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Sr Opreation Officer
Muslim Aid

Muslim Aid is a faith-based British international charity that provides help to people who are victims of natural disasters, conflict or suffering from poverty, hunger, disease and illiteracy. It was established in the United Kingdom in 1985 in response to the drought in the Horn of Africa. Muslim Aid's Sudan Country office (MASCO) was set up in 1991 in response to the strategic need and to enable the continuation of effective aid work in the country. Currently, Muslim Aid is implementing projects in Kassala, Central Darfur and Red Sea State in Sudan.


 Vacancy No: 010
 Supervisor: Area Coordinator
 No. of Post: 1
 Duty Station: Kassala
 Duration: 12 Month
 Closing Date: 22 Sept 2020

 
 Background:

About Muslim Aid

Muslim Aid is a faith-based British international charity that provides help to people who are victims of natural disasters, conflict or suffering from poverty, hunger, disease and illiteracy. It was established in the United Kingdom in 1985 in response to the drought in the Horn of Africa. Muslim Aid's Sudan Country office (MASCO) was set up in 1991 in response to the strategic need and to enable the continuation of effective aid work in the country. Currently, Muslim Aid is implementing projects in Kassala, Central Darfur and Red Sea State in Sudan



 
 Duties and responsibilities:

Supply Chain/Procurement

  • Lead on all procurement actions and preparation of procurement plans for all projects within the Sub-Office in close coordination with Head of Operations and/or Area coordinator ensuring they are effectively, efficiently managed and timely actioned in conformity with MA and donor guidelines and procedure.
  • Manage vendor database/contractor prequalification and evaluation status to ensure a pool of reliable vendors and contractors to address the needs of the Sub-Office.
  • Lead on the implementation of procedures for warehouse operations in compliance with both MA and donor policies requirements.
  • Oversee stores management and program inventory control.

Facilities Management:

  • Manage Kassala office facilities, guesthouse services, warehouses, improvements, repairs and renovations.
  • Oversee the leases for Kassala office and guesthouse.
  • Oversee management of Kassala office assets inventory.
  • Responsible for issuing and tracking of commonly shared equipment
  • New Hire set up - Prepare workstations in advance of arrival of new employees and ensure workstation is stocked with required supplies.
  • Ensure the guesthouse facilities are maintained, regularly cleaned and aired and that utilities are in sufficient supply for use by visiting staff.
  • Ensure a permanent functioning electrical supply through city power and generator backup through hardware maintenance procedures, including ensuring a minimum stock of fuel.
  • Establish and monitor a tracking system for commodities, supplies, equipment and project assets within the Sub-Offices and maintaining a functioning relationship with partners (where required) on the ground in regard to the joint warehouse and supply chain management.   

Vehicles:

  • Oversee Kassala office vehicle management.
  • Responsible for allocation of vehicle for use within Kassala office.
  • Monitor vehicle utilization, maintenance and expenses and generate monthly report Ensure all necessary licenses and permits are kept current.
  • Coordinate delivery of all new vehicles including fitting of required security units, applying for new fuel cards, vehicle insurance and dispatching the vehicles for respective programs.
  • Responsible for fuel consumption tracking and monitoring and ensuring sufficient fuel for office use.
  • Coordinate with the insurance company in case of accidents for claims processing.
  • Ensure all drivers have valid licenses and are fit to drive
  • Identify transport companies and deploy effective and reliable vehicles for transporting personnel, materials and equipment needed in programme implementation.

Security:

  • Support emergency preparedness for Kassala office and serve as alternate Head of Office-Kassala on office emergency plans.
  • Responsible for keeping the workspace safe and stocked with first aid and emergency supplies.
  • Share relevant security information with staff for action
  • Oversee security systems for the office and staff.
  • Problem solve in case of theft

Finance and Budget Monitoring:

  • Involved in preparation of annual Facilities and Overheads budgets
  • Review monthly expenditure reports and discuss any issues with the Head of Office-Kassala and Head of Operations.
  • Review of recurrent administrative expenses to ensure efficiency in use and procurement.
  • Review annual supplier framework agreements

Performance Manager:

  • Oversee duties and activities of Logistics Assistant, temporary staff and drivers.
  • Facilitate individual team member success through communication, delegation, feedback and performance assessment.
  • Review and update current assignments Provide support for staff development
  • Keeps track and monitors compensation leave for direct reports.

Staff Travel:

  • Oversee travel management for Kassala office including managing relationships with travel agents, hotels and vendors.
  • Implementing travel policies and procedures.
  • Coordinate with Head of Operations on annual review of Muslim Aid Sudan specific per diem rates

 Records Management:

  • Maintain administration files and records, ensuring confidentiality of documents.
  • In coordination with Khartoum Country office, oversee offsite records archiving and retrieval processes

 
 Minimum Qualification, Skills and Experience Required:

  • Bachelor’s degree in Business Administration or related qualification,
  • Minimum 5 years’ experience in Logistics/Procurement/Admin Management in an International NGO or related
  • Additional experience in basic accounting and or logistics is an added advantage
  • Experience managing and supervising a team Working well under pressure and prioritize to meet deadlines
  • Ability to work independently with a high degree of reliability, accuracy and productivity
  • Strong oral and written communication skills, fluency in English and Arabic is required
  • Ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues Proficiency using MS Office Suite (Excel, PowerPoint, Word, Access
  • Willingness to travel in the project areas as required;
  • Demonstrable willingness to learn and resourceful attitude
  • Must be a Sudanese National

Note: Interested applicants are requested to submit their applications with C.Vs and other certificates to via sudanjob.net Only short listed candidates shall be invited for the interview

How to apply:

  • To apply for the above-mentioned position, please submit your CV and credentials to Sudanjob.net
  • The closing date for submission of applications is September 22nd , 2020








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