Senior Operation Officer (Madani) – Muslim Aid

About Muslim Aid

Muslim Aid was established in the UK in 1985 by community leaders from 17 Islamic organizations in response to the drought in the Horn of Africa. We are a faith-based British international charity that provides help to people who are victims of natural disasters or conflict or suffering from poverty, hunger, disease, illiteracy, discrimination, homelessness, debt, unemployment, injustice, deprivation, or lack of skills and economic opportunities.

Muslim Aid’s Sudan country office was established in 1991 in response to the ongoing needs of the Sudanese people living through conflict and the effects of drought. Our office is based in Khartoum and delivers emergency response and strategic aid programs.

Position Summary

The successful candidate will be responsible and accountable for supporting all operations and administrative functions within the Madani Office.

Duties and responsibilities:

Supply Chain/Procurement:

• Lead all procurement actions and preparation of procurement plans
• Manage vendor database/contractor prequalification and evaluation status to ensure a pool of reliable vendors and contractors
• Lead the implementation of procedures for warehouse operations in compliance with both MA and donor policy requirements.
• Oversee store management and program inventory control.

Facilities Management:

• Manage Madani office facilities, guesthouse services, warehouses, improvements, repairs, and renovations.
• Oversee management of office assets inventory.
• Responsible for issuing and tracking commonly shared equipment
• New Hire set up – Prepare workstations in advance of the arrival of new employees and ensure the workstation is stocked with required supplies.
• Ensure the guesthouse facilities are maintained, regularly cleaned, and aired and that utilities are in sufficient supply for use by visiting staff.
• Ensure a permanent functioning electrical supply through city power and generator backup through hardware maintenance procedures, including ensuring a minimum stock of fuel.
• Establish and monitor a tracking system for commodities, supplies, equipment, and project assets within the Sub-Offices and maintain a functioning relationship with partners (where required) on the ground in regard to the joint warehouse and supply chain management.

Vehicles:

• Oversee office vehicle management.
• Responsible for the allocation of vehicles for use within the office.
• Monitor vehicle utilization, maintenance, and expenses and generate monthly reports Ensure all necessary licenses and permits are kept current.
• Coordinate delivery of all new vehicles including fitting of required security units, applying for new fuel cards, and vehicle insurance, and dispatching the vehicles for respective programs.
• Responsible for fuel consumption tracking and monitoring and ensuring sufficient fuel for office use.
• Coordinate with the insurance company in case of accidents for claims processing.
• Ensure all drivers have valid licenses and are fit to drive
• Identify transport companies and deploy effective and reliable vehicles for transporting personnel, materials, and equipment needed in program implementation.

Security:

• Support emergency preparedness for the office.
• Responsible for keeping the workspace safe and stocked with first aid and emergency supplies.
• Share relevant security information with staff for action.
• Oversee security systems for the office and staff.
• Problem solved in case of theft Finance and Budget.

Monitoring:

• Involved in the preparation of annual Facilities and Overhead budgets
• Review monthly expenditure reports and discuss any issues.
• Review of recurrent administrative expenses to ensure efficiency in use and procurement.
• Review annual supplier framework agreements

Performance Manager:

• Oversee duties and activities of Logistics Assistant, temporary staff, and drivers.
• Facilitate individual team member success through communication, delegation, feedback, and performance assessment.
• Review and update current assignments Provide support for staff development
• Keep track and monitor compensation leave for direct reports.

Staff Travel:

• Oversee travel management for the office including managing relationships with travel agents, hotels, and vendors.
• Implementing travel policies and procedures.

Others

• Perform any other duties as may be requested by the supervisor from time to time.

Qualification

• Bachelor in Business Administration or a related field.
• 3-5 years experience of Logistics level Logistics and procurement/Ops Officer
• Experience within an International non-profit organization, UN preferred

How to Apply

Closing Date: 21 Sept 2023

Interested candidates are requested to submit their applications through Email: [email protected] – Females are encouraged to apply