Jul 14, 2017

South Sudan: Operations Manager

NGO/UN Job Vacancy



Organization: Carter Center
Country: South Sudan
Closing date: 31 Oct 2017

This position, under the direct supervision of the Senior Operations Manager, includes - but is not limited to - the following responsibilities: Work with the SSGWEP Director, with The Carter Center Country Representative (CR), and Deputy Country Representative (DCR) under direct supervision by the Senior Operations Manager (SOM) to South Sudan, as well as with Ministry of Health (MOH) authorities to perform, as appropriate, the duties listed below.

  1. Assist the CR, DCR and SOM to supervise and monitor the financial, transportation, procurement, and operational management of The Carter Center-supported programs by providing direct, day-to-day management and oversight of the aforementioned areas.

  2. Ensure a safe, respectful, efficient, effective, and clean work place while building a sense of team by giving all staff the opportunity to grow professionally and utilize their skills and experience.

  3. Though overall supervision is provided by the Finance Manager based in Juba, ensure supply hub financial operations conform to TCC financial policies. Specific duties will include the following:

a. Serve as primary approving officer for supply-hub operational budget;

b. Ensure field operational budgets reach recipients in a timely fashion;

c. Verify petty cash fund daily;

d. Perform checks on QuickBooks of accounting entries for accuracy and clarity as directed by the Finance Manager;

e. Serve as a direct supervisor of the field accountant; and

f. Ensure separation of duties is maintained.

  1. Serve as the procurement officer for the supply hub, ensuring that all purchases for the organization are done transparently and fully in-line with established procurement guidelines at all times.

  2. Though overall supervision is provided by the Transport Manager based in Juba, directly supervise transport department as follows:

a. Coordinate vehicle movement;

b. Coordinate Transport Officer movement;

c. Ensure the Transport Officers efficiently and safely organize the garage/workshop and effectively utilize spare parts and tools;

d. Oversee record keeping modalities including performing weekly checks on vehicle repair logs, job cards and other forms;

e. Ensure drivers and transport officers adhere to all The Carter Center policies at all times;

f. Ensure accurate spare parts inventory is kept at all times; and

g. Assist Transport Manager in procurement planning on an annual basis.

  1. Supervise supply chain operations and The Carter Center logistics officers (logistician and compound manager) to ensure appropriate discharge of duties and execution of their performance and that of their subordinate staff. Specific duties will include the following:

a. Assist staff in daily planning and execution of activities;

b. Serve as primary approving officer for sub-office supply requests;

c. Ensure sub-office supply requests follow proper protocol;

d. Track non-available items and submit weekly request, if necessary, to Juba office;

e. Coordinate all incoming and outgoing shipments while always prioritizing field technical needs;

f. Track shipments in process; and

g. Investigate and report on any discrepancies between waybills and received items.

  1. Verify that The Carter Center assets, materials, supplies and financial resources are being used in an honest and transparent fashion. Ensure The Carter Center-supported programs maintain accurate inventories of all physical resources through the following:

a. Ensure stock delivered to supply hub is verified upon delivery;

b. On a weekly basis, ensure through physical checks stock cards and inventories are up to date and weekly inventory is submitted by staff to Juba. Any discrepancies between stock cards/inventories/waybills and physical counts must be reported weekly to the Senior Operations Manager;

c. Ensure inventories accurately reflect all compound and transport workshop tools and equipment;

d. Ensure system of internal asset control including a properly documented way bill system;

e. Verify inventories on a weekly basis and ensure inventories are disseminated in a timely fashion to Juba and sub-offices; and

f. Along with the relevant field program manager, maintain effective asset controls and tracking for all sub-offices in the area-of-responsibility.

  1. Assist the SOM to develop annual shipping plans for supplying all sub-offices in the area-of-responsibility with all needed resources on an annual basis.

  2. Assist the SOM in forecasting and procurement planning on an annual basis.

  3. Report the following to the Senior Operations Manager on a monthly basis:

a. Activities and findings including status of ongoing shipments, discrepancies between sent/received items and result of weekly inventory checks;

b. All required transport reports as directed by the Transport Manager;

c. Challenges and Actions Taken in Response; and

d. Recommendations for The Carter Center Operations Department at the sub-office, supply hub and national level. Recommendations and findings must include finance, transportation, procurement and administrative topics.

Other duties as required and/or assigned.

Qualifications:

Minimum –

a) Two years of progressive experience in logistics management

b) At least two years supervisory experience

c) Fluency in English

d) Able to work calmly under pressure, meet deadlines, maintain confidentiality of information, and foster teamwork

e) Demonstrated ability to use basic logistics management tools


How to apply:

To apply, please send CV and cover letter to guineaworm.recruitment@cartercenter.org . Subject line must include: Application Operations Manager Position. All documents must be in Microsoft word or PDF format. In the body of the e-mail, please indicate where you saw the job posting.

Only finalists will be contacted.