Operations Manager to be based in Bor, Jonglei State

JOB OPPORTUNITY –OPERATIONS MANAGER
Catholic Relief Services is a global non-governmental Christian humanitarian and development organization with a special focus serving the needs of disadvantaged populations to ensure that the dignity of the human person is maintained regardless of race, religion, gender or colour.

Catholic Relief Service (CRS) South Sudan program is implementing the Jonglei Food Security Program (JFSP) and has vacancy for Operations Manager to be based in Bor, Jonglei State.
The vacancy is open to citizens of South Sudan Only.

PURPOSE OF THE POSITIONS
The purpose of this post is to ensure effective planning and management of all operations functions in the JFSP and the post holder will supervise directly the teams which carry out the operations functions in CRS Bor which include the following operations functions: procurement and contracting, inventory management, IT, fleet and drivers, maintenance, administration and facilities management. The post holder will also supervise directly a team of six staff and indirectly a team of twenty and will report to the DCoP based in Bor. He/she will also provide technical oversight to the operations function in three counties field offices in Yuai, Pibor and Ayod. This will require regular working visits to field locations to train staff, set up systems and to undertake management control checks on procedures.

KEY RESPONSIBILITIES
Procurement and contracting
• Supervise Procurement Unit staff and coordinate the weekly and daily work plan
• Work with the Infrastructure Manager to ensure completeness, accuracy and compliance with CRS and USAD policy in all contracting for renovations and construction.
• Oversee the drafting and quality assurance of all contracts for goods and services.
• Supervise issuing of all the LPOs awarded to the suppliers and making sure they adhere to CRS specifications and standard.
• Set up and ensure currency of a tracking system and provide weekly reports to management on progress.
• Coordinate with team leaders and Field Area coordinators to develop a quarterly procurement plan

Fleet

• Supervise the Fleet Supervisor and Mechanic to ensure optimal use of fleet in Bor and the field locations.
• Oversee daily and weekly transport planning.
• Ensure that maintenance schedule id set up and managed
• Ensure the Vehicle policy is followed for all activities related to procurement, vehicle use, maintenance and disposal.
• In case of accident, the incident report should be prepared and transmitted to CRS-Juba within stipulated time.
• Ensure that supply system for spare parts and fuel is managed according to CRS and USAID regulations
• Ensure that all drivers follow CRS requirements on motor asset accountability and management system using a combination of manual forms and the Vehicle Management System (VMS).


Administration, Facilities and Inventory Management

• Ensure that all processes for the registration of visitors and staff with government authorities are followed in a timely manner;
• Oversee the making of all travel and transport arrangements for JFSP staff and for other visitors to all JFSP locations, including air and road transport, accommodation bookings, assignment of working space in the office etc.
• Provide oversight to the management of all office, warehouses and guest house contracts. Negotiate any changes to the property contract, or improvements to the property, with the Landlord.
• Ensure that all the purchase, distribution, use and repairs of all office equipment (e.g. computers and photocopier) are carried out in compliance with policies and procedures.
• Manage the facilities services and day today running of CRS facilities including guesthouses, storage spaces and office compound.
• Ensure that all essential services and infrastructure , water, electricity, generator, fuel supply, rubbish collection, compound cleaning etc are carried out to standard and systematically
• Ensure that cleaning and environmental sanitation is carried out to standard by the grounds men and cleaners in office and guest houses.
• Ensure that all assets in Bor and the field offices are inventoried according to CRS and USAID requirements and that the inventories are checked regularly and kept up to date;
• Ensure that stock control in stores and stock records are accurate and that stock control systems in the field offices ensure that stocks do not run out before replenishment takes place.
.
IT
• Manage the IT team to ensure that the internet communication services for Bor and the field offices are kept to an optimal functional level;
• Ensure that there is a plan for computer and data security for Bor and field offices;
• Develop and manage a plan for IT maintenance visits for the field offices;
• Ensure that essential spare parts, tools and IT consumables are managed and controlled and that replenishment of stocks are managed to prevent both waste, misuse and stock out.
• Ensure that the IT team sets up and manages regular data back ups in Bor and field offices
• Ensure that all staff are trained on good practice in virus prevention and that spot checks are done on peripherals used by staff on office computers;

Minimum Qualifications/Experience
This is a senior level position in CRS
Essential
1. First Class degree in Operations Management, Logistics and Procurement, or related field of study.
2. High level of personal organization and time management;
3. Administrative and problem-solving skills;
4. Experience and skills in team supervision, mentoring and performance management;
5. Capacity to design and put in place management systems for operations services;
6. Substantive working experience on procurement and contracting with an international employer;
7. At least five years professional experience in some aspects of operations management and at least three years in a supervisory position;
8. Work experience in or familiarity with the environment in Jonglei State;
9. Good communication skills, verbal and written, in English;
10. Experience of working in insecure enrvironments.

Desirable

1. Technical knowledge in one or more aspect of the operations areas, such as IT or fleet management would be an advantage.
2. Experience of setting up field office bases in South Sudan would be an advantage.


Application letters and CVs together with the names of three professional referees, should reach the undersigned not later than Friday 10th July, 2012. Only short-listed candidates will be contacted.

Human Resources Manager
Catholic Relief Services –
South Sudan program,
Juba Office
Or
Human Resource Staff Care Officer
South Sudan Program
Bor Office
OR
Email: jobapps@crssudan.org, or John.Saki@crs.org or Moses.Ayume@crs.org

CRS South Sudan Program is an equal-opportunity employer. In making employment decisions it does not discriminate on the basis of gender, ethnicity, religion or political affiliation.