Employer: Nonviolent Peaceforce (NP)
Location: Sudan
Closing date10 Jan 2022
Duty Station: El Fasher, North Darfur Region, Sudan, with travel to NP field locations
Administrative Line Manager: Head of Mission
Line Management Responsibility: Logistics Officer, HR/Admin Manager
Job Purpose:
Deputy Head of Mission – Operations and Security is a key member of the Country Management Team and has overall responsibility for the operations department. The position is responsible for overseeing all operational functions, including logistics, procurement, fleet management and IT and plays a key role in developing and managing the NP Sudan operational budget. The position will work alongside the Safety and Security Advisor and programme staff in the field, providing strategic as well as on-the-ground safety and security advice and analysis. An integrated approach to the provision of safety and security advice enables NP to implement programming as safely as possible. This will be achieved through expanding and maintaining the skills and motivation of the team to analyse and manage security and to secure a safe working environment. This position takes the lead in developing and maintain robust operational policies and procedures, SOPs and Contingency Plans. This position interacts with all other functions as well as the field-based program teams. The position includes capacity building to field staff to ensure that all staff are aware of and trained in the Standard Operating Procedures and related skills necessary for compliance.
PROFILE
We are seeking a highly motivated candidate experienced in overseeing operational functions especially in a start-up setting. You are excited to be part of a new Country Programme and play a lead role in all aspects of the operational start-up and developing the NP operations infrastructure in a challenging and rapidly changing environment.
KEY OBJECTIVES/RESPONSIBILITIES:
Operations – Logistics & Procurement
Identify, and lead on the set-up of new field offices
Oversee compliance quality, timely and accurate processing and documentation of procurement as described in the Field Operations Manual and any other relevant documents
Develop and oversee a system for maintaining audit-ready procurement records and ensure that they are consistently stored and available when needed
Ensure effective fleet management, including that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Operations Manual
Ensure assets tracking is implemented with accurate record keeping of NP and donor assets, including exceptional items that require registration and movement tracking
Develop policy for and support implementation of customs clearing, equipment registration, licensing and insurance
Manage safe and well-maintained premises for office and guesthouse purposes.
Operations – IT, Administration and Human Resources
Provide hands-on support to the Finance Manager, Admin/HR Manager and the Head of Mission with implementation of NP administration and HR policies and systems
Prepare and review contracts for office and housing space, leasehold improvements, IT
Ensure legal compliance for work permits, visas and registration for NP HQ office
Support to recruiting process including orientation and onboarding
Lead the set-up on office IT infrastructure including internet, software and assessing needs and recommend software and IT solutions. Support the resolution of IT issues that arise.
Security:
Security Information Collection, Management and Communication
Support security information gathering, collation and dissemination from a range of local and international sources and support the Safety and Security Advisor in producing formal security updates
Maintain close contact with all relevant stakeholders to develop a network and build relationships with key actors – NGOs, INGOs, UN and government agencies, security forces and other armed actors
Monitor and analyse the security situation, ensuring reliable security information as basis for informed decision-making and support the mapping and log of critical security incidents to support security decision making and ensure staff and management are aware of the issues
Provide security context analysis and daily security updates and rapidly communicate relevant security information, analysis and recommendations to SMT and staff
Provide on-the-ground security advice and ensure situational awareness to mitigate risks to programme staff in the field
Support risk analysis for the country program as a whole, advise the SMT on security-related issues
Ensure that a centralized filing system of security-related documents is maintained and available to the appropriate staff.
Risk Mitigation and Management
Facilitate an ongoing culture within the wider team of security awareness and ownership, and commitment to the procedures and to each other and arrange ongoing training as a key strategy for improved security conditions
Produce and ensure adherence to SOPs, contingency plans and risk assessment documentation, ensuring these are up to date and in line with required standards
Recommend new protocols, or adjustments to procedures, to improve effective risk mitigation and support drafting of such as necessary
In coordination with the CMT, ensure that all staff are aware of, and trained in, the procedures detailed in NP security documentation and Standard Operating Procedure documents
Participate in security assessments in potentially high-risk new programme locations, or travel routes, to make recommendations regarding Go-No-Go movements and required risk mitigation steps required if movements are cleared
Review standard Go-No-Go requests for travel to new locations (regardless of security risk level) or repeat travel to high risk locations
Advise on, and develop, contingency plans for critical incidents, including issues like hibernation, medevac, evacuation, vehicle injury accidents, among others and work with staff to prepare for those contingencies.
Team Development & Care
Map training needs, such as personal security, security management, health and safety and trauma care/first aid, in addition to role specific training for drivers, security guards and other related roles
Plan and lead trainings for all new staff in the priority subjects and regular refresher trainings for all staff to ensure continuity in learning and skills capacity
Provide in-depth inductions for new staff upon arrival and additional briefings for all staff upon major shifts in the operational and security context.
