Our client is a marketing-focused, results-oriented social business, which uses modern management and marketing techniques to provide family planning, reproductive and sexual healthcare and allied services. The South Sudan office is a member of a Global Partnership, which operates in over 42 countries worldwide. Our client’s goal is to improve quality of life in South Sudan by dramatically improving access to and use of family planning and other reproductive health services.
The Operations Director is a key member of the Senior Management Team and will be in charge of developing and implementing sound resources management policies, strategies, and action plans through leadership of the operations and logistics team and by directing the operational and logistical activities of the organisation. The Operations Director will need to form and implement action plans to improve and scale up our client’s South Sudan IT, Comms, Supply Chain, Technical Logistics and Security Management capacity. The position will need to provide advice and support to the Country Director and other departments to ensure a consistent and sustainable country programme. A large part of the role will be capacity building existing and new employees to achieve the strategic objectives.
General Functions
Strategic Development - Operations: Contribute to the strategic direction of our client Establish and manage an operations and logistics team able to effectively implement all key functions, establishing the priorities and focus of team members; Contributing to annual business plans advising on the operational capacity of our client now and in the future; Develop our client’s Purchasing and Logistics manual to provide operational guidance in line with our client’s strategic objectives.
Supply Chain Management
Implement and maintain effective systems for supply chain management, including order management, purchase management, stock management, and supply administration and reporting; Develop a total stock review system to manage orders that takes into account buffer stock, “eprep” stock, pipeline, expiry and stock consumptions; Work with the programme teams to reduce stock outs to a minimum, and to reduce the frequency of order cycles; Ensure all contractual agreements comply with corporate and country legal requirements; Implement and maintain procurement compliance systems, regulations, policies, and strategies; Ensure proper tendering processes are followed and that contract appraisal and negotiation offers our client the best value for money; Ensure adequate provision is made to protect company assets; Develop a network of suppliers (nationally, regionally and internationally) that can provide timely, high quality, value for money products; Develop a destruction and donation and procedure. Implement a Cold Chain monitoring and transport system for our client ‘s outreach sites; Ensure availability of relevant management data; Installation, training and maintenance use of Inflow purchasing system.
Technical Logistics Management:
Ensure appropriate purchase, maintenance and licensing of vehicles and generators, including follow up of fuel, spare part and lubricant consumption; Coordinate and monitor vehicles usage ensuring cost effectiveness through GPS tracking systems; Creation and implementation of Fleet Manual for our client; Design and implement water and sanitation systems in office and centre locations; Install and maintain functional office, residence, and centre locations in our client’sprojects. Install and maintain office and medical equipment and furniture; Manage new construction, refurbishment and renovation of our client rented and purchased locations; Provide high-quality operations and logistics technical support to our client program and support teams through workshops, training programmes and regular field visits.
Security Management:
In coordination with the Country Director develop and implement security protocols for our client, including regular security briefings for all international and national staff; Implement security management and context analysis for South Sudan, with particular focus on our client’s areas of operations; Communicate security decision making regarding the movements, duration of stay and evacuation of teams in project locations; Co-lead our client Field Incident Management Team in the event of crisis affecting our client or its staff; Authorize the use of Quick Reaction Force to extract or evacuate our client’s staff (by air or land) in the event of a serious security incident, or medical evacuation requirement.
IT and Communications Management:
Ensure an effective IT and communications strategy is developed and implemented; Ensure our client’s locations are linked through internet comms and that mobile telephone, radio, satellite and IT communications are functioning; Ensure staff get the necessary training on IT and communications systems use; Ensure adequate and timely IT and communications support is provided, liaising with the IT service desk in London as required; Monitor and reduce the cost of IT and communications systems, without impacting functionality.
