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Operations Manager
ACTED
We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. ACTED develops and implements programs that target the most vulnerable amongst populations that have suffered from conflict, natural disaster, or socio-economic hardship. ACTED’s approach looks beyond the immediate emergency towards opportunities for longer term livelihoods reconstruction and sustainable development.

 Section/Unit: support
 Grade Level: C1
 Supervisor: ACTED Country Director
 No. of Post: 1
 Duty Station: port sudan
 Duration: 8 MONTH
 Closing Date: 15 July 2024

 
 Background:

The Operations Manager will be responsible for management, oversight, development, and day-to-day coordination and supervision of all FLAT operations ensuring quality, efficiency, and compliance to donor and Acted principles, standards, and policy. S/he will provide oversight, guidance, and management support for the FLAT operational staff and project workstreams working very closely with and through relevant mainstream operations departments including Finance, Logistics, Human resource and Administration, Grants and Partnerships, Safety & Security.

 

HIERARCHICAL RELATIONS

 

Under the authority of:

• Country Representative

 

Line Management:

•  FLAT support team       

FUNCTIONAL RELATIONS

 

Internal relations:

•  Coordination

•  FLATS Teams

•  PD Department

•  CSM

 

External relations:

•  Consortium partners

•  National and local authorities



 
 Duties and responsibilities:

Operations coordination:

  • Provide leadership to operations team ensuring quality service and efficiency of project operations.
  • Actively participate and contribute to Project Management & FLATs meetings.
  • Regularly visit all field sites to monitor and support compliance to set operational protocols and plans.
  • Provide routine monitoring and reports (daily, weekly, monthly, quarterly) of all operations and project administrative systems.
  • Contribute to project reporting, accountabilities and improvements including the Project Implementation.
  • Represent Acted internally and externally with key stakeholders generally, and particularly in areas pertaining to operations.
  • Ensure positive working relations and collaborative interactions within all operational teams, across workstreams, project field sites, and other Acted support entities.
  • Represent Acted in all relevant working groups or coordination platforms to obtain up to date information with regards to legal policies regulating NGO operations

 

Operational team management:

  • Line manages (directly or in partnership) the FLAT operations staff with respective direct supervisors. These include the Finance, Logistics, HR-Admin and Transparency & Compliance teams.
  • Provide capacity-building technical support, and mentorship for FLAT staff to ensure that they understand, follow, and comply with relevant systems, processes, and procedures.
  • Lead and conduct high-quality, regular, and documented meetings with FLAT teams for technical guidance, joint planning, performance review, progress reporting, shared learning and problem solving.
  • Support, supervise and mentor operations team to internalize project and Acted operational performance targets, expectations, processes, and policies.
  • Ensure timely submission of monthly reports.

 

Finance and Grants support:

Coordinate with Finance and Grants team to:

  • Prepare and supervise implementation of operational budgets in accordance with Acted financial and budgeting systems.
  • Coordinate orientation of project staff on finance and grants related tools, schedules, and processes.
  • Ensure and coordinate preparation, reviews, and submissions of monthly Budget Follow Up (BFU).
  • Review and approve payments as per Acted Authorization Matrix.
  • Contribute to financial reports.
  • Support finance and grants documentation is properly organized, filed, maintained, and accessible, both in hard copy and electronically.

 

Logistics and ProcurementÂ

Coordinate with Supply Chain team to:

  • Ensure timely drafting of project procurement plans and timely supply chain processes.
  • Carry out periodic customer care assessment of the supply chain department.
  • Carry out market assessment and update supplier database.

 

Administration

Coordinate with Human Resources and Administration to:

  • Ensure that all project staff undergo orientation and induction and logistically equipped to perform their roles, with appropriate documentation.
  • Ensure that project asset files are created, maintained, and updated with all relevant documentation, according to relevant checklist.
  • Ensure provision of day-to-day advice to teams around interpretation and implementation of relevant administrative policies and procedures.
  • Provide support to the HR-Administration officer with regards to timely processing of all fund’s requests and contracts, ensuring their compliance with procedures.
  • Ensure Acted compliance to all regulatory laws of Sudan in terms of human resource and operational procedures such as (Taxes, permits etc.).
  • Initiate periodic review of all relevant policies and guide SoPs.

 

Risk Management:

Coordinate with Transparency & Compliance team to:

  • Ensure continuous update of Risk Management Matrix for operations and follow up.
  • Ensure rigorous follow-up on internal and external audit recommendations.
  • Coordinate periodic training of operation support and project teams on policy updates both internal and donor.
  • Ensure all staff continuously receive refresher training on Acted Code of Conduct.
  • Contribute to Project Risk Management Plan, reviews, updates, and reporting.

 

Safety and Security

Coordinate with Human Resources and Administration to:

  • Carry out security assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards
  • Ensure a proper level of preparation before movement on the field, ensure transportation means are adapted, ensure a good fleet maintenance, and set movement rules which are adapted to the local context to support the Logistic team in Country
  • Act as a point of contact for the Crisis Management Team
  • Conduct security briefing for each new international staff arriving in country
  • Monitor the security preparedness of country staff and enforce staff compliance with internal security rules and SOPs, ensuring they are communicated to all staff and understood
  • Ensure preparedness to evacuation and contingencies (check contingency kits, first aid kits etc.)

 
 Minimum Qualification, Skills and Experience Required:

  • At least 5 years of relevant working experience in a humanitarian setting, such as program management, evaluation and assessments.
  • Experience in management, operations, and leadership in the relevant sector
  • Understanding of finance, budgeting, and accounting principles
  • Ability to build relationships, communicate effectively, and delegate responsibilities
  • Knowledge of industry standards, best practices, and regulations
  • Demonstrated team management skills, including remote management;
  • Excellent communication and drafting skills for effective reporting and reviewing;
  • Prior experience with humanitarian coordination
  • Ability to operate in a cross-cultural environment requiring flexibility and work independently;
  • Ability to operate Microsoft Word, Excel required;
  • Fluency in written and spoken English and Arabic required








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