South Sudan Operations Officer

Company Description SNV is a mission-driven global development partner working across Africa and Asia. Our mission is to strengthen capacities and catalyse partnerships that transform the agri-food, energy, and water systems, which enable sustainable and more equitable lives for all.

SNV believes that no-one should have to live in poverty and that all people should have the opportunity to pursue their own sustainable development. We aim to make a lasting difference in the lives of people around the world.

SNV worked in the Republic of South Sudan from 2008 – 2017 when it temporarily closed its offices. Earlier this year, the Management Board of SNV agreed to re-open our operations in South Sudan. Our registration to operate has been renewed and SNV is now starting up again with an office in Juba.

SNV is already working to build a portfolio of projects and programmes in South Sudan starting with work in the Agri Food systems and climate space. We are looking for dynamic and committed individuals to work with us in building our team in support of the citizens of South Sudan.

Job Description

JOB SPECIFICATION

Position: Operations Officer
Duty Station: Juba, South Sudan
Contract type: National employment contract
Reports: The Country Director
Direct Reports: Drivers
Collaborations: Finance Team, HR Team, Technical Staff, Subgrantees.

SUMMARY OF ROLE

SNV is hiring the qualified Operations Officer to support the country's Operations function. Reporting to the Country Director, the Operations officer performs tasks that depend on a specific situation. He/she carries out a mission of preparation and support of the various activities of his/her hierarchical superior(s). He/she supports the various activities in the Field /Country Offices on Procurement, Human Resources, and Logistics and Administration matters. The manager can rely on the assistant mainly in the administrative and organizational areas: the organization of activities, the management of information and correspondence as well as that of the agenda and priorities.

The Operations Officer knows and understands the core activities and strategies of the company and manages confidential information with discretion.

ESSENTIAL FUNCTIONS

Administrative and Logistics Management: The Operations Officer Manages Admin and Logistics to ensure;

Stock management of office stationery, supplies, office equipment and furniture;
Regular office and equipment maintenance and repair to ensure safe working environment
Coordination of Logistics and Travel and requirements, including support to incoming visitors with visa applications
Maintenance of clean and professional office environment (oversight and management of cleaning services)
Manage contracts with the car company, allocate their use as needed and ensure tracking of their work hours;
Manages the provision of office equipment's and furnishing to staff whenever needed.
Maintenance and renewal of annual service contracts; rental agreements; insurances

Procurement of Goods and Services

Liaise with staff based in South Sudan Office to know the needs (assignments) of the projects and the office.
Create an annual Procurement Plan for each of the projects with the project manager and keep monitoring it.
Create an annual Procurement Plan for the office needs for goods and services
Manage all procurements for projects and office needs by following SNV's procurement policy and donor policies in order to ensure that all goods and services are procured for projects and the general office needs in a fair and open manner and that procurements are compliant with SNV and donor policies;
Manage the whole procurement process from receipt of the Procurement Request Form to signing of the contract with the vendor/ service provider.
Maintain clear and complete files for each and all procurements.

Human Resources Management

Support all HR related matters in the location office .i.e. Employee relations, Talent acquisition and learning and development

Records Management

Ensure that all the records for Human Resources are in place, complete and must be pristine in case of audit review
Manage administrative systems, both hard copy and on line, such as record filing systems, shared folders and share point for documentation management, all operations documents at country/Location offices;

Qualifications

EDUCATION/EXPERIENCE REQUIREMENTS

Bachelor's degree in Business Administration, Public Administration, Supply Chain management, Procurement, Operations or any other related/ relevant discipline.
At least 4 or 5 years of experience in operations from the development organisation, Humanitarian NGO or donor funded project.
Experience in working with International Organisation is an added

Well-seasoned level of operations professional, with strong experience in operations, Procurement and office management and full understanding of the core processes and can acts as discussion partner on country level for operations matters.
Accuracy, the ability to work accurate and diligent, with an eye for detail aimed at preventing mistakes
Attention to detail, the ability to effectively and consistently process detailed information
Controlling progress, the ability to control the progress of employees' processes, tasks, activities and of one's own work and responsibilities.
Service minded, the ability to be of service, driven to quickly and adequately execute tasks for others
Problem analysis, the ability to detect problems, recognise important information and link various data to trace potential causes and look for relevant details.
Integrity, adherence to the standards, values and rules of conduct associated with one's position and the culture in which one operates.
Being incorruptible.
Result orientation, the ability to take direct action in order to attain or exceed objectives.
Conceptual working and thinking level with several years of experience in finance and administration
Demonstrated knowledge and understanding of donor regulations and compliance issues related to management of donor funds,
Experience in fleet management
Excellent communication and organization skills.
Fluent in English
Good communications skills and computer skills in MS Word, Excel, PPT

Additional Information

COMPETENCIES:

Managing Performance: Ability to plan and design practices, processes and procedures that allow for effective management of people, resources and processes to optimize overall organizational performance. Managing for performance includes the ability to delegate and encourage growth and leadership across the team(s) as part of maximizing performance and productivity.

