JOB DESCRIPTION. Country Director (with technical assistance from Regional Logistics Manager in KLA)

Transcription

1 JOB DESCRIPTION Jb Title: Department: Reprts T: Operatins Crdinatr Operatins Cuntry Directr (with technical assistance frm Reginal Lgistics Manager in KLA) Direct Reprts: Lgistics Manager and HR and Admin Manager Indirect Reprts: Lgistics Officers, Lgistic Assistants, HR Officer, HR Administratr, Drivers, Cleaners, Guards. Organisatinal Backgrund: Malaria Cnsrtium is ne f the wrld's leading nn-prfit rganisatins dedicated t the cmprehensive cntrl f malaria and ther cmmunicable diseases in Africa and Sutheast Asia. Malaria Cnsrtium wrks with cmmunities, gvernment and nn-gvernment agencies, academic institutins, and lcal and internatinal rganisatins, t ensure gd evidence supprts delivery f effective services, prviding technical supprt fr mnitring and evaluatin f prgrammes and activities fr evidence-based decisin-making and strategic planning. The rganisatin wrks t imprve nt nly the health f the individual, but als the capacity f natinal health systems, which helps relieve pverty and supprt imprved ecnmic prsperity. Cuntry and Prject Backgrund: In additin t ur malaria cntrl wrk ur five cre prgrammes in Suth Sudan are; the prvisin f cmmunity level treatment fr childhd diseases fr diarrhea, pneumnia and malaria thrugh integrated Cmmunity Case Management (iccm); nutritin fr under fives including emergency nutritin and SMART surveys; Health Systems Strengthening including HMIS and IECHC training at Cunty Health Department level; LLIN cntinuus distributin pilt study and the recently cncluded peratinal research and supprt fr mass drug administratin n Neglected Trpical Diseases. We als wrk with the MH n plicy and guideline develpment. We have an ffice in Juba and a large sub ffice in Aweil, Nrthern Bar el Ghazel. Additinal prject fficer clsed earlier this year in Upper Nile and Unity States. We have additinal prgrams in Central Equitria that are run ut frm the Juba ffice with frequent travel t Yei. Currently the Suth Sudan ffice runs nine grants with apprximately 100 staff and has a prjected incme f 2m fr the 2011/12 financial year. Jb Purpse: The Operatins Crdinatr (Ops C) will manage and crdinate the Lgistics and Human Resurces and Admin departments acrss Suth Sudan. The Ops C will be respnsible fr security and general crdinatin f peratins functins f Malaria Cnsrtium Suth Sudan and ensure efficient and timely peratinal supprt is prvided t the Prgram staff t implement quality prgrams. The Ops C is als respnsible t ensure crrect recrds are maintained t allw Finance Department t prcess payments t time and all auditable dcumentatin is in line with dnr requirements, specific t each grant. Last updated18/09/2012 1

2 The Ops C is a member f the Cuntry Management Team (CMT); he/she will wrk clsely with the ther members f the CMT t achieve the prgramme s bjectives. Ops C reprts t the Cuntry Directr and will cver fr the CD and take n CD respnsibilities in CD s absence. This psitin will be based in Juba with regular travel within Suth Sudan as required. Key Accuntabilities: Leadership Implement standard Malaria Cnsrtium Lgistics, HR and Security Plicies within Malaria Cnsrtium. Identify areas f imprvement in the rganisatin f lgistics, and wrk with the CMT and lcal lgistics teams t realise them. Security Managing the security f the rganisatin s staff and assets in accrdance with the rganisatin s Security Plicy including ensuring TAF prcess, cmmunicatins prtcls and field mvement SOPs are fllwed by all staff at all levels. Specific tasks related t security: Develp, review and implement security guidelines, plans and prcedures in the cuntry at all field sites including: Update site specific security guidelines fr each site each mnth and submitting t CD fr apprval; Bi annual review f cntingency and evacuatin plans and Juba and field level; Organisatinal security fcal pint in the cuntry (may be delegated t Lgistics Manager dependent f security situatin and agreement with CD); Share relevant sectins f UN daily sitreps with field teams; Fcal pint fr cntextual understanding demanding linking in with natinal and state netwrks t gain infrmatin; Analysis and selectively share security infrmatin, prviding relevant details t CD and flagging new r changes in risk levels and suggest needed actins t activity plans; Anticipate future directins and identify trends; Ensure all staff have adequate training, understanding and equipment t fulfil their bligatins safely. Tasks will including: ensuring Lgistics Manager is giving adequate training t drivers / cars fitted with necessary tls / first aid kits; all relevant staff can use HF /VHF radis if needed. Ensure security incidents are addressed and reprted apprpriately and mitigatin measures are discussed fr future. As a member f the Senir Management Team play an active rle in ensuring that security guidelines are implemented and fllwed up. Lgistics (thrugh supervisin f Lgistics Manager) Prvide managerial versight and guidance t the Lgistics functin and supprt the Lgistics Manager in the implementatin f systems and prcedures. Lgs Manager is respnsible fr: Last updated18/09/2012 2

