Population Services International, Business Operations Technical Advisor
South Sudan: Business Operations Technical Advisor
Organization: Population Services International
Country: South Sudan
Closing date: 10 Mar 2017
Job title: Business Operations Technical Advisor
Department: East Africa
Base: Juba, South Sudan
Reports to: Country Representative
Who we are
We’re Population Services International (PSI), the world’s leading non-profit social marketing organization. We work to make it easier for people in the developing world to be healthy by providing access to products and services that range from mosquito nets to HIV testing.
There are over 9,000 “PSI’ers” around the world. It’s a diverse group of entrepreneurs and professionals with an unusually wide range of backgrounds – from the medical industry to the music business – all with unique skills we bring to the job.
Join us!
Reporting to and with the overall direction of Country Representative, the BusinessOperations Technical Advisor (BOTA) is responsible for overall guidance, coordination and leadership of the PSI South Sudan Operations Department. This includes oversight, management and follow-up of day to day procurement, logistics, ICT and administrative aspects of PSI operations in Juba and support to all program sites, ensuring sound grant management and compliance with PSI and donor regulations. BOTA provides management and oversight of procurements, contractors’ database, tendering process, tracking payments, assets inventory, ICT and management of PSI facilities as well as regular coordination and feedback to program and field teams.
This is a senior position with supervisory role over Logistics, PSI Assets, Storekeeping, ICT, Office Administration, Facilities Management and Procurement.
Sound like you? Read on.
Your contribution
Essential duties and responsibilities
- Responsible for oversight and day to day procurement needs of Juba office and field sites, in coordination with program and support staff.
- Provide guidance and train operations team on all aspects of procurement, logistics and office administration.
- With the procurement team prepare the required documentation of supplies, assist with program commodities as required, and transactions according to PSI standards.
- Establish and oversee the maintenance of thorough procurement files as outlined in the PSI procurement policy.
- In coordination with program staff establish system for the contractor appraisal after each project and establish and maintain a Database of qualified contractors/suppliers in accordance with the appraisal results.
- Manage preferred supplier selection process and agreements.
- If necessary assist program team in preparation of the Bill of Quantities, provide recommendations on goods available in the market and prices.
- Lead the tendering process and observe and control absolute confidentiality and compliance of the tendering documents while ensuring transparency of the process.
- Closely coordinate with program team on issues of dates of the payment and documentation required. Alert the program team if any delays in payment schedules occur.
- Oversee preparation of weekly procurement tracking sheets and prepare monthly status reports on procurement, assets, contractor database and payments.
- Ensure that copies the documents of all procurement and contracts are properly filed in project files.
- Oversee maintenance of updated assets inventory list of the equipment, offices and expat living quarters. Ensure safe use and safe storage of the inventory items and assist with disposal of assets.
- In all cases assure procurement and other processes, as well ad documents for signature by an authorized PSI representative are prepared in accordance with PSI and donor regulations.
- Oversee air travel coordination and travel related payments.
- Coordinate with Country Risk Manager: on generator and vehicle fuel consumption, contracts and payments, vehicles maintenance and repairs.
- Oversee general office and compound management and staff.
- Coordinate with Country Risk Manager on any security and safety issue, including relevant contracts.
- Participate in negotiation and preparation of leases and contracts for the rented premises and equipment. Ensure adequate set up of rented premises and equipment and track dates for the payments and maintenance.
- Process and if necessary update service contracts for all the office related services.
- Effectively stay abreast of donor policies, procedures, rules and regulations and train PSI program and partner staff in these policies.
- Conduct him/herself both professionally and personally in such a manner as to bring credit to PSI and to not jeopardize its mission.
- Participate in hiring and disciplinary measures for the direct reports.
- Establish and maintain good relationship with various stakeholder and authorities.
- Perform any other duties as required by supervisor.
What are we looking for?
The Basics
- Masters, University diploma in Management, Logistic or similar field;
- At minimum 5 years work experience in a similar position at the Operations Director level with a reputable INGO;
- Strong knowledge of donor rules and regulations and the ability to successfully apply institutional rules and regulations;
- Previous experience in supervising staff in large programs;
- Good command of Microsoft Word and Excel;
- Proven trustworthiness and willingness to work as a team member, provide direction, and share information with fellow PSI staff members;
- Willingness to work long hours and ability to work under pressure for long periods of time;
- Fluency in English required (spoken and written).
Key behavior and abilities
- High professional and personal integrity;
- Organized, proactive, team player;
- Excellent organizational skills;
- People-oriented, interest in providing capacity building to colleagues;
- Strong communication skills.
What would get us excited?
Drive change and innovations: Act with urgency for continuous improvement and with a bias towards action; promote development of breakthrough solutions; embrace and advocate innovations that improve results; aggressively promotes the need for breakthrough improvements.
Develop others: Give people challenging assignments to develop their capabilities; provide timely coaching, instruction and feedback, create an environment where failure is seen as an opportunity to learn. Coaches others and helps them develop their knowledge and skills; give people authority to make decisions
Understand Donor and Development Perspective: See PSI from the donor point of view; understand the market forces that impact PSI; understand current donor strategy and where it is likely to lead in the future. invests time to understand the donor’s priorities, procedures, and systems; Knows donor strategic plans and how they will impact PSI
Communicate and Share Information: Share information people need to make decisions or avoid problems; keep people informed about all issues that may affect them; Communicates clearly, concisely and to the point; Keeps people informed on a timely basis of change, key events and decisions that may affect them
Acting with Long Term Perspective: Take actions today to build a strong foundation for future success, identify and take advantage of emerging opportunities, keep PSI’s long-term goals in mind when addressing short-term issues and problems.
STATUS
- Exempt
- Level 6
PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.
Apply here: https://goo.gl/j4LwEZ