JOB SUMMARY

Islamic Relief Worldwide –Sudan Country Office (IRW) is an international non profitable non-governmental humanitarian relief organization, began working in Sudan in 1984 with its head quarter in UK-Birmingham. It enjoys consultative status with the Economic and social Council of the United Nations and is a signatory to the Code of Conduct for International Red Cross and red Crescent Moments and NGOs in Disaster Relief. IRW Sudan commenced its operations in Sudan since 1991 inside the country and since then, IRW Sudan has provided assistances in emergency relief, livelihood and food security, women empowerment and girl education, orphans sponsorship, basic health services, emergency education, shelter and seasonal programmes (Ramadan and Qurbani).

The Operations Manager will support Procurement, Logistics, ICT and services in the delivery of humanitarian and development projects to assist individuals, families, and communities.

This will include completing a range of tasks to support the team in supply chain and services. Will manage the programme targets, procurement planning, documentation, supply of materials, equipment, assets, fleet and services according to IRW and donor procedures.

The Operations Manager is a member of the country’s senior management team (CMT) with supervisory and managerial responsibility. This role will seek to maintain a high level of efficiency of the department during the interim period, and help to onboard the new, full-time Operations Manager. Furthermore, this position will be welcomed to suggest, implement, and process improvements across the team.

Reporting to the Country Director, the Operations Manager will be primarily responsible for enabling excellence in all operations functions of all offices in Sudan including procurement, logistics, assets, fleet, administration, information technology, safety & security and government liaison. He/she ensures effective systems that support strategy for healthy, robust and integrated functions of national team members. He/she will be required to strengthen the operational performance and efficiency of the organization. He/she will also ensure that managerial processes, resources and the necessary infrastructure are all in place. The successful candidate will be organized, professional, deeply knowledgeable of these processes and best practices, a strong manager able to multi-task, a kind, supportive and yet firm manager, and someone who brings a lot of energy and a high work ethic to the role. This role is one of the top advisors to the Country Director and collaborates closely with other colleagues at the regional and global level as well.

The following duties are generic and may differ depending on the requirements of the mission.

The Operations Manager based in Country Office, Sudan, is responsible for the following duties: 

• Manage the process which includes timely planning of procurement, inventory control, logistics, warehousing and distribution. 
• Manage to develop a long-term demand plan, increasing availability while reducing distribution costs.
• Ensures that every step of the process is functioning effectively to avoid costly delays and opportunities lost. 
• Develop briefings and papers on procurement issues for the Procurement Committees, Head of Programmes and Country Director.
• Manage financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs and analyzing variances
• Manage the operations cost for all the projects
• Communicate the needs and objectives to the Country Director and key personnel in procurement, logistics and distribution to understand the timing required and individual input necessary to make the process run smoothly. 
• Provide support to the head of Programmes and management on issues related to supply chain.
• Represent the Organization in internal and external forums on operations management.
• Management of key risks on Procurement and Warehousing.
• Champion open and honest communication and foster collaborative relationships with internal and external stakeholders.
• Manage to provide historical reference by developing and utilizing filing and retrieval systems.
• Cost Reduction and Process Improvement
• To ensure cost reduction and process improvement without jeopardizing quality.
• Ensure that ongoing tasks are continually being examined within the supply chain itself.
• Development of organizational wide operations strategy for commodities.
• Review the current systems and practices and make strategic recommendations for improved processes.
• Review and take steps to improve the supply chain and services provided to remote offices of IRW - Sudan.
• The chain must be continually evaluated in order to produce better techniques, cheaper materials with quality and faster processes.
• Improves program and service quality by devising new guidelines; updating procedures; evaluating system results with users.
• Constant process and employee review is needed to ensure that the process stays cost effective.
• Mange strategic relationships between key vendors, suppliers and industry bodies. 
• To ensure the material or services flow smoothly through close liaison with organization’s vendors. 
• To ensure compliance with contract management and provide solutions to vendors/ suppliers and procurement committees.
• Vendor Complaint cell is established. Vendor complaints are carefully handled
• Supplier performance management procedures are established, and supplier performance is continually evaluated 
• Pre-qualification of suppliers (In-listing and de-listing of suppliers is done on ongoing process as per IRW-policies.
• Review and improve the current processes and procedures
• Build the capacity of local staff
• Manage and train the staff in AX process and procedures
• Manage expat staff and their family’s work permit
• Manage training, meetings, seminars etc
• Manage national and international Air travelling 
• Liaise with appropriate local organizations and governments authorities  in pursuit of Logistics aims and security situation in the country
• Ensure preparedness for emergency response
• Manage a local emergency stockpile and goods consolidation point in order to permit the rapid movement of humanitarian supplies. 
• Any Other duties or responsibilities assigned by the Supervisor.

QUALIFICATINS & EXPERIENCES

• University degree in Business Administration and/ or Supply Chain or related fields with a relevant combination of experience in areas such as procurement or operations/ management, supply chain management, etc.
• At least 5 years of progressively responsible experience in Supply chain / Procurement. Varied warehousing/ logistics functional background is an asset, from procurement to warehousing, transport management and distribution to beneficiaries. 
• Fluency in spoken and written English
• Managing conflicting demands from different staff groups within a highly complex organization
• High standard of communication and interpersonal skills 
• Excellent presentation and facilitation skills 
• Good organizational skills
• Familiar with IRW processes and procedures 
• Excellent organizational and information skills 
• Able to conduct rigorous checks on data and documentation.
• Excellent communication skills - able to communicate and report both orally and in writing.
• Ability to work his/her own initiative as well as part of a team 
• Communicates honestly, openly, and consistently. Share information appropriately and who ensures that views of all members of the team are freely expressed.
• Willing to be accountable for work conducted. 
• Encourages a positive rather than negative viewpoint.
• Problem solving skills and self-management - able to form creative solutions in problem solving.
• Ability to manage multiple priorities and work under pressure and to deadlines. 
• Good interpersonal skills and the ability to work sensitively with people from various cultural and social backgrounds. 
• Able to build productive working relationships with local/provincial authority figures, colleagues, and members of other organizations.
• Willing to adapt to IR’s norms and values without compromising personal beliefs and principles.

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