Senior Operations Manager - Kenya/Somalia mission, based in Somalia

FUNCTIONS

Under the line management of the IMPACT Kenya/Somalia Country Coordinator, the Senior Operations Manager is responsible for the Field and FLATS team, in the support operations departments to the all research cycles on the ground implementation. The Senior Ops Manager will oversee the finance, administration, and logistics of Somalia and Kenya by enforcing current procedures and the quality of IMPACT and ACTED’s internal control based on international best practices, donors’ requirements, and results of internal & external audits while proactively identifying key risks to be shared with CC and IMPACT HQ. The position will directly supervise the Field Manager, Senior Finance Officer, Senior Logs Officer and HR Officer, creating synthesis between the field operations and the FLATS procedures. The Senior Ops Manager will lead in the critical relationships with government authorities and guide the Field Manager in the permissions necessary for research in Somalia.

The role will involve oversight of all IMPACT KEN/SOM financial, logistics, and administrative processes alongside providing support for staff in external bases across Somalia, Somaliland and Kenya to strengthen and maintain an operational setup that allows the programme teams to achieve program excellence and ensure the highest level of impact and accountability while ensuring compliance to both IMPACT and ACTED’s guidelines and standards. This person will be a key member of the IMPACT KEN/SOM Senior Management Team (SMT), which includes the IMPACT KEN/SOM Research Managers, Field Manager, Deputy Country Representative, and Country Representative. The position will be based in Somalia, with travel anticipated in the region.  

RESPONSIBILITIES

THE SENIOR OPERATIONS MANAGER IS RESPONSIBLE FOR THE FOLLOWING:

FIELD TEAM:

·       Supervising the Field Manager and management of his/her tasks responsibilities, including supporting management of the Senior/Field Officers in the relevant field bases

·       Oversee the structure of the field team, in collaboration with the Field Manager

·       Support the Field Manager in the data collection field needs – linking to FLATS team members for data collection preparation in Finance (budget), Logs (procurement, travel), and HR (recruitment, casual workers)

·       Strengthen the REACH internal systems and Field team capacities in FLATS

·       Support the Field Manager in overseeing the data collection for all research cycles

·       Amplifying the critical voice of Field team in the SMT by building capacity and supporting the Field Manager – ensuring key linkages, communication and collaborations between Field Manager and other SMT members

·       Management of partnerships in data collection

·       Support Field Manager in government relationships and lead in MOU development

LOGISTICS:

·       Supervising the REACH Senior Logistics Officer and management of his/her tasks responsibilities

·       Liaising with the relevant IMPACT HQ Hub focal points and the relevant Acted Department Heads (Logs) on procedures, processes and issues

·       Supporting REACH GIS Officers, Assessment Officers, Data Officers, Field Manager and Officers, and other REACH staff with the planning, budgeting and organisation of equipment for projects.

·       Attending regular meetings with assessment leads to discuss future projects’ logistical needs.

·       Awareness of procurement rules per project/donor and ensuring that the SLO and relevant REACH staff are informed

·       Being aware of ACTED procurement guidelines and lead in times for procurement, and ensuring they are applied.

·       Coordinating with REACH Operation support team in submitting order forms for REACH projects to logistics team in Mogadishu, Nairobi and the bases.  

·       Coordinating the process of REACH Operation support team liaising with logistics teams in Mogadishu and Nairobi and the bases regarding the tracking and management of REACH stock and assets. This could include smart phones, laptops, printers, GIS equipment, cars.

ADMINISTRATION

·       Supervising and overseeing the tasks of the REACH Admin Assistant

·       Liaising with the relevant IMPACT HQ focal points on HR – recruitment, internal mobility, surge – in collaboration and consultation with the Country Coordinator

·       Liaising with the relevant Acted Department Heads (HR) on procedures, processes and specific issues

·       Supporting REACH recruitment by planning staff needs with REACH project focal points and unit managers, and supervising the process of placing requests and following up their progress.

·       Liaising between REACH assessment focal points and bases FLATS focal points in solving any administrative raised staff issues.

·       Helping and supporting in staff contracts renewal and extension decisions by having close communication with coordination, unit leads and line managers to understand their needs vs available resources, as well as with Acted CHRM.

