Job Title: Operations Manager – Logistics and Systems

Reports to: Area Coordinator

Terms: Fixed Term (6 months with possibility of extension), Full Time, Unaccompanied

Location: El Geneina, West Darfur, Sudan

Salary: Grade 3 (€41,108 – €45,676)

Requirements:

Travel to Concern’s areas of operations in West and Central Darfur. Possible support visits to West and South Kordofan as access allows.

About Concern:

Established in 1968, Concern is a non-profit, non-governmental humanitarian organisation, dedicated to the reduction of suffering and the ultimate elimination of extreme poverty in the world’s poorest countries. Concern’s vision, our mission and our work are all defined by one goal – ending extreme poverty, whatever it takes. Concern strives for a world free from poverty, fear and oppression.

Our culture is values driven and we believe that our people are central to all that we do and are key to delivering on our goal of Reaching the Furthest Behind First. We are committed to ensuring a workplace where everybody feels valued and are enabled to succeed in their work and contribute to delivering on our mission.

Role Purpose:

The Operations Manager will be responsible for providing management, direction and oversight of the logistical, administrative, ICT and HR support to Concern’s emergency and development programmes in Western Sudan, in collaboration with the national logistics coordinator, focusing on the implementation of operations and capacity building of staff in the areas of operation. He/she will also be involved in other operational tasks related to Admin, ICT & HR, including security management.

Responsibilities:

Supply management

• Support programmes in the preparation, monitoring and updating of procurement plans.
• Support the logistics coordinator in tracking project orders to areas of operation, including inter-zonal tracking via the procurement tracking tool.
• Support the execution of procurement procedures in a cost and time effective manner in line with Concern policies and guidance.
• Carry out regular spot checks and assessments of procurement documentation and processes across all Concern bases to ensure compliance with Concern and donor procedures.
• Ensure the preparation of tenders and framework contracts.
• Supporting and implementing Concern’s involvement in logistics pooling efforts at national level.
• Ensure that the supplier database is regularly updated.
• Support logistics coordination in developing a database of prices for logistics services and supplies, and in monitoring market prices in general.
• Maintain the Asset Register for all Darfur locations.
• Organise supplier evaluations where necessary
• Participate as a member in purchasing committee and/or tender meetings.

Warehouse Management

• Provide warehouse management support to Concern bases in accordance with Concern guidelines.
• Support effective stock management and ensure availability of stock management data and stock records.
• Support stock security through the implementation of effective controls.
• Ensure warehouse documentation is correctly understood and used.
• Ensure preparation and review of monthly warehouse report in a timely manner
• Support capacity building of warehouse management staff and processes.
• Participate in stock counts, document and report any stock discrepancies to support investigation and resolution of any potential issues.
• Manage the stock disposal/transfer process at the end of each project.

Transport

• Ensure that the demands and maintenance of the motor fleet are properly documented.
• Ensure the effective management of transport fleet to ensure needs of the programme are met.
• Monitor and review log sheet tracking to ensure accurate monthly reports are submitted on time.
• Ensure rental contracts are maintained and monitored in a timely manner. Ensure Service providers invoices are processed quickly and are fully compliant with financial process.
• Monitor the maintenance of Concern & Hire vehicles carried out by external service providers and Concern mechanics.
• Create a database of parts used by Concern Sudan. Study maintenance and repairs in order to improve monitoring and efficiency.
• Assist the Operations Director in collecting data for carbon footprint audits.
• Manage the usage, service & maintenance of generators and monitor fuel usage and working hours
• Roll out DirtTrack online vehicle usage system in Darfur

ICT

• Supervise the work of the ICT officer and ensure that policy and procedures are followed.
• Work with ICT and HR to ensure that all staff get good training on the usage and care of ICT equipment.
• Manage the maintenance & service of ICT equipment by service provider.
• Ensure that oversight of Internet security is regularly reviewed and updated

Emergency response

• Supporting the implementation of logistics activities for Concern’s PEER Plan in Sudan (contingency stocks, framework contracts)
• Participate in the preparation of emergency project budgets and procurement plans.
• Prepare distribution activity plans in collaboration with the programme departments.
• Contribute to the timely dispatch and receipt of goods, as required.
• Ensure that documentation relating to reconciliation at the end of distribution is understood and used.

Communication and training:

• Ensuring regular maintenance of communications equipment in collaboration with the Operations Director and IT Manager.
• Organise training for staff on the use of communications equipment & communications protocols.
• Help on-board new staff.
• Contribute to the development of staff training and appraisal.
• Build the capacity of field teams on systems, e.g. Logistics, procurement, transport, ICT etc
• Ensure logistical representation at meetings

Accountability

• In line with Concern’s commitments under the Core Humanitarian Standards (CHS):
• Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, monitoring and evaluation).
• Work with relevant colleagues to ensure that the Complaints Response Mechanism (CRM) is functional and accessible, and that feedback and complaints are welcomed and addressed.

Other

• Provide support at base and sub-base level to the human resources and administrative departments according to identified needs.
• Provide specific technical support to the South and West Kordofan area managers in the management of the bases.
• Assist the Operations Director and the Log Co with asset verification.
• Support the Operations Director in any asset disposal plans
• Undertake other related duties as reasonably required by the line manager.
• Assist the Operations Director in verifying the implementation of safeguarding in the employment cycle.

Managers

• All managers are expected to uphold and promote Concern’s values, demonstrate leadership on equality, diversity and inclusion in the workplace and model a positive safeguarding ethos.
• All managers are expected to take an active part in any emergency response should it be required.

Role Holder Requirements:

Essential

• Bachelor’s degree in the relevant field (logistics, supply chain management, business administration, etc.).
• Technical skills in at least two of the following areas: vehicle mechanics and fleet management, energy and electricity, ICT, supply management, VHF/HF communications, construction, distribution, purchasing and tendering, stock management.
• Professional experience in a similar context
• Emergency operations experience in logistics and supply chain management
• Experience in the humanitarian field within an international NGO
• Security awareness or experience of living in an insecure environment
• Fluency in written and spoken English
• Ability to organise and prioritise workload, and ability to show initiative where appropriate.

Desirable

• Ability to work as part of a multicultural and multidisciplinary team
• Ability to manage stress and work under pressure
• Flexibility, adaptability, good sense of humour and patience
• Willingness to live in basic conditions and to travel to remote work sites.
• Attention to detail

How to Apply:

To apply: CVs should be submitted through our website at https://jobs.concern.net by the closing date.

Please note that Concern Worldwide does not provide Visa sponsorship.

Due to the urgency of this position, applications will be shortlisted on a regular basis and we may offer posts before the closing date.

If you have any concerns about our recruitment process and need particular assistance – for example if you have a visual impairment or are neurodivergent – please let us know and we will do our best to accommodate you.