Skip to Content

job offer

Yemen : Operations Manager - Sanaa

Reference : OperationsManager/YEM

Department: Logistic

Contract: Fixed term

Country: Yemen

Duration 12 months

City: Sanaa

Starting date: ASAP

Background on ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,300 national staff 300 international staff, ACTED is active in 35 countries and implements more than 450 projects a year reaching over 11 million beneficiaries. More on www.acted.org

Country profile

Country Profile

Number of projects

10

Number of areas

3

Number of national staff

151

Annual budget (EUR)

6,61M€

Number of offices

5

Number of international staff

8

Position context and key challenges

ACTED has been present in Yemen since early 2012, and implements activities in the central-western and central-southern regions. The presence of ACTED in Yemen has been anchored to the governorates of North of Yemen, North of Yemen, Raymah and Ad-Dhalee where, in the last three areas especially, the organisation has been virtually the only international actor directly implementing activities.

ACTED now aims at further expanding its humanitarian assistance by reaching out to additional regions: the north in Saadah and Al-Jawf governorates, and the south around Taiz and Aden. These could notably serve as a base for future assessments and programming focused on malnutrition- and conflict-affected populations in Yemen.

Through its comprehensive programming ACTED has been covering the full continuum of emergency, rehabilitation and development in Yemen. Emergency activities have focused in the sectors of Agriculture & Food Security (e.g. distribution of crop seeds, and livestock), Economic Recovery and Market Systems (e.g. income-generating activities such as cash for work), and WASH (e.g. rehabilitation of water supply facilities, hygiene promotion). ACTED’s food security activities include distribution of food vouchers, which are a key component of ACTED’s interventions in the country. With regard to rehabilitation and development, ACTED recently initiated work on the coffee value chain in Raymah governorate as a way to enhance the food security of local small producers.

Through its active involvement in coordination mechanisms, ACTED has been a lead agency in the provision of humanitarian assistance in the three governorates in which it operates. The organisation is for instance the WASH Cluster focal point for North of Yemen and Raymah governorates, and a key partner of the WASH, Food Security and Agriculture, Nutrition and Early Recovery clusters. In addition, the organisation has been an elected member of the Humanitarian Country Team in early 2013.

ACTED’s donors in Yemen are presently USAID/OFDA, ECHO, the European Commission, WFP, OCHA and UNICEF.

 

Position profile

1. Supply chain management

1.1 Procurement: Ensure that any need should be delivered according to the defined chronogram, requested quality standards, and proper procurement scenario.

a) For any procurement, guarantee the compliance of the supplier selection & related documentation as per ACTED & donor’s procurement guidelines.

b) Build the sourcing capacity in the country and in the region, and maintain a supplier database accordingly.

c) Coordinate the procurement cycle across the country with all stakeholders (program, finance, coordination, suppliers, etc.) from the planning stage, to contract signature until delivery completion; the Senior CLM is in particular arranging Procurement Committee sessions.

d) Ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc. through framework contracts in particular.

e) Manage traceability & reconciliation between orders, contracts & deliveries, and liaise with finance for problem solving.

1.2 Stocks & deliveries: Ensure appropriate storage network & stock management standards across the country

a) Identify & settle warehouses/storage space based on needs.

b) Ensure goods transportation means are secured as per needs.

c) Coordinate & follow-up deliveries & liaise efficiently with suppliers for problem solving.

d) Maintain a regular information across teams about stock levels & expected lead-times.

e) Manage periodic inventories, stock clearance and investigations over discrepancies.

2. Transversal logistical management

2.1 Fleet & transportation: Deploy efficient transportation means across the country

a) Anticipate vehicles needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.

b) Maintain efficient monthly, weekly & daily planning & movements follow-up tools.

c) Identify reliable external transportation companies.

d) Control & optimize fleet costs.

e) Coordinate an efficient maintenance framework across the country (in terms of operations as well as in terms of costs).

f) Ensure administrative requirements are met toward customs and any other local authority when transporting goods/staff.

g) Organize regular drivers training and refreshers.