·       Keeping up to date with any new HR policies and supervising the process of communicating such policies to SMT and cascading to the different teams via Officers or (Senior) Field Coordinators or unit leads.

·       Supervising the process of REACH staff attendance sheets submission and follow up, as well as leave forms, mission forms and other HR documentation of REACH staff.

·       Supervising the timely completion of staff appraisals and filing with HR

·       In the absence of the Country Representative, supporting on the relevant IMPACT attendance and leave planning (Eurecia) both in-mission and with the IMPACT HQ Finance, HR, Admin focal points

·       Supervising the process of updating the organograms for REACH in Nairobi, Mogadishu and the bases.

·       Supervise REACH Office admin work and follow up with Operation support focal points to smooth the running of REACH operations within the offices and the field.

·       Maintaining  the monthly trackers: recruitment follow up, visa tracker, leave tracker, etc.

FINANCE

·       Management of the REACH Senior Finance Officer

·       Review BFUs and ATs monthly in collaboration with the SFO and Country Representative

·       Supervising and following up when needed on any tasks as requested by REACH project teams to liaise with ACTED finance team.

·       Liaising with ACTED finance team regarding the tracking and management of REACH projects budgets spending, and having an over-sight of REACH financial projects situation, specific attention and responsibility for Logistics budget line spending.

·       Follow up on over/under-spending projections and work closely with the SFO for spending planning on each project budget

·       Oversee the development and implementation of KEN/SOM Mission Budget

·       Supervising the following up on budgeting process for REACH new proposals.

REPORTING/COMMUNICATION

·       Acting as the Operation Support focal point at REACH, and lead all the Operation support work within REACH projects and budgets.

·       Support the Field Manager in the official communications to government authorities for assessment permissions, partners, and other critical stakeholders in the field

·       Support and oversee the Field Manager in maintaining a database of critical contacts for workstreams implementation, per location.

·       Oversee systems for improved communication between REACH FLATS team, Field team, and Acted departments

·       Set up a proper/regular communication with ACTED Finance, Logistic and Administration Teams in Mogadishu, Nairobi - and across REACH and ACTED field offices

·       Maintain close contact between field/project teams to be informed of developments in project activities which may require FLATS support, and following up as needed with logistics, administration and finance teams.

·       Managing operation support team members at REACH

·       Respects ACTED security procedures and ensures these procedures are set-up and respected in the site by all ACTED staff members

FLATS DOCUMENTATION MANAGEMENT AND COMPLIANCE

·       Ensure that the relevant administrative documentation is completed throughout the implementation of projects.

·       Supervising Operation Support team to make sure documentation is done following ACTED/IMPACT regulations.

KNOWLEDGE SHARING AND LEARNING PROCESSES

·       In coordination with SMT, compile and contribute to lessons learned for specific research cycles, FLATS procedures, and work with Field and FLATS teams to improve internal systems

·       Ensure knowledge and learning processes are shared with other Units and teams within mission, and with HQ.

·       When required, provide feedback to appropriate global organizational knowledge learning tools.

MISSION-WIDE SYSTEMS STRENGTHENING 

·       Alongside the CR and DCR, lead the design and implementation of SOPs and systems to support increasing the ability of IMPACT Ken/Som to directly manage its resources. 

·       In coordination with ACTED, support the CR, DCR, and the rest of the SMT in reviewing and improving existing finance, logistics, transparency and compliance, and HR and administrative processes, particularly as related to in-country operations to ensure IMPACT Ken/Som is well placed to execute the country and unit strategies 

·       Proactively identify systems and processes which are not serving the current needs of the mission and develop plans to modify and/or replace these as needed.  

·       Ensure effective communication between support departments in all bases and the IMPACT and ACTED focal points in each field base.  

·       Support the roll-out of HQ initiatives at the mission level, ensuring the timely and proper implementation of new systems, policies, and processes.   

TEAM MANAGEMENT AND CAPACITY BUILDING

·        Prepare and be responsible for their own work plan

·       Participate in regular SMT meetings and decision-making: Be an active member of the IMPACT SMT, providing inputs into the strategic and operational planning for the IMPACT Ken/Som mission

·       Ensure team composition is adequate for FLATS and Field needs – support in capacity building for Field Manager, SLO, HRO and SFO: Provide line management of all the finance, administrative, and logistics staff that are dedicated by ACTED to support IMPACT operations in Ken/Som, including effective delegation of day-to-day tasks and ensuring all team members are fully aware of their job description, duties, and responsibilities. 