Strategic Thinking: Applies organizational knowledge to identify and maintain focus on key success factors for SNV while recognizing, anticipating and resolving organizational challenges. Ability to develop organization- and industry-specific expertise and apply sound decision-making processes to reach productive resolutions that translates strategy into actionable business plans.

Effective Communication (Oral & Written): Understands effective communication concepts, tools and techniques; ability to effectively transmit, explain complex technical concepts in simple, clear language appropriate to the audience; and receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors

Risk Management: Knowledge of processes, tools and techniques for assessing and controlling the organization's exposure to risks of various kinds; ability to apply this knowledge appropriately to diverse situations.

Innovation: Develops new, better or significantly different ideas, methods, solutions or initiatives within assigned role that result in improvement of SNV' s performance and meeting objectives, results and global commitments.

Accountability: Holds self and others accountable for all work activities, research and personal actions and decisions; follows through on commitments and focuses on those activities that have the greatest impact on meeting measurable high-quality results for SNV' s success. Exercises ethical practices, respectful words and behaviors, and equitable treatment of others in all activities.

HOW TO APPLY

The application file containing the following documents should consolidated in one PDF file & submitted to SNV Talent Acquisition Team via our recruitment portal - via Smart Recruiters at https://smrtr.io/kLGn- , no later than June 30, 2024.

The application file includes Motivation letter, Updated CV which has 3 professional references, including current and previous direct supervisors with their full names, phone number and email address;

Shortlisting

Shortlisting and interviews will be done on rolling basis until the position is filled. Only applicants fulfilling the above requirements will be contacted. If you do not hear from us within one month from the submission date of your application, consider your application unsuccessful.

Working at SNV

SNV is a great place to work and prides itself on its comprehensive benefits package. We offer competitive salaries and a dynamic inclusive work environment.

SNV is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law, and requires affirmative action to ensure equality of opportunity in all aspects of employment. This is also to include inquiry about, disclosing, or discussing their compensation or the compensation of other applicants or employees.

SNV offers a challenging work environment, opportunities to lead and innovate, and a commitment to growing your skills in a fulfilling and diverse working environment. Our staff benefit from, and contribute to, an internal and global network of experts.

For more information on SNV, please refer to our website: www.snv.org

Vetting

SNV carries out rigorous background and reference checks concerning possible safeguarding incidents for all candidates applying for International determined positions. As SNV participates in the Inter-Agency Misconduct Disclosure Scheme, all reference checks include a request to past employers to fill in a questionnaire regarding Misconduct (sexual exploitation, sexual abuse, or sexual harassment), the " Statement of Conduct". This Statement of Conduct adopts the definitions used in the Scheme.

Data Protection assurance

SNV will not retain your Personal Data for longer than is allowed by law or is necessary for the Purposes.

If you are selected and offered employment, the Personal Data you have provided will be used by SNV for the purpose of human resource management and administration. If you are unsuccessful on this occasion to secure employment with SNV, SNV will retain your Personal Data for one (1) year for the purpose of considering you for other suitable positions as and when they arise. If you do not wish to be considered for other suitable positions by SNV, please indicate accordingly in the acknowledgment section.

Working at SNV
SNV offers a competitive salary and comprehensive benefits package. We offer an exciting work environment with opportunities to lead and innovate, and a commitment to growing your skills in a fulfilling and diverse working space. Our staff benefit from, and contribute to, an internal global network of experts. For more information, please visit our website: snv.org/careers.

At SNV, inclusivity is at the heart of our ethos. We celebrate the diversity of our workforce and uphold a policy of non-discrimination based on factors such as disability status, religion, ethnic origin, gender, sexual orientation, and more.

Reference & vetting check
We will require that you provide us with the full details of three people who are willing to act as a reference. We will not contact these referees without your explicit permission.
SNV carries out rigorous background and reference checks concerning possible safeguarding incidents for all candidates applying for International determined positions. As SNV participates in the Inter-Agency Misconduct Disclosure Scheme, all reference checks include a request to past employers to fill in a questionnaire regarding Misconduct (sexual exploitation, sexual abuse, or sexual harassment), the " Statement of Conduct". This Statement of Conduct adopts the definitions used in the Scheme.

*We do not appreciate third-party mediation based on this advertisement.