Operation Support Officer (6 months) At MENTOR Initiative

The MENTOR Initiative (MENTOR) is a “not for profit”, non-governmental organization devoted to reducing death and suffering from malaria and other Vector Born Diseases in humanitarian crises. MENTOR has worked with South Sudan’s MoH and other country Health Partners since 2012, to help adapt and build effective malaria and VBD control systems in the emergency and through the current period of conflict.

Job Purpose

The Operations Support Officer (OSO) will assist MENTOR South Sudan in the overall implementation of programme support operations/services. The consultant will be the support manager for the national staff Head of Departments for Logistics, Finance and Administration. Reporting to the Country Director (CD), and will assist the CD in overseeing the management of financial aspects of the programme and will ensure that MENTOR Finance, Logistics, HR and Admin policies are adhered to. OSO will closely support the MENTOR technical team with other specialists including vector control, VBD prevention, IEC/BCC, and medical teams. The critical task is to ensure the programme achieves its objectives in all support related activities in accordance with the programme grant/award(s).

Assisting the CD and GM for compliance with the policies and procedures set out in MENTOR’s Programme Finance, Logistics, HR/Admin manuals and other policy/procedure guidelines that are applicable to a specific activity or situation (e.g. Security, Finance, HR policies and Logistics).

The main responsibilities of this post include the following:

Financial Support and coordination

• Assist to ensure correct account management for all grants in accordance with the grant agreement(s)
• Supervise the use and understanding of the MENTOR accountancy software by the concerned staff (local and international) in each field base.
• Ensure all members of the MENTOR team are trained in and respect the MENTOR Finance and Administration procedures.
• Given support on the monthly electronic and paper reports on expenditure against project budget(s) and send these together with all hardcopy receipts and other expenditure-related paperwork, including bank statements, to the MENTOR Initiative Grants Management Team at HQ Level
• Attend monthly finance coordination meetings with other NGOs
• Assist the CD with the proper implementation of MENTOR finance field systems to ensure that timely and accurate financial reporting is sent to the HQ as required as well as to oversee adequate cash flow (in the field and monthly Request for Cash Advance) and regular follow up on budget expenditure and planning.
• Assist to ensure good quality finance and administration systems as per the standard MENTOR guidelines are set up and functioning in field programmes.
• Communicate with different department to oversee that program departments, including logistics, submit monthly budget forecasts and, on the basis of these, prepare monthly planned expenditure, to be sent electronically to HQ.
• Prepare monthly payroll with the finance assistants, verify it with CD and send electronic as well as paper version to HQ.
• Responsible for payment of all local team members including daily workers when necessary.
• Maintain all MENTOR bank accounts in-country and set-up new accounts according to programme needs and obtain monthly bank statements

Administration

• Follow up on all rental agreements for the MENTOR Initiative guesthouse(s), office(s), and vehicles, etc. and renew rental agreements when necessary
• Assists in external meetings (administration and Human Resource cluster, NGO forum etc) to represent The MENTOR Initiative when necessary. Minutes of meetings are to be set up and shared afterwards.
• Assist the head of mission with any other administrative tasks as required

Human Resources

• Assist to ensure the local staff recruitment at the admin-fin coordination level. Following the recruitment process from the editing of job descriptions, posting adverts, organizing interviews, training etc. …
• Ensure with the administrative team that all the Human Resources Folders are up to date with the required documentation and the country labor law
• In collaboration with the CD, oversee that national staff adheres to The MENTOR Initiative contracts, sexual harassment policies, code of conduct, conflict of interest and internal rules, and check that our local staff policy is still in line with national labour law.
• In collaboration with the CD and other line managers, ensure that international team members respect internal rules and policies in relation to the management of national staff under their responsibility.
• In collaboration with the CD, management of field logisticians and administrators, drivers, guards and cook/cleaners.
• In collaboration with the CD, responsible for all administrative aspects of the local staff HR management systems. Ensuring systems are implemented properly (in line with local labour laws) to ensure transparent recruitment procedures, set up of internal rules and regulations, performance reviews, complaints systems, salary scale, local payroll.
• Help the CD to ensure compliance with all local government taxation and labour regulations concerning employment contracts.
• In collaboration with the CD, ensure that standard salary scale and per diem polices are in place and updated, upon validation from MENTOR HQ, regularly.

Logistics Management

• Assist to ensure proper implementation of logistics procedures for warehousing and asset management, fleet and fuel management, communications systems and maintenance, local procurement and overall programme logistics support for activities.
• Assist in the coordination and insurance of the maintenance, repair and installation (when necessary), of all vehicles, generators, communication equipment and IT materials.
• Support the CD with daily management of the running, maintenance and security of MENTOR real-estate.
• Support with the logistical filing system to include all equipment manuals, maintenance schedules and logs documentation e.g. way bills, stock cards/requests, etc.
• Assistance for programme Asset Management and disposal. Ensure all programme assets are fully recorded, monitored and maintained as required.
• Keep current documentation, maintenance and insurance of all MENTOR vehicles and ensure a proper usage of vehicle log books, fuel consumption, daily / weekly routine checks (incl. fuel stocks and logs completed and recorded daily).
• Oversee selection/identification and maintenance of the office/accommodation facilities and their related utilities, ensuring safe and standard living and working conditions for all MENTOR sites.
• Ensure that standard MENTOR procurement procedures are followed at all MENTOR offices in South Sudan.
• Assist, with the logistics team, to coordinate in-country procurement of programme entrants and operational support items.
• Ensure consignment and Customs clearance of goods for their expected arrival in Juba and follow up on tax exemptions process.

Programme Support

• 50% time of travel to all sites within programme to monitor compliance with policies and procedures, review operational activities and work closely with field staff to enhance the operational support given.
• At the request of the CD, provide finance/admin and/or human resources support during field or assessment missions.

Reporting / Proposal writing

• When required, will give a support to draft the budget proposal based on current and planned expenditure within the donor frame works.
• As required, assist the CD and the HQ grants manager with budget reporting to donors so that these are prepared and submitted in a timely manner, as per the grant agreements.

Job requirements:

– Fluency in English

– A prior experience with and NGO will be an advantage

– Familiar with NGO working environments and standard procedures

– Organized and good coordination / project management skills

– Excellent communication skills

– Knowledge of Donors procedures will be an asset

– Experience and knowledge of SAGA software will be an asset