Deputy Country Director – Operations

Location:

Position Location:

Description

Terms of Reference (TOR)

Position:                     Deputy Country Director – Operations

Location:                    Khartoum/Port Sudan 70%, Field 30%    

Reports to:                 Country Director – Sudan

Duration:                   1 year

ABOUT RI

Relief International specializes in relief and development programs that benefit people in acute distress. A registered non-profit in the US, UK, France and Belgium, our work targets those fragile countries or communities that suffer from recurrent man-made or natural crises that impede human development. The people that we serve live in seventeen countries across the Middle East, Africa, and Asia where the debilitating effects of political instability, forced displacement, and natural disasters are pervasive. Often, RI is the only organization providing healthcare, education, logistics, energy, capacity building, economic development, sanitation, and many other forms of assistance to these highly vulnerable communities.

Position Summary:  

The Deputy Country Director – Operations will provide the RI Sudan Country Program with leadership that contributes to improved systems and standards in Logistics, Procurement, HR, Security and associated administration. The position is a standard bearer for Relief International’s core policies in procurement, HR, business ethics, code of conduct, and conflict of interest policies. The position is integral to the smooth functioning of the RI Country Office, with support systems geared to ensure efficient and effective operations in the RI field offices toward successful project cycle implementation, staff care, and operational integrity at all levels.

GENERAL RESPONSIBILITIES & DUTIES:

Provide coordination for field offices to report to the Country Office on the same operational standards and systems toward ensuring RI Country, Institutional and audit systems are policy compliant and fully functional.

Team Coordination

• Participate as a member of the Country Office Senior Management Team under the Country Director’s leadership, contributing to action planning, strategies, problem solving, and providing reports on Operations Department activities
• Ensure integration of all operations department activities (Procurement & Logistics, IT, HR & Administration, Security) with Programs Management teams to ensure that operational aspects are fully in alignment to Rl’s mission and implementation of quality programming and living and working environments at the highest standard.

Procurement

• Ensure that RI Global procurement policies and procedures are kept up-to-date.  Ensure changes are disseminated in a timely manner and that all appropriate staff are trained and competent. Ensure local, national and international procurement practices are compliant with donor regulations.
• Participate in mobilization efforts and meeting for all new projects and project extensions. Participate in finalizing of Procurement Plans for all grants.
• Centralize the program supply chain by setting up of effective order management systems including pre-approved, preferred suppliers and framework agreements.
• Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the RI programs, and need for timely delivery.

Warehouse and Stock Management

• Provide support to the warehouse team and make sure systems and reporting is in place to allow effective storage and distribution of transit and centralized stocks.
• Make sure stock management systems are implemented and all key staff know and adhere to policies. Support in monitoring projects stock levels and advice on appropriate stocking and replenishment to meet project demands.
• Oversee the stock management of pharmaceutical drugs are ensure that minimum standards are enforced in the management; inventory and transportation.
• Ensure warehouse and stocks are secure, well managed and documented. Improve on and ensure accuracy of reporting and tracking databases.
• Ensure regular rotation of stocks (particularly medical items) ensuring limited losses due to expiration
• Assist in the preparation of analysis and reports on inventory tracking, movements, etc.  Analysis, reporting and follow up of such findings.
• Oversee routine physical stock counts, document discrepancies and report losses to finance
• Ensure receipt and reconciliation is done for all stocks which have been transferred from the warehouse to another RI location.

Assets

• Ensure a centralized asset register is maintained; ensure that all office and program assets are logged.  For all assets maintain tracking system and ensure all assets are issued with unique RI asset number, ID tag and are tracked.
• Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed of according to RI and/or donor regulations. Ensure annual (or bi-annual) asset checks are completed; damage and losses are reported immediately.
• Ensure donor reports for assets are timely completed and submitted to the Finance/Program and other departments as appropriate. Ensure appropriate and timely disposal of assets as necessary according to donor standards and regulations.

