Head of Operations At Polish Humanitarian Action – Polska Akcja Humanitarna

Polish Humanitarian Action (PAH) is currently looking for a Head of Operations for its Country Office in South Sudan

Polish Humanitarian Action (PAH) is an international non-governmental organization which since 1992 has been providing humanitarian and development help worldwide. So far, the interventions have been carried out in 51 different countries. By possessing long-standing expertise in the implementation of projects in Water, Sanitation and Hygiene, Food Security and Livelihoods, Shelter NFI, as well as Protection and Education, PAH concentrates its global activities on ensuring sustainable and stable development of regions suffering from the consequences of armed conflicts, natural disasters and other humanitarian crises.

PAH has been present in South Sudan since 2006 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people and most vulnerable communities, working in the sectors of WASH, Shelter NFI, Food Security and Livelihood, Protection and Education. For more information, please refer to www.pah.org.pl

General information on the role:

Job title: Head of Operations

Duty station: Juba, South Sudan

Contract Type: Fixed Term Employment Contract

Working hours: Full Time

Report to: Country Director

Estimated start date: as soon as possible

Purpose of the role: to provide leadership to Country Office in South Sudan operations line managing logistics, Finance and HR departments’ senior most staff.

Main responsibilities:

Specific Objective 1 : Logistics Management: Supervise logistics department senior most staff at Country Office level to ensure compliance on logistics manual and procedures.

Tasks:

1. take leadership role managing logistics department at country office and indirectly supervise logistics teams in field offices
2. develop objectives for logistics coordinator/Officer to assign proper tasks and evaluate performance based on assigned objectives and tasks
3. ensure development of project procurement plan coordinating with Head of Programmes and logistic team
4. ensure PAH logistic manual is implemented at mission level and all documentations are properly done and archived
5. supervise procurement process to ensure compliance to PAH rules with Tender Commission members and logistic Co. or Officer
6. ensure assets and inventory are registered and being efficiently used.
7. ensure proper management of PAH fleet and warehouses and record keeping
8. supervise audits processes at mission level and support HQ levels audits to present documents on demand of auditor/s
9. make sure PAH partners at mission levels are complying on PAH and donor logistics policies and procedures
10. build capacities of logistic teams through training and on the job mentoring and support
11. Organize monitoring visits to PAH and partner projects’ sites to ensure implementation of rules, procedures and proper documentations
12. make sure logistics’ monthly reports are developed and submitted to Country Director

Specific Objective 2: Financial Management: Overall management and Supervision of finance department its human resources at Country Office level to ensure compliance financial management instruction and other procedures.

Tasks:

1. lead finance department planning, budgeting and financial management tasks
2. develop objectives for Finance coordinator and Accountant to assign proper tasks and evaluate performance based on assigned objectives and tasks
3. supervise finance department staff at mission level, monitor performances, provide on the job support, training and capacity building
4. develop monthly forecasts and ensure timely financial flow from HQ to Country Office
5. develop monthly allocation splitters and insure their proper implementation
6. develop mission gaps files twice a year and conduct its periodic review to control costs
7. ensure cash management and record keepings are as per PAH agreed standard
8. ensure monthly financial bookings are done on time and coordinate with HQ finance desk and finance team for processing monthly booking
9. ensure timely payments to venders after all approval and signature and record keeping
10. coordinate with program team to develop project budgets and budget revisions when required
11. monitor Country Office’s expenses to ensure they are within allocated costs to avoid overspent
12. supervise archiving financial record and sending them to HQ as required
13. make sure all internal and external financial reporting are done on time
14. handle all partnership and consortium activities of the Country Office (Mapping, identification, assessments, capacity building, Coordination and reporting etc etc)

Specific Objective 3: Human Resource Management: Overall management and Supervision of HR department its human resources at Country Office level to ensure compliance on HR management policies and procedures are followed at Iraq-mission level.

Tasks:

1. coordinate with Country Director and Head of Programs for HR planning and ensure timely recruitment of staff based on requirement and planning
2. develop human resources budget and ensure proper allocation on existing financial sources (internal and donors)
3. develop objectives for HR coordinator/Officer to assign proper tasks and evaluate performance based on assigned objectives and tasks
4. ensure compliance on HR procedures and proper documentation across all departments’ human resources
5. ensure timely recruitment of staff when required, coordinate to ensure timely induction of staff, JDs are updated, delivered and signed by all staff. Objectives are set by line managers and shared with HR, and performance evaluations are done on time.
6. ensure pay rolls are done correctly and government taxes are deducted and deposited on timely minor
7. make sure HR department coordinate with other heads of departments and develop staff capacity building plan based on recommendations in individual staff performance evaluations
8. ensure monthly and other periodic HR reports are done on time

Specific Objective 4: Liaison and Reporting to Authorities: Take leading role to coordinate with all operational and program departments as well as HQ desks to finalize periodic and annual reporting to authorities in KRI and Federal Iraq

Tasks:

1. take lead on contracting lawyer and PAH representatives to government authorities
2. follow up on tasks assigned to PAH representatives and lawyers through HR department or directly as per plans
3. ensure all reporting to authorities are submitted and clarified on time
4. direct HR department on administrative orders, visas and residencies for expats to ensure they are done on time
5. coordinate with other humanitarian agencies on government authorities related matters when required

The successful candidate will be selected based on the qualification requirements described below:

• experience in managing operations (minimum 3 years) within difficult operating environments
• proven experience in staff management in cross-cultural environment, including capacity building, training and facilitation skills (at least 5 years)
• solid understanding of financial systems, including budgeting and budget analysis experience (previous experience in finance management highly desirable)
• knowledge of logistics, HR and office administration procedures
• highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• strong results orientation with the ability to challenge existing mind-sets
• proven ability to manage a complex and demanding workload
• highly developed interpersonal and communication skills
• strong sense of personal and professional integrity
• excellent spoken and written English (local languages will be an asset)
• good knowledge of Microsoft Office tools
• university degree in relevant field
• languages: Full proficiency (C1) in spoken and written English required

What we offer:

• work experience with the professional and flexible international NGO, one of the largest in the Central-Eastern Europe
• R and R every 12 weeks
• annual leave of 26 working days and 5 additional days of free leave per year
• flights home covered at the beginning and at the end of the deployment
• medical insurance
• psychological support package