Internal and External Relations:
Liaison between our client and senior management of contracted private security companies, UNDSS and other NGO security focal points; Donor and regulatory agency liaison: providing continuing dialogue; Develop management information reporting systems and provide timely reports to senior managers; Ensure that our client’s operations and logistics policies and practices comply with requirements under South Sudan’s law and donor requirements; Establish and maintain contact with key interlocutors for security in South Sudan. This includes, but is not limited to, police, military, UN and militia groups; maintaining a central contact register;
Essential Experience Demonstrable post qualifying experience, preferably with some commercial experience in operations and logistics management;
Successfully held an operations and logistics management position, ideally in a customer orientated, dynamic organisation. Previous NGO experience is highly desirable; Experience of implementing transformation in operations and logistics and achieving organisational change, bringing modern, progressive approaches to operations practice through systems and procedures implementation; Familiarity with donor funded projects and project reporting is desirable though commercial and non-donor NGO experience can be equally valid; Ability to manage the overall work process of an operations unit by ensuring effective work assignments, supervision and development to ensure availability of competent and well-motivated staff; Technical logistics principle understanding (vehicles, communication systems, construction); Have experience of developing and successfully implementing a strategy for operations and logistics aligned with organisational objectives; Proven ability to train and develop others; Experience of working with donor purchasing regulations; USAID procurement compliance experience is particularly desirable, as is attendance of the USAID rules and regulations workshops. Skills Able to develop and articulate a clear strategic vision of operations and logistics; Negotiation, influencing and conflict management skills; Able to manage and motivate teams to achieve targets and to achieve organisational change; Proven ability to ‘sell’ ideas, concepts; Ability to interact effectively with donors, counterparts and other organizations; Personality / Aptitudes / Motivation Excellent written, presentation and verbal communication skills; Outward looking and ability to influence new ways of working; Collaborative and supportive approach to finance; Empathy and understanding of human behaviour and motivation; Assertive; Outgoing/personable; Strategic thinking and management; Coach/mentor; Commercial/customer focused outlook; Keen to pursue personal development; Passionate about financial management and up-to-date on recent research; Strong commitment to the goal and vision of our client. Excellent written, presentation and verbal communication skills; Creation and development of our client’s Strategic Plan. Established and effective technical and supply logistics systems. Robust and thoughtful strategic and business plans developed by the team and implemented. Qualifications Educated to a degree level in business / logistics management; a post graduate degree would be desired; Fluent English both oral and written; Good computer skills with knowledge of office software packages and other programmes are essential; Security focal point and / or security manager training certification; Relevant supply and technical logistics training certification. Expected Deliverables Procurement and Logistics Manual for our client Number of stock outs. Number of orders, Value of expired drugs and overstocks. Correctly maintained Total Stock Review system. Number of stock outs. Number of orders Regular contract review by a lawyer. Strategy and Policy documents. Evidence that the operations and logistics team understands the documents. Written evidence of tendering processes and bid analysis. Tendering policy documents. Assets registers, asset tagging, security procedures. Supplier assessment project and contact lists. Procedure in place and understood by all staff. Monitoring cards, RCW25s in place and effectives throughout Management reports, Total Stock Review Inflow installed and used appropriately by employees Regular maintenance contracts and records. Licenses renewed on time. Fuel and lubricant consumption and monitoring. Log books, tracking reports. Manual is designed, implemented and understood by relevant staff. Effective supply of high quality and correct quantity of water at all locations. Regular maintenance plan is implemented. Functioning and appropriate equipment High quality condition of rented properties. Training and personal development programs for staff is implemented Strategy document Constant and functioning 1st, 2nd and 3rd line comms Appropriate IT proficiency of staff Minimum support level agreement in place and functioning Budget monitoring and cost reductions Attendance of security working group forum Sharing of situation report and security context updates Context and risk analysis Policy review assessments shared with SMT Security network contact sheets. Discussion reports Protocols and briefings are designed and well understood. Local and Country security plans Regular context analysis, risk analysis and situation reports Informed and secure teams Development of FIMT policy and understanding of all FIMT team roles QRF extraction and evacuation agreement in place
Working Conditions Working conditions are normal for an office environment. Work may require frequent weekend and evening work. Work may require frequent overnight travel. Based in South Sudan with competitive international package.
Languages
Fluency in English essential
Applicants should send a letter of application and their CV to careers@ctgglobal.com . Please subject your email with BHJOB2678_108.
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