Transport, Travel & Fleet

• Ensure management of vehicle fleets is in line with RI standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout the program and ensure servicing and maintenance schedules are adhered to.
• Ensure transport services are cost efficient and reliable. Ensure the efficient coordination timely delivery of supplies to projects.
• Ensure systems are in place to effectively plan, coordinate and monitor staff travel by road or air (national or international).

HR Leadership:

• Responsible for ensuring recommended HR policies and protocols are put in place, regularly updated and followed accurately.
• Oversee all human resource services/processes including recruitment, salary administration and compensation, performance review, training and development, ensuring compliance with human resource rules, regulations, procedures and standards of performance and ensuring that hiring managers actively seek to create diverse teams in terms of gender and geography.
• Create and establish appropriate processes within the whole organization to comply with RI policies regarding leaves, records and absences.
• Lead the review of the staff handbook to ensure it is up to date, appropriate and a reference point for all employees, also compliant with local law.
• Oversee and ‘champion’ an integrated Performance Management and Development program across the whole organization to monitor, measure and support staff to achieve the organization’s objectives.
• Promote and support a learning culture by empowering individuals and teams to identify critical learning needs and plan/provide easy access to learning opportunities to maintain personnel competency and flexibility.
• Train HR team across organization and make sure capacity building is an integrated part of the job.
• Foster a positive work environment, respectful of both men and women, and ensure that the highest standards of conduct are observed.

Staff Management :

•       Proactively develop the skills of RI staff to understand and utilize appropriate tools and services to design and implement quality programming.

• Visit Field offices on regular bases and work with field staff to identify operational needs and ensure that issues are raised with CD, Department leads and other staff, as needed, to ensure they are included in new budget development.
• Design and implement capacity-building opportunities to strengthen the capacity of RI Operations staff.
• Provide feedback through regular performance evaluations and ensure staff is held accountable in accordance with the RI Human Resource policies.

Other

• Working with Security, make sure the practical and effective implementation of the country security guidelines are in place for all logistics activities.
• Monitor appropriate sections of the budget(s). Review Budget vs. Actual expenditure reports and give feedback to CD and other key staff as agreed.
• Review monthly Logistics’ reports and give feed-back to all operations staff, Department Managers and other key staff as needed.
• Work in close collaboration with other members of the RI team; sharing information on the assessments and proposed interventions, providing overviews of logistics requirements for the development of project proposals and subsequent projects.
• Liaise with government, UN and other agencies as necessary.  Represent RI at Log Cluster and other relevant meetings.
• Comply with all relevant RI policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies.

QUALIFICATIONS AND JOB REQUIREMENTS

This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment.

• University Degree required, Master’s level preferred in Business Administration or related discipline (Supply Chain and/or Logistics Management).
• 5-10 years of demonstrated experience in a Senior Management position with focus on supply chain and logistics management
• Five years progressive management and leadership experience with at least 3 years international experience in supply chain management in an emergency environment including procurement, transport and distribution, warehouse and stock management.
• Previous INGO experience in staff management, Logistics, finance and project follow up
• Experience of security and risk management within a volatile context
• Experience working with at least two of the following donors: USAID, BPRM, UNHCR, DFID, ECHO, and EU, and knowledge of donor guidelines.
• Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure.
• Demonstrated excellence in training and capacity-building of specialist and non-specialist staff in Supply Chain Management.
• Strong organizational, interpersonal and communication skills.
• Excellent IT skills; strong computer competency with word processing, spreadsheets, and databases.
• Experience in Distributions of NFI’s and food.
• Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.
• Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.
• Degree or professional certification in Supply Chain Management, Business Management or related field preferred.
• Understanding and experience with CASH programming desired.
• Fluency in English, both written and spoken. Arabic is an advantage.

RI Values:
We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence.  We affirmatively engage the most vulnerable communities.

We value:

·       Inclusiveness

·       Transparency and Accountability

·       Agility and Innovation

·       Collaboration

·       Sustainability