Operations Manager - Juba

VSF Germany, Piedmont Plaza, Off Ngong’ Road, 2nd Floor, P.O Box 25653, 00603 Nairobi, Kenya

Email: admin_hr@vsfg.org

Background:
VSF Germany is an international Non Governmental Organization, providing humanitarian aid and development assistance to pastoralists and vulnerable communities in areas where livestock is of importance. In the region, VSF Germany implements activities in South Sudan, Kenya, Somalia, Sudan and Ethiopia.
With support in animal health, agriculture, marketing, food safety but also with developing the capacity of communities and governmental institutions or initiating peace and conflict resolution we work towards food security and strengthened livelihoods of pastoralist communities.
VSF Germany seeks to recruit a qualified and well experienced Operations Manager to manage and implement all human resources & administration, logistics and security functions of the South Sudan program. The Operations Officer will work in collaboration with the Country Director, projects staff and partner organizations. This position is field based and the successful candidate will be based in Juba, South Sudan with frequent visits to other locations within the project areas.

Key responsibilities:
1. Administration & Human Resource
 Handle all Administration and human resource issues for South Sudan in collaboration with the Administration & Human Resource Department at the Regional Office in Nairobi (RON).
 Coordinate in obtaining entry permits for visitors and work permits for international staff working with VSF Germany.
 Provide leadership and daily supervision to Juba Operations staff and coordinate their quarterly review and annual performance assessments and development plans.
 Ensure that staff receive extensive mentoring and support both directly through day to day supervision and indirectly through development and training opportunities.
 In coordination with the Country Director, ensure that operations are responsive and adaptive and reflective of the changing context within South Sudan, including responsiveness to changing security needs and emergency response.
 Ensure that South Sudan labor laws are well understood and respected.
 Responsible for any labor related disputes.
 Co-ordination of security issues with project locations.

2. Logistics/Procurement
 Ensure processes are carried out as per VSF Germany and donor guidelines for inventory controls, contracting services, and maintenance management for all VSF Germany properties and assets (i.e. housing, office, warehouse/stores) and physical assets of vehicles, equipment, computers, and other inventories.
 Ensure staff is provided with adequate facilities and equipment as per available resources.
 Ensure that all procurement documentation is in the database and in usable manner.
 Oversee the procurement process in liaison with the Head of Logistics, to ensure compliance with VSF Germany and donor policies including review of contracts, prepare and maintain documentation for leases and grants.
 Oversee and ensure systems and processes are in place for expendable goods such as office supplies and fuel.
 Coordination with South Sudan logistics team.
 Management of assets, fleet and inventory.
 Coordinate flight bookings for local flights and with RON for international staff.
 Build the capacity of field logistics staff and coach them on best practice and VSFG's logistics procedures.

 Conduct market surveys to gather & compare information on materials and applicable pricing.
 Maintain an updated database of prospective suppliers and regularly update respective price lists.
 Monitor & appraise Supplier and Vendor performance.
 Undertake supplier prequalification.
 Advice on government policy changes concerning procurement, taxes, duties & custom clearance.
 Submission of month reports.
 Other duties to be assigned.

3. Networking
 Create and maintain liaisons with relevant government agencies such as labor office, respective local governments, relief and rehabilitation commission, immigration department among others to ensure local interests and VSF Germany’s interests are maintained.
 Liaise with other NGOs and international/national community on issues of Operations Management.
 Create and maintain good and quality communication within immediate team, between Juba and field offices and with RON.

Qualifications, Experience, Attributes & Skills required
 Bachelors Degree (graduate degree preferred) in a directly related field, such as Management, Business Administration or Supply Chain Management.
 Minimum 5 years relevant professional experience that includes supervision of others. Experience in South Sudan added advantage
 Experience with international NGO, with focus on logistics and security management.
 Experience and knowledge of NGO HR procedures including recruitment, performance management, writing contracts and job descriptions
 Strong interpersonal relationship and communication skills, fluently speaking and writing in English language.
 Understanding of donor rules/regulations
 Proficient in Microsoft systems and packages (Windows, Office, Outlook).
 Understanding of procurement procedures and can demonstrate examples of putting these procedures into practice.
 Strong problem solving skills; able to see problems in context of the organization and think through consequences of solutions
 Flexible and able to adapt to a quickly changing environment by applying knowledge and experience to solve unforeseen and unexpected problems.
 Ability to understand, analyze, summarize and share information.

Interested and qualified candidates should submit an application letter and CV to the postal address or via email address provided above or hand deliver to VSF Germany offices in Hai Malakal area, Juba. Indicate on the subject the Job Title. Only short-listed candidates will be contacted for interviews. Closing date for receiving applications is 4th April 2013, on or before 17.00hrs.