American Refugee Committee
POSITION TITLE: Senior Operations Coordinator COUNTRY PROGRAM: South Sudan RESPONSIBLE TO: Country Director STATUS: Full Time SUPERVISORY CAPACITY: Operations Staff in the AoR
DEPARTMENT/COUNTRY PROGRAM DESCRIPTION/MISSION
The overall objective of the ARC South Sudan program is to facilitate the successful repatriation and reintegration of Sudanese refugees and IDPs to their original homes in South Sudan. Operational in South Sudan since 1994, ARC implements a multi-sectoral program that includes water and sanitation, primary and reproductive health care, HIV/AIDS and gender based violence prevention and response, and activities geared towards creating economic opportunities for returning populations. ARC has program activities in Central and Eastern Equatorial, Warap, Northern and Western Bahr el Ghazal and Upper Nile States.
PRIMARY PURPOSE OF POSITION
Based in Juba, the Senior Operations Coordinator is the key operations focal point for all program support to all field sites. S/he supervises senior national support staff in Juba.
Under the supervision of the County Director, the Senior Operations Coordinator is responsible for overseeing procurement, logistic, fleet and transportation, administrative and human resource functions and senior support staff of ARC is South Sudan. This also includes management of staff contracts and HR issues, procurement and contractors’ database, tendering process, contracting, tracking payments, assets management, communication equipment, fleet management and travel coordination and management of ARC premises.
S/he is responsible for ensuring that all program support activities are implemented in a timely manner, according to agreed-upon targets and budgets, in coordination with program teams. The Senior Operations Coordinator will directly manage and build the capacity of operations staff ensuring that operational systems are in place and strengthened, and are consistent with ARCs and donor policies.
MAJOR AREAS OF ACCOUNTABILITY PRIMARY DUTIES/RESPONSIBILITIES
Procurement and logistics 40% • Responsible for oversight and day to day procurement needs of Juba county office and field sites, in coordination with program and support staff. • Provide guidance and train operations team on all aspects of procurement, logistics, human resources and office administration. • With the procurement team prepare the required documentation of supplies and transactions according to ARC standards. • Establish and oversee the maintenance of thorough procurement files as outlined in the ARC procurement policy. • Interact with contractors. • In coordination with program staff establish system for the contractor appraisal after each project and establish and maintain a Database of preferred contractors in accordance with the appraisal results.
• Manage preferred supplier selection process and agreements. • If necessary assist program team in preparation of the Bill of Quantities, provide recommendations on goods available in the market and prices. • Observe and control absolute confidentiality of the tendering documents while ensuring transparency of the process. Lead the tendering process that includes: preparation of list of contractors, invitation letters, collecting bids, leading the bid opening with committee, prepare bids comparison forms, participate in bids analyses, and draft the contract for approved bid and contractor. • Oversee preparation and tracking payments made to contractors (compile and submit updates on a monthly basis). • Closely coordinate with program team on issues of dates of the payment and documentation required. Alert the program team if any delays in payment schedules occur. • Oversee preparation of weekly procurement tracking sheets. • Prepare monthly status reports on procurement, assets, contractor database and payments. • Ensure that copies of documents of all procurement and contractors’ payments are properly filed in project files. • Oversee maintenance of updated assets inventory list for the Office and expat living quarters. Ensure safe use and safe storage of the inventory items. • In all cases assure procurement and other processes, as well as documents for signature by an authorized ARC representative are prepared in accordance with ARC and donor regulations.
Transportation and fleet management 20% • Oversee travel coordination, movement tracking and travel related payments. • Oversee fleet management and office fuel consumption. • Make sure that all ARC vehicles are well maintained, timely repaired and drivers are provided adequate training.
HR and Administration 40% • Oversee general office management and general office filling system. • Oversee security management of ARC premises and assets together with other staff. • Participate in negotiation and preparation of leases and contracts for the rented premises and equipment. Ensure safety of rented premises and equipment and track dates for the payments and maintenance. • Process and if necessary update service contracts for all the office related services.
• Oversee human resource unit functions and staff, including recruitments, contracts, terminations, benefits and other issues. • Ensure that HR team keeps HR files (leave database, recruitment update sheet, and personnel files) in good order, proactively providing updated information to ARC managers. • Effectively stay abreast of donor policies, procedures, rules and regulations and train ARC program and partner staff in these policies. • Conduct him/herself both professionally and personally in such a manner as to bring credit to ARC and to not jeopardize its humanitarian mission. • Other duties as assigned by the supervisor and senior staff.
EDUCATION, TECHNICAL SKILLS & KNOWLEDGE REQUIRED
• Minimum 5 years progressively responsible procurement, logistics and HR experience. • Prior experience in South Sudan • Strong operational, analytical and management skills. • Ability to manage multiple priorities with minimal supervision.
• Strong interpersonal skills. • Ability to work well both as team leader and team members.
• Ability to work well under pressure is required. • Bachelor’s degree in business administration, international business or other relevant subject area (i.e. community development, social sciences) is desired. • Experience working with various donors administrative policies and procedures is required • Excellent computer skills, including MS Word and Excel. • Excellent communication skills, including the ability to communicate, present, negotiate and influence a variety of audience. • Diplomacy and assertiveness; the ability to confront and discuss sensitive issues with respect.
KEY BEHAVIORS & ABILITIES
• High level of integrity • Ability to work simultaneously on multiple tasks • Excellent interpersonal skills • Ability to live and productively work in insecure, unstable and/or harsh environments • Ability to work remotely in coordinating activities • Must be able to work independently while being a strong team player with proven supervisory skills. • Additional qualities: ability to handle pressure well, ability to improvise, flexibility, cultural and environmental sensitivity. • Familiar with the issues and cultures in South Sudan; and ability to interact with people at all levels, individually and/or in groups. • Flexibility and sense of humor. • Excellent teambuilding and mentoring skills.
Application Notes:
If you have a non-US or Canadian address and you do not have a State and/or Zip Code in your address, please fill in N/A (Not Applicable) for the State/Province, and 00000 for the Zip Code.
Visit our Careers page at www.arcrelief.org.
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