Operations Manager

VACANCY ANNOUNCEMENT                                                             

Operations Manager

Position title:

Operations Manager

Duty station:

Hargeisa, Somaliland / Mogadishu or Garowe, Somalia

Reporting to:

Director

Duration:

1 year

Starting date:

ASAP

Grade:

4C

 Background of Somali NGO Consortium

The Somali NGO Consortium is a platform that brings together national/local and international NGOs working in Somalia/Somaliland to encourage information sharing, cooperation, coordination and joint advocacy in order to better work together to improve the lives of vulnerable communities.  The Consortium aims to facilitate a more coherent NGO voice and assist NGO members to channel their concerns and suggestions to appropriate decision makers in the most effective format. SNC has offices in Mogadishu, Kismayo, Garowe, Dhusamareeb and Baidoa (Somalia) and Hargeisa (Somaliland) and is hosted by CARE International in Somalia/Somaliland.

Overall objective

The purpose of the Operations Manager is to oversee and lead all finance and administrative functions (admin, procurement, logistics and HR) support activities for the Somali NGO Consortium.

Key Responsibilities

The Operations Manager is a national/regional position and reports to the Director and is part of the Somali NGO Consortium team. The incumbent will work with CARE International (host agency) to ensure that all operations related tasks including financial transactions, procurement, HR and adminstrative functions are in accordance with donors and organisations policies and procedures. SNC is governed by an MOU with CARE, and the Operations Manager needs to be familiar with and ensure compliance with the procedures agreed in that MOU.

Specific Tasks:

Ensure that all financial transactions are in accordance with donors and organizations policies and procedures

• Before posting an invoice the Operations Manager must ensure all documents have sufficient approval and signing authority inclduing Purchase Requisition Form (PRF), Travel Expense Report (TER),Purchase Orders (PO) and all other all financial documentation.
• Determine whether the vendor has an outstanding balance and modify the entry to reflect the outstanding balance
• Before posting a disbursement (cheque or cash) request form to CARE, you must determine whether the request is adequately supported by documentation and has been properly approved
• Scrutinize and ensure that all payments made are related to mission policy, are clearly documented and conforming to donor regulations and CARE financial policies.
• Review and ensure all salary and benefits payments for contract staff and consultants are valid and supported by current contracts
• Review entries in Peoplesoft (CARE financial and procurement management software) related to the NGO consortium and ensure they are properly entered with correct account codes and fund codes.

Finance and Grants Management:

• Perform database administration, charts of accounts and system administrator functions as may be advised by the Director and CARE Finance Manager.

• Maintain a master budget for the NGO Consortium, update the funding situation and advise the management on any funding gap
• Ensure timely budget proposals are done and in reference to the master budget as well as timely and acturate monthly budget verses actual reports are produced and discussed with the management
  • Support audit and donor reports and make sure that all project reports for the respective donors to be uploaded into the CARE and SNC Sharepoint for future ease reference.

• Ensure understanding of relevant donor rules & regulations by finance staff, project managers, and other stakeholders. Coordinate award documentation and setup with CARE Shared Service Centre including project ID and fund code request, etc.
• Ensure timely donor reports are done and are in compliance with the donor rules and regulations and ensure that there is a tracking log of funds available, proposals in pipeline, income and other relevant information.
• Lead all project cycle management processes including developing proposals, budgets and close out procedures.

Internal Reporting: Management Reporting and Financial Analysis

• Management of the budget and resources: Develop and implement the annual work plan and budget for the organization; carefully managing expenditure and safeguarding Organization’s resources by following accountability procedures before signing approvals.
• Effectively manage and support implementation of cost-effective plans of the operations unit and sound financial management practices in line with donor and organizations policies and procedures
• Effectively manage internal controls / risk in the financial transactional services
• Maintain the PeopleSoft chart field for FCs, PIDs and AIDs up to date and provide Budget Holders with detailed Monthly Expenditure Reports (BVA reports)
• Coordinate the timely and accurate preparation of Management Reports as per established package; provide an analysis of the same identifying trends, opportunities, gaps, and risks.
• Lead coordination for all external audits and provide all that is required as for external auditors.
• Ensure that all supporting documentation and audit information is prepared and ready for audit purposes.
•  

