Operation and Procurement Manager At United Peace Organization

Background:

JOB PURPOSE The incumbent is a senior country management team member, and thus he/she will actively and effectively contribute to the country office operation and strategic planning process.

The person will be the overall team leader responsible for the overall operation support services i.e., Budget Management, partnership building Logistic, Administration, procurement, health and safety, security, IT, and provision of overall support to the country office as well as field offices operation.

The competent will be responsible to ensure compliance to relevant donor and organisation internal policies and procedures, as well as developing and updating organisational manual and guidelines for Sudan operation.

The incumbent will ensure consistency & harmony in organisation procedures and policies across field offices in Sudan, as well as build capacity of operation department staff and provide guidance and advice to management and programme team.

KEY RESPONSIBILITIES:

1. Field Management and partnership arrangement

• FOM is responsible for the day to-day operation of the field offices including supervision of Area Managers as well as planning and reporting.
• Lead the strategic field operations in term of geographical and sector focus
• Coordinate UPO operation including partners relationship management
• In coordination with program team, set jointly strategy and deliverables for each field office and area Manager.
• Lead and supervise any Due Diligence Assessment for UPO for potential partnership with other organizations.
• Prepare and compile weekly reports to be submitted to ED every Thursday as well as on monthly basis every 5th month.

B) Administration

– Liaison with the government including with Custom, HAC, security, line ministries, for any clearances/permits needed including TA preparation, visa/travel permits and MoUs to be signed with the ministries.

– Attend the inter-sector coordination meetings representing UPO both regionally and at Khartoum Level where needed.

– authorise payments based on the limits of the procurement as well as based on the availability of the fund/budgets.

– review and approve Cash projections coming from the field offices as well as making liquidations on regular basis (monthly)

– Supervise and provide leadership and support to the Procurement and logistic team and ensure compliance and adherence to operational policies, regulations of the organization, donors as well as to the laws of the country.

– Conduct regular visits to the field offices to ensure regular monitoring, supervision and coaching of staff on relevant operation support issues,

Risk management

• Monitor risk management policies and procedures to ensure that program and organizational risks are minimized
• Advise the organization’s leadership on appropriate insurance coverage for the organization
• Maximize income where possible and appropriate
• Negotiate with Bank for lines of credit or other financial services as required and appropriate
• UPO assets to insured with good and reputable company

Project management.

• Provide all the logistical support needed to the technical team to facilitate the implementation of the project activities in timely manner.
• Ensure that the project teams are aware of UPO and donor policies including risk mitigation requirements
• Provide trainings to the project teams on liquidations as well as project implementations requirements

1. Logistics, procurement and budget management

• To ensure transparent procurement procedure is followed across UPO field offices in Sudan and office and tracks and records of procurement are maintained and up to date.
• To ensure that UPO gets good deals which maintain highest possible levels of quality, quantity, timely delivery, and best prices.
• Responsible to develop a proper assets management system and it is implementation at all workplaces and sites of UPO in Sudan including their proper record keeping, insurance, upkeep, and maintenance.
• Conduct monthly quarterly market prices survey and ensure that reliable information is generated to help propose reputable service providers to be approved by office (i.e., service providers, suppliers, consultants, etc)
• Ensures that quality controls checks were maintained in all procurements and relevant skilled persons were used to determine this.
• Develop system for inventories and mileages and fuel usages system and ensure it implemented in timely manner.
• Ensure that overall vehicle management and control is on progress and regular controls and crosschecks were maintained and regular reports are produced to management.
• Ensure warehouses and guesthouses are maintained according to the policies of UPO including setting up proper systems for this.
• Manage all budgets related to the operations and ensure the expenditures are strategized and value for money is achieved

D) Security information and alert

• Serve as Security focal person for UPO in Sudan, keeping up to date on security developments in Sudan as well as in the region through formal & informal means;
• Work closely with the Area managers who are the focal security person in the field, preparing and submitting regular security updates as required by the management at all levels and share with all colleagues.
• Develop and update, as required, adequate security protocols/plans for UPO in Sudan, ensuring that staff are informed and sufficiently trained in these protocols, and that protocols are effectively followed.
• Attend the UNDSS and other security meetings and keeps the office informed and updated.
• Carryout security risk assessments and security plan drills and exercises in consultation with management.

Information technology IT services

• Ensure UPO has effective IT support services in timely manner
• Ensure that all UPO’s information areas and communication systems are efficiently integrated in both the short and long term.
• Ensure the effective development, management, and maintenance of the Sudan office IT support services to all the staff.