program operations, including evaluating current operating systems and developing strategic recommendations to strengthen systems in support of program implementation.

· Actively engage in strategic discussions and planning related to the country program and embrace leadership role as a member of the SMT, collaborating with peers to ensure successful and collaborative country program management overall and beyond operations.

· Participating in ARC Sudan Annual Strategic Planning process, with special focus on operations in support of program delivery.

· Proactively develop the skills of ARC staff to understand and use supply chain tools and services to design and implement quality programming.

· Contribute to development of grant development and budget recommendations related to operational costs, staffing, and activities during the program development process.

· Attend UNDSS, OCHA, and other meetings on staff safety matters as needed and as appropriate and strengthen relationships with key security and safety contacts at the government, state, donor, and partner levels.

Reporting – 10%

· Ensure that monthly and quarterly procurement plans are developed, tracked, evaluated, and submitted, including that plans are within budget limits and compliant with donor requirements.

· Oversee and finalize monthly procurement tracking sheets and communicate to procurement teams and country program manager gaps in actual versus planned procurements for month.

· Prepare monthly status reports on procurement, assets, contractor database, and payments and report to SMT, holding monthly meetings if required to evaluate and address gaps as a team.

· Provide tracking reports of assess and/or commodity donations in collaboration with the country finance controller; review assets and/or commodity donation requests and provide distribution plan with recommendation to the country director for action.

· Monitor and report to the country director security situation and incident reports, coordinating with country security advisor (if in place) and field security focal points. Prepare and submit timely and accurate weekly Security & Staff Safety Reports and Incident Report to the country director and Regional Security Advisor.

· Lead assets inventory process to ensure compliance with ARC, donor, and legal requirements

Qualifications

These are the things we’re aiming to find. However, we’re open to being surprised. If you embody the spirt of Alight, care deeply about the cause, and if you bring something else that’s special, then please reach out.

You have….

· Proven leader with a minimum of five (5) years of experience managing staff, at least three (3) years at the senior leadership level.

· Minimum five (5) years of progressive experience with responsibility for procurement, logistics/supply chain management, administration, and information technology, particularly with INGO in Africa and/or the MENA Region.

· Minimum three (3) years of experience managing humanitarian field security and safety efforts in secure and/or hostile environments.

· Strong analytical and organizational skills with an ability to manage multiple priorities with minimal supervision and to generate results in challenging and complex operating environment.

· Successful, demonstrated track record of professional achievement at the strategic and operational levels with an ability to track and monitor trends and issues; identify and recommend strategic solutions; evaluate evidence and make quick but critical decisions, and deliver results in a timely and efficient manner.

· Exceptional interpersonal and communication skills and a collaborative spirit that motivates colleagues and produces results.

· Ability to succeed as a team leader and team member, forming trusting and credible work relationships within the SMT and staff.

· Experience working international donor administrative policies and procedures, including complex donor requirements.

· Experience working internationally, ideally in Africa and post-conflict and/or protracted humanitarian crisis setting.

· Ability to work productively, impartially, and respectfully in a multi-cultural environment.

· Employs a can-do, solutions-oriented approach to find creative, innovative solutions in a complex operating environment.

· Willingness and ability to work in insecure environment and adhere to ARC security policies.

· Fluent in Spoken, Reading, and Written English.

· Computer proficiency in Word, Excel, PowerPoint and Access.

· Bachelor’s degree or equivalent, and demonstrated experience required; Master’s degree preferred

You strive for...

· Humility. You learn from others with an open heart and open mind.

· Inclusivity. Our diversity is our strength. You value diversity of opinion and thought. You invite all voices to the table regardless of gender, ethnicity/tribe, sexual orientation, or physical/mental ability.

· Empathy. You know how to really hear other people and understand their meaning.

· Joy. Seriously! We believe that play and joy are core to co-creating value with customers.

· Flexibility. We’re constantly designing and iterating. You’ll be working in ambiguity always – embrace it and see the possibility that it allows. The ability to roll with it will make that easier.

· Creativity. You have the ability to apply sound judgment and innovative ideas to meet challenges presented.

Benefits

Borderless Team of 2,500 staff worldwide that sees possibility, celebrates moments of abundance, shares new ideas, and strives to do a better thing every day.

Learning & Development – Access thousands of free online learning courses to take at your own pace and tailor to your professional goals.

Alight

We are on a journey to build Alight, a new platform of amazing people and organizations providing lifesaving services and creating breakthrough solutions for and with the displaced. WeAreAlight.org

Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status. Alight complies with all applicable laws governing nondiscrimination in employment.