2.2 Fuel: Manage fuel supply across the country; anticipate & mitigate fuel supply risks, including quality requirements

2.3 Asset: Deploy an efficient asset allocation & maintenance plan across the country

a) Anticipate needs for assets and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly;

b) Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.

c) Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions.

d) Manage asset maintenance plans, control & optimize related costs.

e) Organize regular staff trainings and refreshers (right use of computers & radios, installation & use of generators, etc);

f) Manage assets donations, obsolescence & replacements over the time in compliance with internal & external regulations.

2.4 Premises: Ensure proper working & living conditions for all staff in each premise, at all times, by maintaining an efficient general services approach

a) Identify & settle premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with Country Director and Country Finance Manager.

b) Coordinate monthly inventories of other goods.

c) Ensure that security & safety guidelines are applied in premises.

2.5 Communications & IT management: Deploy an efficient IT plan across the country based on ACTED global standards.

a) Anticipate communication & IT needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.

b) Control & optimize communication & IT costs.

c) Ensure administrative requirements are met toward local authorities for communication means in use.

g) Ensure monthly data back-up (server, computers local data, emails, etc.).

h) Guarantee that IT security standards are applied, and lead crisis management in country in close liaison with HQ if required.

i) Organize IT staff regular training & refreshers.

3. Compliance & transparency

a) Ensure ACTED logistics manual is applied across the country and donors’ specific requirements for logistics & procurement are met.

b) Enforce a zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy.

c) Coordinate logistics TITANIC reporting on a monthly basis, and ensure checking the reliability & relevance of data reported.

d) Organize a 6-month planning for field visits with clear ToRs, including ad hoc checks and written report following each visit.

e) Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. across workshops or field visits.

f) Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of logistics compliance in country.

g) Follow-up & update internal & external audit report for logistics.

h) Ensure a timely and accurate logistics document flow in liaison with other FLAT departments.

4. Contribution to safety and security management

a) Coordinate the update of the Country Security Plan (CSP) for validation by the Country Director and endorsement by HQ, including regular updates of the Risk Analysis Matrix (threat, likelihood, impact, level of vulnerability, level of risk)

b) Draft & coordinate the implementation of Standard Operating Procedures (SOPs) adapted to the local context

c) Coordinate regular updates of evacuation and contingency plans and ensure preparedness.

d) Set up and control the implementation of mitigation measures and security rules according to the local context and ensure compliance with Minimum Operating Security Standards (MOSS)

e) Carry out security assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards.

f) Produce real-time incidents report (using Form SEC-03)

g) Attend security coordination meetings and update Country Director and HQ on current security issues

5. Leadership

a) Update the organigram of the logistics department according to the mission development;

b) Plan & conduct logistics staff recruitments & appraisals; train & build capacities of logistics staff in country; identify staff with potential, and contribute to internal mobility strategy;

c) Always actively promote strong & structured articulations with all teams for all logistics operations (program & finance in particular).

d) Manage Implementing Partners relationship on logistics aspects such as procurement, stock & asset management, logistics reporting. In particular, ensure the timely & exhaustive review of IPs logistics documentation.

e) Represent ACTED with relevant logistics and communication networks, actively building relevant relationships (logistics cluster, etc.)

f) Actively participate in country level coordination meetings by reporting on progress, and risks.

g) Contribute to donor proposals, budgets and reports.

h) Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution.

 

Qualifications

2 years previous work experience in a relevant position

Proven capabilities in leadership and management required

Excellent skills in written and spoken English

Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms

Ability to work well under pressure

Conditions

Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus
Additional monthly living allowance
Free food and lodging provided at the organisation’s guesthouse/or housing allowance (depending on contract length and country of assignment)
Transportation costs covered, including additional return ticket + luggage allowance
Provision of medical, life, and repatriation insurance + retirement package

Submission of applications

Please send your application including cover letter, CV and references to jobs@acted.org under Ref: OperationsManager/YEM

Download the job offer in PDF format