QUALIFICATIONS AND COMPETENCIES:
Education, Knowledge and Experience
Degree or Equivalent Level of Knowledge in logistics, Safety & Security, International Armed Conflict, Peace Studies, or International Relations.
Previous experience working with an INGO in a security management position or field coordination position with management of security. Candidates with significant military and private security management experience will also be considered
Previous experience working in a complex and dynamic operational environment
Comprehensive understanding of strategic, tactical and operational safety and security risk management
Completed Security Management Course
Certified First Aid/Trauma Care Trainer for high threat environment
Previous experience in providing security and safety advice for personnel and infrastructure against a spectrum of threats
Leadership ability with demonstrated capacities to analyse needs, develop a plan and action the plan to completion
Strong analytical skills on security analysis and conflict sensitivity
Excellent writing abilities – with capacity for drafting quality documents, briefs and reports quickly
Training skills: Ability to lead staff trainings (security, operations)
Knowledge of humanitarian and development issues and concepts
Excellent problem-solving capabilities
Proven ability to be flexible in an advisory role within a leadership team
Able to balance and integrate security, well-being and programme needs in analysis and advising
Completed a Hostile Environment Awareness Training (HEAT) course (desirable)
Skills
Independent Judgment/Analytical:
Ability to set priorities, solve problems and analyse data
Ability to manage information with discretion
Excellent organisation and administrative skills
Skills in researching, tracking and analysing issues and trends
Demonstrable conflict analysis skills, identify entry points and design prevention and protection strategies
Able to work under pressure, independently and with limited supervision
Able to build networks and represent NP externally
Interpersonal:
Result oriented and problem solving
Ability to communicate effectively with individuals, motivate and provide leadership to team and to work in a multi-cultural environment
Solutions focused, creative problem solver
Proven ability to build relationships with the full range of actors including government, local leaders, military, police and non-state actors
Genuine commitment and interest in living and working at the community level
Flexibility and adaptability; able to cope with a changing environment, both on a professional and a personal level;
High-level communication and relationship building skills, able to communicate with discretion and sensitivity.
Language:
Fluency in English required.
Ability to speak Arabic will be an asset
Information Technology:
Good skills in Microsoft Office applications. Hardware IT skills an asset
Desirable
Previous work in Sudan and understanding of context
Administrative Line Manager: Head of Mission
Line Management Responsibility: Logistics Officer, HR/Admin Manager
Job Purpose:
Deputy Head of Mission – Operations and Security is a key member of the Country Management Team and has overall responsibility for the operations department. The position is responsible for overseeing all operational functions, including logistics, procurement, fleet management and IT and plays a key role in developing and managing the NP Sudan operational budget. The position will work alongside the Safety and Security Advisor and programme staff in the field, providing strategic as well as on-the-ground safety and security advice and analysis. An integrated approach to the provision of safety and security advice enables NP to implement programming as safely as possible. This will be achieved through expanding and maintaining the skills and motivation of the team to analyse and manage security and to secure a safe working environment. This position takes the lead in developing and maintain robust operational policies and procedures, SOPs and Contingency Plans. This position interacts with all other functions as well as the field-based program teams. The position includes capacity building to field staff to ensure that all staff are aware of and trained in the Standard Operating Procedures and related skills necessary for compliance.
PROFILE
We are seeking a highly motivated candidate experienced in overseeing operational functions especially in a start-up setting. You are excited to be part of a new Country Programme and play a lead role in all aspects of the operational start-up and developing the NP operations infrastructure in a challenging and rapidly changing environment.
KEY OBJECTIVES/RESPONSIBILITIES:
Operations – Logistics & Procurement
Identify, and lead on the set-up of new field offices
Oversee compliance quality, timely and accurate processing and documentation of procurement as described in the Field Operations Manual and any other relevant documents
Develop and oversee a system for maintaining audit-ready procurement records and ensure that they are consistently stored and available when needed
Ensure effective fleet management, including that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Operations Manual
Ensure assets tracking is implemented with accurate record keeping of NP and donor assets, including exceptional items that require registration and movement tracking
Develop policy for and support implementation of customs clearing, equipment registration, licensing and insurance
Manage safe and well-maintained premises for office and guesthouse purposes.
Operations – IT, Administration and Human Resources
Provide hands-on support to the Finance Manager, Admin/HR Manager and the Head of Mission with implementation of NP administration and HR policies and systems
Prepare and review contracts for office and housing space, leasehold improvements, IT
Ensure legal compliance for work permits, visas and registration for NP HQ office
Support to recruiting process including orientation and onboarding
Lead the set-up on office IT infrastructure including internet, software and assessing needs and recommend software and IT solutions. Support the resolution of IT issues that arise.
