Operations Manager

Job Description

Job Title: Operations Manager

Reports to: Executive Director

Job Location: Mogadishu, with frequent travel to program locations in Lower Shabelle as necessary

Direct reports from: Finance, Logistics, HR and other Officers

Contract Details: 1 year contract with renewable depending on funding availability

governmental organization dedicated to responding to humanitarian emergences through provision of

life-saving support mechanisms in partnership with national and international role players, promoting

peace and stability, advocate against all kinds of violence, initiate long term and short-term

development projects. SHACDO prioritizes to identify the most appropriate targets for their projects

where the poorest communities are suffering most.

Job Summary:

Under the Executive Director’s guidance, the operational manager leads SHACDO’s office support

functions, encompassing Administration, Finance, HR, IT, logistics, M&E, and security. He/She is

responsible for developing and managing these areas to meet program needs efficiently and

effectively, ensuring optimal use of SHACDO’s resources.

Main Duties & Logistics

Responsibilities:

· Oversee the management of the logistics functions and ensure that SHACDO gets value for money

for procurement of all goods and services, that procurement procedure adhere to SHACDO and

donor guidelines.

· Give appropriate leadership and coordination support to ensure timely procurement of supplies,

services and works for the programme.

· Identify and address potential risk related to programme implementation by working towards

minimizing and/or eliminating such risks in our areas of operations.

· Ensure that monthly logistics reports are compiled and shared with the Executive Director in a timely manner.

· Ensure the logistics office in collaboration with Procurement Committee (PC), maintains an updated

preferred suppliers list with the aim of increasing efficiency of the procurement processes and reducing operational cost.

· Ensure the logistics office performs regular collection of prices of frequently needed goods and

services and that the price index gets frequently updates.

· Work with the Logistics Officer and programme team to develop annual procurement plans and

ensure that these plans are maintained, adhered to and regularly updated.

· Support the logs department to ensure maintaining accurate and up-to-date asset register and

inventory list.

· Ensure the maintenance of proper records of disposal of assets (lost, damaged, sold, donated,

stolen, or other)

· Ensure logs filing system is properly established, all soft copies and hard copies of procurement

files are accessible and safety kept.

· Ensure Supplies Request Tracker for the programme is maintained, updated and shared with

relevant staff on weekly basis.

· Ensure all SHACDO staff are trained and familiar with logistics systems and processes.

Finance

· Ensure that all spending is in line with SHACDO and partner’s financial procedures and donor requirements.

· In collaboration with the programme budget holders, ensure that cash forecast are submitted on time for prompt transfers of program funds.

· Develop accurate transport, IT and administration budgets for inclusion in SHACDO’s annual budget processes and donor proposals

· Assist the finance office to properly manage transport, IT and administration budgets and

expenditures of all SHACDO offices.

· Assist on the completion and submission of monthly staff time sheets to finance.

· Ensure that systems support aspect of year-end processes are coordinated and completed. These include DIK, stock count if any, asset verification, lease schedule, etc.

· In coordination with relevant staff, ensure that audit findings relating to SHACDO office operations are addressed promptly.

Human Resource (HR)

· Under the guidance of the Executive Director give technical support to the HR office to provide HR support to all SHACDO staff.

· Together with the HR office assist the Executive Director with the planning and identification of staffing needs of the programme as well as staff recruitment process.

· Be the custodianship of the SHACDO HR policy and procedures and ensure that all staff is familiar with HR policy and comply with the policy.

· Ensure the HR maintains the management of staff time sheet and the timely communication and follow up with staff on retrieval of the signed time sheets.

· Review job descriptions, advertising vacant positions, and support HR Office in the recruitment process.

· Ensure that the Performance Management of SHACDO staff is done in a timely manner.

· Advise on and monitor the implementation of SHACDO’s HR policy and procedures, and engage with the HR Officer on any issues of concern or interest.

· Ensure SHACDO staff records are up to date, and regular staffing updates are provided to the Executive Director, advising on replacement needs, extensions, terminations, holidays, etc.

· Ensure induction of all new staff takes place upon joining the organization.

Administration

· Ensure that office facilities are well maintained and meet standards for safety

· Ensure arrangements are made for programme meetings, workshops as & when required.

· Ensure office utilities’ contracts are drawn up and entered on timely basis.

· Ensure all contracts (lease for premises, utilities, vehicle hire, etc.) are properly managed.

· Ensure compliance with rules and regulations of the authorities (registration, tax, labour law, and other permits).

· Promote an attractive working environment based on prioritizing staff wellbeing, equality, caring attitudes, and integrity where staff feel safe, valued and respected.

· Ensure documents such as manuals, communications with the government, government directives, etc.) are translated either in Somali or English.

Safety & Security

· Act as SHACDO Security Focal Point and in conjunction with the Security Focal Group (SFG), monitor the security situation of the programme areas regularly and report accordingly.

· Keep staff updated on security issues and give advices where and when needed

· Ensure Standard Operation Procedures (SOP’s) for SHACDO are reviewed, updated and adhered to by all staff.

· Participate in security coordination meetings as the SHACDO Security Focal Point (SFP).

· Follow up on incident reporting (safety & security incidents) of SHACDO operational area and compile reports and share or submit to the Executive Director and/Programme Director.

Responding to Emergencies

· Participate and contribute towards SHACDO’s Emergency response as and when necessary

· Comply with SHACDO’s health, safety and security guidelines during emergencies

Code of Conduct and Associated Policies

· Adhere to the standards of conduct outlined in the Code of Conducted and Associated Policies.

· Support and promote the standards outlined in the Code of Conduct and Associated Policies.

Accountability

In line with SHACDO’s commitments under the Core Humanitarian Standard (CHS):

· Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);

· Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible and that feedback and complaints are welcomed and addressed;

· Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities

Skills and Qualifications
· A degree in Logistics, Procurement, Supply Chain Management, Business Administration, HRM or any

other relevant field.

· Relevant professional certification in operations, supply chain management, business administration,

HRM or relevant field and security training

· At least three years’ of experience with similar operation works.

· Experience in security management systems and approaches for International NGOs.

· Experience in people management and development including coaching & mentoring

· Excellent interpersonal, communication, planning, networking & negotiation skills

· Proficiency in computer applications especially in Ms Excel, spread sheets and Ms Word

· Ability to plan and organize work, cope with pressure and prioritize competing demands on time.

· Fluent in both spoken and written English and Somali languages.

How to apply
How to Apply

Interested candidates, who meet the above requirements, should submit their applications (cover letter

and update Interested and qualified candidates, who meet the above requirements, should submit their

applications (cover letter and updated CVs, please combine into a single PDF document) by both email

addresses hr@shacdo.org & info@shacdo.org with the subject line “Operations Manager” not later

than 2nd August 2024. Only shortlisted candidates will be contacted for interview.

Female candidates are strongly encouraged to apply.

Code of Conduct and its

SHACDO has an organisational Code of Conduct (CoC). This has been developed to ensure the maximum

Associated Policies

protection of programme participants from exploitation, and to clarify the responsibilities of SHACDO

staff, consultants, visitors to the programme and the standards of behaviour expected of them. In this

context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in

the day-to-day conduct in their workplace in accordance with SHACDO’s core values and mission. Any

candidate offered a job with SHACDO will be expected to sign the Staff Code of Conduct as an appendix

to their contract of employment. By signing the Code of Conduct, candidates acknowledge that they have

understood the content of SHACDO Code of Conduct and agree to conduct themselves in accordance with

the provisions of the policy.