Operations Manager Full Time NEW

Organisation Background

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental organisation that supports humanitarian aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training.

INSO provides daily support to more than 1200 NGOs operating in 22 of the world’s most insecure countries. INSO is headquartered in The Hague, Netherlands- the international city of peace and justice.

INSO Sudan

The INSO addresses the insecure operating environment all NGOs face in the country. Based in Port Sudan, this programme will support NGOs providing much-needed humanitarian assistance amid a complex safety and access environment. The team will harness data and insights to provide timely analysis and coordination services to assist humanitarians navigating significant risks to staff and beneficiaries. As part of the INSO Sudan team, you will be playing an active and impactful role in assisting the delivery of aid to people in significant need.

Job Summary

As the Operations Manager, you will report directly to the Country Director. You will oversee all operational functions, ensuring compliance with organizational and donor regulations. You will manage logistics, procurement and security protocols. Your role is crucial in maintaining the operational integrity and efficiency of the Sudan mission.

Main Duties and Responsibilities:

Legal and Compliance

• Ensure all necessary legal and regulatory documents are filed in a timely manner on behalf of INSO with the relevant national authorities to maintain INSO’s formal in-country registration.
• Upload copies of all registration documents and certificates on SharePoint.
• Create a tracker for renewal of all INSO registration documents.
• Develop and oversee control systems to prevent or deal with violations of legal guidelines and internal policies, evaluating the efficiency of controls and improving them continuously, suggesting revisions to procedures, reports etc. periodically to identify hidden risks or non-conformity issues
• Obtain visas, work permits, and residencies as required on behalf of INSO staff.
• Coordinate with HQ on all deployment/visits of international staff (flights, visa, accommodation).
• In collaboration with HR Manager, continue to improve the duty of care for staff.
• Ensure adherence to safeguarding policies and complete the mandatory Code of Conduct training, in line with INSO’s values and commitment to its mission.
• Ensure that timesheet management and administrative tasks are compliant with Staff Regulations.
• Monitor compliance with local statutory reporting requirements.
• Maintain a register of in-country professional advisors.
• Lead audits follow up and implement recommendations in all areas of operations.

Facilities and Asset Management

• Manage the entire scope of facilities management tasks for the INSO country office, ensuring the effective provision of function and support services
• Prepare and maintain all the country office’s leases and contracts with suppliers (offices, utilities, vehicles, security etc.).
• Equip and maintain all staff facilities and vehicles to the required standard.
• Establish and regularly maintain a central asset register for the country office and ensure full implementation of and compliance with all asset management regulations.
• Functions as overall Office Manger ensuring smoothing functioning of offices in terms of services, supplies and consumables.

Procurement and Logistics

• Officer in-charge, implementor and custodian of SOP2 in Country Office.
• Enforce compliance with all Procurement and Logistics regulations applicable for INSO and its donors in the country office and ensure all staff are aware of their roles and responsibilities with regards to procurement.
• Oversee full implementation of procurement processes as outlined in INSO’s internal regulations and operating procedures.
• Enforce all controls to prevent fraud and corruption.
• Maintain up to date and accurate procurement files in full compliance with INSO policy.
• Manage and maintain contractual agreements and relationships with vendors/contractors and all service providers.
• Carry out regular local market surveys for goods and services and ensure the Supplier/Vendor List and other databases are kept up-to date.
• Create supplier database from a pre-qualification process via public tender invitations to bid process.
• Carryout supplier checks and vets them against anti-terror or sanction lists.
• Manage and implement INSO fleet guidelines policy.
• Contribute to donor reporting in asset management/logistics/procurement.
• Create and manage a procurement tracker to be sent to all CO department heads and requestors.

Safety and Security

• Serve as the primary focal point of contact for the Global Risk & Safety Manager regarding the progress, tracking and reporting of security audit findings and recommendations. The CD is responsible for ensuring implementation.
• In coordination with the Global Safety & Risk Manager, meet deadlines for updates of the Country Security Management Plan (CSMP) and Security Risk Assessment (SRA) and uploaded on SharePoint accordingly.
• In conjunction with safety advisor ensure appropriate steps are taken towards safeguarding INSO facilities, vehicles, and assets in accordance with INSO’s safety and security policies and regulations.
• Responsible for ensuring that drivers and guards are briefed on country safety and security protocols
• As part of their onboarding, ensure new staff/consultants/visitors are oriented and trained on the Country Security Management Plan, including safety and security roles and responsibilities.
• Serve as the focal point for visitors/staff, provide pre-departure information packages and conduct on-arrival briefings as requested.
• Manage the arrival/visitor checklist and coordinate all the information ensuring that security briefings are scheduled and communicated.

Capacity building & Reporting

• Conduct training for new Ops hires.
• Manage performance within Operations team through POR (Performance Objective Records) and liaise with HQ technical referent for advice.
• Carryout refresher training (once a year) for INSO Ops staff especially those in field locations on SOP2.
• Lead implementation of new policies and procedures as released by HQ.
• Manage and update country SharePoint page.
• Produce quality reports and ensure deadlines are met for both donors and HQ.

Requirements

Essential

• Fluency in English and Arabic (written and spoken).
• A Bachelor’s degree in a relevant field from a recognized academic institution.
• Minimum 5 years of relevant work experience, at least 2 of which should be with an NGO, international organisation, or international company.
• Highly self-motivated, a problem solver, solution-focused, and a strategic thinker with the ability to manage multiple priorities and work to set deadlines.
• Proficient use of MS Office and experience with database management.

Nice to have

• Previous experience or knowledge with logistics and procurement.
• General knowledge of donor procurement regulations.
• Existing knowledge of INSO and affinity with its mission.
• Prior field experience in Sudan in a similar position is a plus.

INSO’s Safeguarding Policy

INSO is fully committed to the safe recruitment, selection and vetting of all potential new staff, trustees and volunteers, and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process.

Terms & Conditions

This post is a one-year fixed term (renewable) full-time contract based in Port Sudan, Sudan. The position is only available to Sudanese nationals. We are looking for a start date as soon as possible.