3 Prcurement: ensure an efficient and transparent prcurement system is in place and adhered t in line with Malaria Cnsrtium guidelines and prcedures Natinal in cuntry Internatinal (thrugh Internatinal Prcurement Agency) Respnsible fr signing ff n purchase requests and ensuring recrds are crrect Fleet management Warehuse management Base Management: ensure running f rganisatin s premises (ffices and accmmdatins) and assets in the cuntry Thrugh external cntractr, prvide an effective and efficient IT service t the rganisatin ensuring that IT systems and staff cmputers are functining efficiently Human Resurces (thrugh supervisin f HR and Admin Manager) Prvide managerial versight f the Human Resurce functin fr natinal staff including ensuring: Natinal staff all have JD and valid cntracts Natinal staff all have ID cards Natinal / Internatinal Travel Authrisatin Frms are acted n / internal flights are bked Internatinal staff have valid visa and wrk permits Internatinal staff R&R / AL travel plans have submitted and are acted n Organisatinal registratin with gvernment bdies Perfrmance management (bjective setting and appraisals) are carried ut. Supprt the department t ensure sund systems, plicies and prcedures are frmulated and implemented Financial Management Respnsible fr the peratins / running csts budget fr Juba including huse and ffice Ensuring crrect and cmplete dcumentatin is passed t Finance Department. Reprting Establish and ensure delivery f weekly reprts frm field sites (frm AC t Ops C) Prduce a mnthly reprt (based n cmplied weekly reprts) t the CD, t frm the base fr CD reprt t Reginal Office. Ensure mnthly update prvided t CD n visa / wrk permit status f all internatinal staff Ensure mnthly lgistics reprts are cmpleted including updated PRF table is circulated, updated IPA table, fuel cnsumptin reprts General Crdinatin Maintain regular cntact with field ffices t ensure issues and cncerns are identified and reslved with pre emptive attitude Weekly staff meeting with Ops team Ensure that field sites are visited at least quarterly Last updated18/09/2012 3

4 Ensure Lgistics / HR clsely liaise with Finance Department t ensure that crssver prcedures and tasks (asset management, prcurement, pay rll, benefit payments) are carried ut apprpriately and in line with Malaria Cnsrtium plicies and that finance transactins are prcessed in an accurate and timely manner Maintain netwrk with ther agencies and partners Supprt Cuntry Directr as required PERSON SPECIFICATION Qualificatins and Experience: Essential: At least five years peratinal experience; At least tw years managing large teams f natinal and internatinal staff in a develping cuntry; Degree in peratins related discipline Experience with internatinal NGO, with fcus n lgistics and security management; Experience and knwledge f NGO HR prcedures including recruitment, perfrmance management, writing cntracts and jb descriptins; Experience f wrking in insecure lcatins / humanitarian envirnment; Desirable: Experience f wrking in The Sudan s (Nrth / Suth) Knwledge f prject management and prject cycles Additinal prfessinal qualificatins Wrk Based Skills and Cmpetencies: Essential: Leadership Understanding f prcurement prcedures and can demnstrate examples f putting these prcedures int practice. Financial, budgetary and excel skills. Prficient in Micrsft systems and packages (Windws, Office, Outlk). Organisatinal and persnal time management skills. Can demnstrate ability t priritize. Ability t cmmunicate, negtiate and influence peple frm different back grunds and prfessins and thse at different levels; Gvernment, military, Internatinal partners (UN, NGOs, CBOs, dnrs) frm senir fficials and cmmunity members. Analytical skills: ability t understand, analyse, summarise and share infrmatin, re packaging infrmatin fr different audiences. Flexible and able t adapt t a quickly changing envirnment by applying knwledge and experience t slve unfreseen and unexpected prblems. Desirable: Psitive attitude Energetic and interested Last updated18/09/2012 4

5 OTHER KEY INFORMATION Length f cntract Lcatin Travel invlved Other 12 mnths Juba Yes, t field sites acrss Suth Sudan An independent en suit accmmdatin unit with kitchenette is prvided in Juba within the MC Guest Huse cmpund. Huse is in walking distance frm ffice. Last updated18/09/2012 5