·       Hold regular Field and FLATS team meetings: Conduct regular check-ins with staff under the position’s line management to identify skills and interests on the team, as well as any issues influencing team/staff welfare. 

·       Be available to provide regular support and advice on policies (Acted and IMPACT) to staff;

·       Ensure that team members are provided with the training, support, and resources required to independently manage their responsibilities without day-to-day intervention.  

·       Provide additional support as required relating to the operations of the IMPACT Ken/Som mission, as requested by your line manager 

ACCOUNTABILITY TO COMMUNITIES AND BENEFICIARIES 

The staff member is responsible for ensuring that all relations with the communities we work in are conducted in a respectful and consultative manner. Due attention must be paid to ensuring that communities are adequately consulted and informed about IMPACT’s programme objectives, activities, beneficiary selection criteria, and methodologies. This is the responsibility of every IMPACT staff member. 

DATA CONFIDENTIALITY AND PROTECTION

The IMPACT Senior Ops Manager will maintain the strictest confidentiality on all data collected and related processes. S/he will actively take measures to prevent the unauthorised sharing of any information belonging to IMPACT and its partners or collected during his/her assignment with IMPACT. 

REQUIREMENTS

·       Academic Excellent academic qualifications, including a Master’s degree in a relevant discipline (Finance, Business, Audit, Law, International Relations, etc.)  

·       Work experience At least 5 years of relevant work experience or proven progression within IMPACT, including at least 2 years in a management role 

·       Management experience Excellent team management, coordination, organisational and planning skills required, including the ability to manage large workloads, oversee multiple teams and effectively meet deadlines through an excellent ability to multi-task and prioritise 

·       Aid system Familiarity with the humanitarian and development systems, and the research community 

·       Communication/reporting skills Excellent communication and drafting skills for effective reporting, including proven experience contributing to high level presentations/briefings 

·       External engagement Experience with external engagement (donors, partners, and other key stakeholders) is required; experience with development actors is strongly preferred 

·       Financial management Experience managing multiple budgets is an asset 

·       Multi-tasking skills Ability to multitask and manage multiple deadlines in a complex environment 

·       Level of independence Ability to work independently and manage people remotely required 

·       Work environment Solution-oriented, flexible, and open-minded, including the ability to operate in a cross-cultural environment required;  

·       Geographical experience Knowledge of the Ken/Som context - experience in the HoA region is desirable 

·       Language skills Fluency in English required, competency in Somali and/or Kiswahili asset 

·       Security environment Ability to operate in a complex and challenging security environment 

CONDITIONS 

·       For this position, salary between 3’900 CHF and 3’960 CHF monthly (before income tax), etc as well as a monthly living allowance of 300 USD
NB - IMPACT salaries are strictly determined by our salary grid depending on the grade of the position and the level of education of staff. A location-dependent security and/or isolation adjustment is then applied as a recognition that some staff are required to work in difficult places where living and working conditions are much more difficult than elsewhere. Accommodation and food provided in a guesthouse.

·       Enrolment in Swiss private pension fund (Swisslife – approx. 9.975% of staff gross salary), health insurance, life insurance and repatriation assistance 

·       Flight tickets every 6 months & visa fees covered (in-country travel costs and professional expenses are fully covered)

·       R&R after 2-3 months (flight ticket up to 500$ + 200$ of living allowance) if duty station allows  

·       Contribution to the luggage transportation: between 20 and 100 kgs, depending on the length of the contract (+ luggage and personal property insurance)

·       Annual leave of 36 days per year. Public holidays of the country of assignment. Family/compassionate leave when applicable.

·       Predeparture induction - 3 days at IMPACT Initiatives’s HQ in Geneva + one week pre-departure training in ACTED HQ in Paris, including a 4-days in situ security training;

·       Enrolment in IMPACT Initiatives Research Foundational Learning Programme within the first 3 months from the start of contract.

·       IMPACT prioritizes the psychological safety of its staff and the health insurance provided covers, among others, up to 1000 € per year of psychosocial counselling fees