Donor Reports and Quality Review

• Lead on all donor reporting and review donor contracts before signing off to ensure that all stated obligations are reasonable and following best practices.
• Co-ordinate an accurate preparation and timely submission of donor reports as per reporting calendar and requirements.
• Liaise with PMs/SC Members and other stakeholders to ensure that all reporting conditions are met.
• Develop, maintain the budget preparation toolkit comprised of Budget Preparation and Revision Guidelines, updated Budgets in ADP for sub-office costs, SPC and other cost pools, pipeline budgets and gap analysis. Budget contents and processes need to conform to CARE’s budgeting systems.                             

Administrative Functions:

• Oversee all administrative filing and records and archiving and ensure that all major financial (or other) commitments with other parties are covered by a legal written agreement.

• Ensure proper understanding and adherence to donor and organisations rules and regulations and that all procurement documents are completed timely and have sufficient and accurate supporting documentation.
• Support the office and program teams to prepare procurement plans and forecasts.
• Manage procurement requests from individuals and projects in a timely, expeditious and effective manner, ensuring that these are, duly approved, provided for in budgets, correctly described and coded and in compliance with CARE and donor policies and procedures
• Participate in procurement committee activities and meetings and act as the Secretary of the Tender Committee, ensuring that the deliberations of such activities are well documented and in compliance with CARE and donor regulations.
• Ensure that each undertaken procurement is fully documented, in compliance with donor/CARE requirements, particularly those of SIDA, USAID/BHA, SHF, BMZ and SDC and documents are appropriately filed and safeguarded.

• Review Employee Requests (ERFs) and ensure that Project/department details are correct, , status of position whether it is new, replacement or temporary position, expected date of hire is adequate to needs of the project and, finally review any recommendations made. 
• Ensure that all requests for recruitment are accompanied by updated job descriptions.  Keep an updated data folder of all Job Descriptions.
• Prepare vacancy announcements in line with the positions job descriptions and forward them to the HR department for grading and posting the advertisement in the press. Distribute the advert to the other SNC networks and online Channels like relief web if necessary.

• Request the Longlist from the HR department and forward it to the Hiring Manager. The Operations Manager is required to be the focal point for HR related issues that includes but not limited to follow up staff APAA and setting goals are up-to-date and in line with host agency policy, staff development and capacity-building in coordination with the HR Manager. S/he will make sure that all SNC staff familiarize the organizational policy of the host agency with the support of the head of units.
• Compile and submit SNC performance management documents to the HR department for recording purposes.
• Any additional duties assigned by your supervisor.

• A Business related degree or equivelent 
• Minimum 5 years experience in accounting & other functions of operations in INGO’s .

• Understanding of computer applications in respect to basic accounting, payroll management, cash control, etc.  At a minimum this would include an understanding of PAMODZI/people soft or any other accounting system  and Microsoft Office Tools (Word, Excel, PowerPoint, Outlook), advanced knowledge of Excel

• Good interpersonal skills
• Good supervisory skills and experience
• Good communication skills in both verbal and written English
• Knowledge of donor rules such as UNOCHA,SIDA,SDC,BHA and other UN Agencies is a must.

Desirable

• Masters degree is desirable

• Prior experience of working with NGO. Experience with handling confidential data

• A holder of  CPA/ ACCA finalist
• Additional experience in financial management

Languages:

• English (working language): fluent with excellent writing capacities.
• Knowledge of Somali would be of added benefit.

Interested candidates who meet the criteria above are encouraged to send their application letters and detailed CV in one PDF document to [email protected]

by referring to the job title “Operations Manager” as the subject line of the email, latest on Thursday, 30th August 2023.

Only shortlisted candidates will be contacted.

For more information about CARE and its programs, visit www.care.org

CARE is an equal-opportunity employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply. Our selection process reflects our commitment to the protection of children from abuse. CARE is a Zero Tolerant organization for child abuse and sexual exploitation and abuse.