Security:
Security Information Collection, Management and Communication
Support security information gathering, collation and dissemination from a range of local and international sources and support the Safety and Security Advisor in producing formal security updates
Maintain close contact with all relevant stakeholders to develop a network and build relationships with key actors – NGOs, INGOs, UN and government agencies, security forces and other armed actors
Monitor and analyse the security situation, ensuring reliable security information as basis for informed decision-making and support the mapping and log of critical security incidents to support security decision making and ensure staff and management are aware of the issues
Provide security context analysis and daily security updates and rapidly communicate relevant security information, analysis and recommendations to SMT and staff
Provide on-the-ground security advice and ensure situational awareness to mitigate risks to programme staff in the field
Support risk analysis for the country program as a whole, advise the SMT on security-related issues
Ensure that a centralized filing system of security-related documents is maintained and available to the appropriate staff.
Risk Mitigation and Management
Facilitate an ongoing culture within the wider team of security awareness and ownership, and commitment to the procedures and to each other and arrange ongoing training as a key strategy for improved security conditions
Produce and ensure adherence to SOPs, contingency plans and risk assessment documentation, ensuring these are up to date and in line with required standards
Recommend new protocols, or adjustments to procedures, to improve effective risk mitigation and support drafting of such as necessary
In coordination with the CMT, ensure that all staff are aware of, and trained in, the procedures detailed in NP security documentation and Standard Operating Procedure documents
Participate in security assessments in potentially high-risk new programme locations, or travel routes, to make recommendations regarding Go-No-Go movements and required risk mitigation steps required if movements are cleared
Review standard Go-No-Go requests for travel to new locations (regardless of security risk level) or repeat travel to high risk locations
Advise on, and develop, contingency plans for critical incidents, including issues like hibernation, medevac, evacuation, vehicle injury accidents, among others and work with staff to prepare for those contingencies.
Team Development & Care
Map training needs, such as personal security, security management, health and safety and trauma care/first aid, in addition to role specific training for drivers, security guards and other related roles
Plan and lead trainings for all new staff in the priority subjects and regular refresher trainings for all staff to ensure continuity in learning and skills capacity
Provide in-depth inductions for new staff upon arrival and additional briefings for all staff upon major shifts in the operational and security context.
QUALIFICATIONS AND COMPETENCIES:
Education, Knowledge and Experience
Degree or Equivalent Level of Knowledge in logistics, Safety & Security, International Armed Conflict, Peace Studies, or International Relations.
Previous experience working with an INGO in a security management position or field coordination position with management of security. Candidates with significant military and private security management experience will also be considered
Previous experience working in a complex and dynamic operational environment
Comprehensive understanding of strategic, tactical and operational safety and security risk management
Completed Security Management Course
Certified First Aid/Trauma Care Trainer for high threat environment
Previous experience in providing security and safety advice for personnel and infrastructure against a spectrum of threats
Leadership ability with demonstrated capacities to analyse needs, develop a plan and action the plan to completion
Strong analytical skills on security analysis and conflict sensitivity
Excellent writing abilities – with capacity for drafting quality documents, briefs and reports quickly
Training skills: Ability to lead staff trainings (security, operations)
Knowledge of humanitarian and development issues and concepts
Excellent problem-solving capabilities
Proven ability to be flexible in an advisory role within a leadership team
Able to balance and integrate security, well-being and programme needs in analysis and advising
Completed a Hostile Environment Awareness Training (HEAT) course (desirable)
Skills
Independent Judgment/Analytical:
Ability to set priorities, solve problems and analyse data
Ability to manage information with discretion
Excellent organisation and administrative skills
Skills in researching, tracking and analysing issues and trends
Demonstrable conflict analysis skills, identify entry points and design prevention and protection strategies
Able to work under pressure, independently and with limited supervision
Able to build networks and represent NP externally
Interpersonal:
Result oriented and problem solving
Ability to communicate effectively with individuals, motivate and provide leadership to team and to work in a multi-cultural environment
Solutions focused, creative problem solver
Proven ability to build relationships with the full range of actors including government, local leaders, military, police and non-state actors
Genuine commitment and interest in living and working at the community level
Flexibility and adaptability; able to cope with a changing environment, both on a professional and a personal level;
High-level communication and relationship building skills, able to communicate with discretion and sensitivity.
Language:
Fluency in English required.
Ability to speak Arabic will be an asset
Information Technology:
Good skills in Microsoft Office applications. Hardware IT skills an asset
Desirable
Previous work in Sudan and understanding of context