Somalia: Country Operations Manager – Somalia

Job Title: Country Operations Manager – Somalia

Location: Mogadishu – with frequent travels to RI Operation areas in Somalia

Reports To: Country Director

About RI: Relief International (RI) is a leading global change organization and home to teams of humanitarian activist-professionals committed to transforming adversity into renewal for the world’s most vulnerable populations. By partnering with beneficiaries and communities on the front-lines, RI innovatively bridges the gap between immediate relief and long-term community development

Position Summary:

T he Country Operations Manager is an integral member of the country management team whose main task is to ensure that RI is able to deliver its programs in the most efficient and timely way. The Operations Manager is responsible for the day to day administration of all RI operations. He supports the Programme Directors by taking care of operational support duties. The position holder shall foster a culture of accountability and ensures that organizational resources are used in the most cost-effective manner. This position requires a high degree of confidentiality in dealing with personnel and finance matters. He must be friendly, courteous and have a professional approach towards all operations and supervises the operations team

Essential Duties and Responsibilities:

Compliance

  • Planning and budgeting for day to day operational effectiveness in conjunction with the relevant project managers/directors
  • Management of operations cost, ensuring that all payments and accountabilities meet the required standards.
  • Procurement of office/G/H, vehicles, tenders, and other supplies for the facilities in line with set procurement procedures.
  • Inventory management for all facility assets
  • Motor vehicle scheduling and management
  • Supervision and management of operation staff
  • Responsibility for guest management and Guest House, overseeing the activities and maintenance of the guest house
  • Supervision and evaluation of service providers’ performance
  • Works with the maintenance technicians in ensuring good care of all buildings and facilities at the project.
  • Ensure that RI Somalia Procurement follows policies and procedures that are in compliance with the RI Procurement Manual and funding source policies, procedures and requirements.
  • Understand and implement donor requirements related to procurement and logistics
  • Ensure that RI Somalia procurement and related policies and procedures are up-to-date and disseminated in a timely manner and that all appropriate staff is trained and competent.
  • Update and contextualize the RI Somalia standards for assets/equipment to be purchased, as required.
  • Oversee the stock management of pharmaceutical drugs and ensure that standards are enforced in the management, inventory and transportation of drugs.
  • Monitor appropriate sections of the operational budget(s). Review Budget vs. Actual expenditure reports and give feedback to Country Director, Program Directors and other key staff as agreed.
  • Review monthly Operations’ reports and give feedback to all operations staff, Department Managers and other key staff as needed.
  • Participate in finalizing of Procurement Plans for all grants.
  • Participate in mobilization for all new projects and project extensions.
  • Ensure donor reports for assets are timely completed and submitted to the Finance/Program and other departments as appropriate.
  • Conduct timely rollout of appropriate RI initiatives and updates.
  • Maintain current knowledge of and ensure compliance with local government regulations

The Operational Manager will also be the Security Focal Point for Somalia and supports the Operations Officers through the following key tasks:

Information Collection

  • Stay well-informed with political, security developments in Somalia
  • Monitor security management and humanitarian-related research and publications.
  • Travel to other field as needed—sometimes to remote and/or high-risk areas.

Information Management & Coordination

  • Collect and circulate pertinent security information through other stakeholders (UN, NSP, Governments Forum security teams and other modes of communication.
  • Collect and manage security information for all RI offices, including contact information and office/residence locations.
  • Organize and create RI Security Forum and circulate regular Security Updates
  • Direct Security Information Analyst with the overall revision and management of various security products at the Country and state levels, including security phone tree, assembly point system, FAQ documents, and incident database.
  • Develop and standardize “good practice” checklists for priority threats and share with relevant security resources.
  • Assist coordinating RI access to NSP Security trainings.

Communication

  • Facilitate RI Security Meetings, briefings, task force meetings, or workshops as often as necessary and ensure information is disseminated to relevant stakeholders.
  • Help to ensure that all new staff and internationals are conversant with relevant security protocols and take security issues seriously.
  • Represent the RI Forum at meetings with NSP and other external stakeholders and advocate RI security challenges and needs.

Program Quality and Management

  • Provide constant security assistance to other operations staff.
  • Support improved analysis of the overall security context.
  • Regularly update RI staff numbers and areas of operation and staff movement and
  • Support the development of security briefing papers / tools, inductions checklist, emergency contact details and sharing of information on common security concerns as required.

Partnership

  • Ensure effective collaboration between the RI, government, donors, INGOs, and other stakeholders on security-related issues.
  • Develop and maintain productive relationships with key individuals in relevant government ministries and security organs, international and national NGOs, UN Missions, donors, and other relevant individuals (private security companies)
  • Engage with RI global-level Security Coordinators/Directors, NGO security consortia and other security coordination mechanisms for information sharing and best practice approaches.

Training & Outreach

  • Proactively develop the skills of RI staff to understand and utilize appropriate tools and services to design and implement quality programming.
  • Work with field staff to identify operational needs and ensure that issues are raised with CD, Program Director, Department leads and other staff, as needed, to ensure they are included in new budget development.
  • Design and implement capacity-building program to strengthen the capacity of RI Somalia and field-based Supply Chain staff.
  • Assist Operations team in working with program staff towards establishing all operational plans.
  • Travel, depending on security situation, to provide operational support to field offices and sub-offices
  • Conduct RI Somalia operational workshops regularly/depending on the program needs.

Staff Management

  • Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff.
  • Identify staffing and/or skill gaps and see that these gaps/needs are filled;
  • Support the recruitment of all operational staff and provide day-to-day supervision of department.
  • Provide feedback through regular performance evaluations and ensure staffs are held accountable in accordance with the RI Somalia HR policies

Additional Responsibilities

  • Responsible for the successful roll-out and maintenance of various tracking logs for RI Somalia.
  • Ensure clear delineation of roles for procurement.
  • Ensure the update of the pre-selected suppliers list.
  • Ensure transport services are cost efficient and reliable.
  • Ensure warehouse and stocks are secure, well managed and documented.
  • Ensure assets and property are effectively managed, asset list is updated regularly and assets are disposed of according to RI and/or donor regulations.
  • Participate in Logistics Cluster meetings and other coordination as appropriate.

Requirements and Key Competencies:

This position demands a dynamic individual with demonstrated ability to achieve results in a demanding and fast-paced environment;

Corporate Competencies

  • Demonstrates integrity by modeling the RI’s values and ethical standards
  • Promotes the vision, mission, and strategic goals of RI
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Treats all people fairly without favoritism

Functional Competencies

Technical Support

  • Technical knowledge and expertise regarding electoral processes is indispensable; Planning and management:
  • Demonstrate proven capacity for planning and organizing the work of the Project Management Unit

Communication

  • Ability to write clearly and concisely, with excellent oral communication skills Teamwork:
  • Ability to establish and maintain good working relations with colleagues in multi-cultural Environment

We would like to share Relief International’s Values with you:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence.

We affirmatively engage the most vulnerable communities. We value:

  • Inclusiveness
  • Transparency and Accountability
  • Agility and Innovation
  • Collaboration
  • Sustainability

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