مطلوب مدير/ة عمليات للعمل لدى منظمة الاغاثة الدولية

Position: Operations Manager

Location: Amman, Jordan with travel to the field when required.

Duration: 1 year

Reports: Country Director, Syria

About RI: Relief International specializes in relief and development programs that benefit people in acute distress. A registered non-profit in the US, UK, France and Belgium, our work targets those fragile countries or communities that suffer from recurrent man-made or natural crises that impede human development. The people that we serve live in seventeen countries across the Middle East, Africa, and Asia where the debilitating effects of political instability, forced displacement, and natural disasters are pervasive. Often, RI is the only organization providing healthcare, education, logistics, energy, capacity building, economic development, sanitation, and many other forms of assistance to these highly vulnerable communities.

About the context and RI’s role:

The conflict in Syria is in its seventh year and has resulted in substantial human suffering, loss of lives, widespread devastation of infrastructure and large scale displacement. The prolong crisis has resulted in increased population vulnerabilities and poverty. The 2018 Humanitarian Needs Overview (HNO) identified 13.1 million people in need, of whom 5.6 million are in acute need, 6.7 million are women and 5.3 million are children. The lack of access to basic services and continued conflict has created severe humanitarian needs. As a result of the crisis, the work of the Relief International (RI) and other international and national organizations has been predominantly focused on emergency response and lifesaving actions. RI’s response in Syria is coordinated through three hubs (Turkey, Jordan and Syria) and five sectors (Health, Wash, Livelihoods, Child Protection and Agriculture). RI’s response has continued inside Syria for past five years through cross border interventions and through a hub based approach. In 2018, RI has initiated a process of consolidating Syria response under a single Senior Management Team based out of Amman with project implementation teams based in three to four hubs depending on the needs.

Position Summary:

Reporting to the Syria Country Director, the Syria Operations Manager (OM) is responsible for overall strategic and technical oversight of the hub based cross border operations staff (located in Turkey and Syria and in Jordan hubs). Syria OM will work in close coordination with the DCD and hub team leads to ensure necessary guidance and oversight is readily available to the operations departments in relevant hubs and that a uniform system is maintained and constantly improved with on-going efforts. Syria OM will work with RI Global Operations and lead on the finalization of remote management / Syria Supply Chain guidelines and standard operating procedures.

Position Responsibilities and Duties:

• Co-ordination of all Syria program logistics; developing and implementing the Syria support hub procedures and policies for the management of the supply chain, travel and fleet, communication systems / IT, and emergency preparedness. Manage and delegate tasks as well as responsibilities to key international and national logistics staff.

• Ensure that Relief International minimum standards of logistics procedures and country policies are introduced and adhered to throughout the country of operation, briefing, training and supporting all relevant staff as required.

Procurement

• Ensure that RI Global procurement policies and procedures are kept up-to-date. Ensure changes are disseminated in a timely manner and that all appropriate staff are trained and competent. Ensure local, national and international procurement practices are compliant with donor regulations.

• Participate in mobilization efforts and meeting for all new projects and project extensions. Participate in finalizing of Procurement Plans for all grants.

• Centralize the program supply chain by setting up of effective order management systems including pre-approved, preferred suppliers and framework agreements in each hub or for the Middle East and/or inside Syria.

• Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the RI programs, and need for timely delivery.

Warehouse and Stock Management

• Provide support to the warehouse team and make sure systems and reporting is in place to allow effective storage and distribution of transit and Syria stocks.

• Make sure stock management systems are implemented and all key staff know and adhere to policies. Support in monitoring projects stock levels and advice on appropriate stocking and replenishment to meet project demands.

• Oversee the stock management of pharmaceutical drugs are ensure that minimum standards are enforced in the management; inventory and transportation.

• Ensure warehouse and stocks are secure, well managed and documented. Improve on and ensure accuracy of reporting and tracking databases.

• Ensure regular rotation of stocks (particularly medical items) ensuring limited losses due to expiration

• Assist in the preparation of analysis and reports on inventory tracking, movements, etc. Analysis, reporting and follow up of such findings.

• Oversee routine physical stock counts, document discrepancies and report losses to finance

• Ensure receipt and reconciliation is done for all stocks which have been transferred from the Hub to Syria warehousing locations.

Assets

• Ensure a hub based asset registers are maintained; ensure that all office and program assets are logged. For all assets maintain tracking system and ensure all assets are issued with unique RI asset number, ID tag and are tracked.

• Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed of according to RI and/or donor regulations. Ensure annual (or bi-annual) asset checks are completed; damage and losses are reported immediately.

• Ensure donor reports for assets are timely completed and submitted to the Finance/Program and other departments as appropriate. Ensure appropriate and timely disposal of assets as necessary according to donor standards and regulations.

Transport, Travel & Fleet

• Ensure management of vehicle fleets is in line with RI standards; ensure that appropriate allocation and safe use of vehicles is achieved throughout the program and ensure servicing and maintenance schedules are adhered to.

• Ensure transport services are cost efficient and reliable. Ensure the efficient coordination timely delivery of supplies to projects.

• Ensure systems are in place to effectively plan, coordinate and monitor staff travel by road or air (national or international).

Staff Management:

• Proactively develop the skills of RI staff to understand and utilize appropriate tools and services to design and implement quality programming.

• Visit Hub offices on regular bases and work with field staff to identify operational needs and ensure that issues are raised with CD/DCD, Department leads and other staff, as needed, to ensure they are included in new budget development.
• Design and implement capacity-building opportunities to strengthen the capacity of RI Operations staff.
• Provide feedback through regular performance evaluations and ensure staff is held accountable in accordance with the RI Human Resource policies.

Administration & Information Technology (IT):

• Facilities management – All properties including office, warehouse(s) and guest house(s)

• Oversee administration functions such as reception, office consumables, storeroom management, etc.

• Ensure office compliance to global IT policy and procedure, standard equipment and licenses.

Other

• Working with Security, make sure the practical and effective implementation of the country security guidelines are in place for all logistics activities.

• Monitor appropriate sections of the budget(s). Review Budget vs. Actual expenditure reports and give feedback to CD and other key staff as agreed.

• Review monthly Logistics’ reports and give feed-back to all operations staff, Department Managers and other key staff as needed.

• Work in close collaboration with other members of the RI team; sharing information on the assessments and proposed interventions, providing overviews of logistics requirements for the development of project proposals and subsequent projects.

• Liaise with government, UN and other agencies as necessary. Represent RI at Log Cluster and other relevant meetings.

• Comply with all relevant RI policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies.

Qualifications & Requirements:

· Degree or professional certification in Supply Chain Management, Humanitarian Logistics or related field.

· Experience working with at least two of the following donors: USAID, ECHO, BPRM, UN and knowledge of specific donor guidelines.

· At least 5 years international experience managing a large multi-site/hub operations, preferably within an INGO/NGO setup.

· Preferable to have experience working in Syria or cross border and remote management projects.

· Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure.

· Demonstrated excellence in training and capacity-building of specialist and non-specialist staff in Supply Chain Management.

· Strong organizational, interpersonal and communication skills.

· Strong computer competency with word processing, spreadsheets, and databases.

· Strong leadership qualities and willingness to exercise initiative.

· Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.

· Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.

· Fluency in English, both written and spoken. Arabic language skills are highly preferable.

· Willingness to travel to all hub offices and inside Syria (where security allows) to provide technical support.

RI Values:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities. We value:

ü Inclusiveness

ü Transparency and Accountability

ü Agility and Innovation

ü Collaboration

ü Sustainability