Deputy Head of Mission– Operations

Function: Operations

Job Group: Senior Leadership

Duty Station: El Fasher, North Darfur State, Sudan, with frequent travel to West and South Darfur and other NP field locations

Administrative Line Manager: Head of Mission

Line Management Responsibility: Logistics Manager, HR/Admin Manager

ABOUT US

Nonviolent Peaceforce (NP) envisions a worldwide culture of peace where conflicts within and between communities and nations are managed through nonviolent means. NP is a global civil society organisation that works with people affected by violent conflicts to enhance their security and dignity through unarmed civilian protection (UCP) and by helping to transform the world’s response to conflict situations. NP is establishing a programmatic presence in Sudan in January 2022.

JOB PURPOSE

Deputy Head of Mission – Operations (DHoM- OPs) 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 Head of Mission, Safety and Security Advisor and programme staff in the field, to provide/support 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 maintaining 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 development of 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 and oversee their onward functioning
• 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 those 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 a policy for and support the implementation of customs clearing, equipment registration, licensing, and insurance
• Manage safe and well-maintained premises for office and guesthouse purposes.

Operations – Finance, Administration and Human Resources and IT

• Provide hands-on support to the Finance Manager, and lead the development of the NP Sudan operational budget
• Directly support and oversee the Admin/HR Manager and support the HoM with the development and 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 the NP HQ office
• Support to recruiting process including orientation and onboarding, taking the lead on recruitment where indicated
• Lead the set-up of office IT infrastructure including internet, and software and assess needs and recommend software and IT solutions. Support the resolution of IT issues that arise.

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
• Advice on, and develop, contingency plans for critical incidents, including issues like hibernation, medevac, evacuation, and vehicle injury accidents, among others, and work with staff to prepare for those contingencies.

Team Development & Care

• In direct collaboration with the HoM and other line managers, monitor staff welfare and co-lead on implementing solutions and improvements
• Map training needs, such as personal security, security management, safeguarding, 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 training for all new staff in the priority subjects and regular refresher training 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.

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
• Support the monitoring and analysis of the security situation, ensuring reliable security information as a 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
• Contribute to 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.

QUALIFICATIONS AND COMPETENCIES

Education, Knowledge, and Experience

• Degree or Equivalent Level of Knowledge in logistics, administration, Safety & Security, International Armed Conflict, Peace Studies, or International Relations.
• Previous experience working with an INGO in a field coordination position, operations management with experience of management or advisory role in security.
• 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 in security analysis and conflict sensitivity
• Excellent writing abilities – with the capacity for drafting quality documents, briefs and reports quickly
• Training skills: Ability to lead staff training
• 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 a team and 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 is required
• The ability to speak Arabic will be an asset

Information Technology:

• Good skills in Microsoft Office applications. Hardware IT skills are an asset

Desirable

• Previous work in Sudan and understanding of the context