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Head of Operations

Date: 23-Feb-2021

Location: Freetown, Sierra Leone

Company: Plan International

The Organisation

 

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

 

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

 

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

 

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

 

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

Plan International Sierra Leone is seeking to recruit top-notch professional to fulfil the position of Head of Operations (national position) based at the Country Office-Freetown to deliver the tasks outlined below:

 

SUMMARY OF THE POSITION

This role is needed to provide leadership, management, strategic direction for the Operations function within Sierra Leone according to Plan’s global ICT and supply chain principles, policies, global standards as well as best practices while taking cognizant of the local environment and business needs in line/engaging with the Country Strategy linking up to the Plan International Global strategy.

 

DIMENSIONS OF ROLE

The Head of Operations reports to the Country Director and is a member of the Country Management Team of Plan International Sierra Leone along with other country managers and is expected to contribute to Plan International Sierra Leone’s understanding and strategic direction in the country.

 

She/He will be responsible for the management and oversight of the country operationswhich includes ICT, logistics, procurement, warehouse, asset management and administration.

 

This position is responsible for ensuring the execution of Operations departmental plan and adequate operational support for the country to implement a wide variety of programs which includes developing systematic ways of handling the function and managing adequate documentation and compliance of processes.

 

ACCOUNTABILITIES

  1. Strategic planning, reporting and support to programmes delivery
  • Contribute to the strategic development and management of the country in line with the Country Strategic Plan (CSP), ensure that operations are an engaged and effective business partner for Programme departments to carry out quality programmes with excellent operational support
  • Support the Country Leadership Team in developing a transformation design that will strengthen the operational side of Plan International Sierra Leone to guarantee excellence
  • Oversee the planning and delivery of all general services and logistical requirements of program work in line with established procedures – including procurements, storage, transportation and distribution
  • Engage in project proposal and design including project budgeting as well as providing input to project proposals on key logistical and administrative aspects
  • Develop, review and implement specific logistics, procurement, warehouse and administrative procedures
  • Review Standard Operating Procedures (SOPs) to provide institutional guidance on the areas of assignment  
  • Advise on the various grant rules and regulations and monitor transactions on administration, warehouse, asset and fleet management to ensure compliance at all times
  • Take part and contribute to the identification, assessment capacity building & support, monitoring and coordination of partners on the Operations related function
  • Manage and mitigate risk including fraud and corruption
  • Ensure Work Permit and resident ID of international staffs are processed in line with the law of Sierra Leone
  • Responsible for proposal and supporting the development of adequate logistics control mechanisms of operations in Procurement in Emergency in order to a) identify weaknesses in the CO supply chain (b) monitor compliance to the Logistics Handbook and (c) make recommendations for improvements
  • Capacity build staff and concerned stakeholders on various administration and logistics processes and donor rules
  • Conduct logistics compliance checks on country and field offices.

 

  1. Translate global legal management standards into reality in Plan International Sierra Leone
  • Cascade global standards, policies and procedures to all staff while ensuring clear understanding and application at all times
  • Ensure Plan complies with all applicable laws and regulations in Sierra Leone
  • Ensure Plan enters contracts that are reasonable, protect its interests and are risk free
  • Ensure Plan complies with obligations resulting for it from signed agreements
  • Ensure Plan maintains an appropriate registration, understands and complies with its requirements
  • Ensure consistent application of Plan's Anti-Terrorism Screening (ATS) policy
  • Ensure that all Plan contracts are based on pre-approved format by Plan’s lawyer and on Plan’s minimum guidelines of contracts/agreements
  • Ensure contracts management including troubleshooting, negotiation and supplier performance management for logistics and admin related contractual engagements.
  1. Ensure procurement activities support timely and quality program delivery
  • Collaborate with department heads and staff to ensure purchase of goods and materials is properly planned, timely delivered in the required quantity and quality at an effective cost
  • Regularly assess risks that are likely to hamper continuous delivery of procurement activities and monitor the mitigating actions that will have been designed.

 

  1. Ensure a professional management of Plan International Sierra Leone’s assets and inventories
  • Ensure assets are tagged, monitored, and an asset count exercise is conducted at least once every year
  • Ensure disposal are carried out in due respect of organizational procedures and sound documentation is kept of the process 
  • Ensure that Plan International Sierra Leone’s facilities are covered by appropriate insurances and a monitoring mechanism exists to ensure damages are promptly repaired by the insurer
  • Facilitate the annual insurance survey and submit quality report to Global Hub
  • Ensure notification is made to relevant persons using the incident/loss notification form within the 48 hours of occurrence of incidents, damages or losses
  • Ensure mechanisms and relevant tools are in place to document asset transfer
  • Ensure stock is managed as per organizational procedures and most accepted standards.

 

  1. Ensure Plan’s facilities are safe and secure for Plan’s work
  • Ensure there is a sound mechanism for the regular, timely and effective maintenance of Plan premises
  • Ensure that Plan’s office, compounds and housing are in good standard of management
  • Ensure that Plan has in place an adequate security system in its premises for staff, vehicles, equipment’s, etc.
  • Supervise/facilitate conferences /workshops and visits arrangements.

 

  1. Ensure Plan’s fleet support effective delivery of program activities
  • Ensure that all Plan vehicles are always in good working condition
  • Ensure there is an adequate insurance cover for all vehicles in all time and their licenses are always up to date
  • Ensure there is a cost effective coordination mechanism for vehicle movements between Country office and program implementation and influencing areas
  • Submit monthly report in support to recovery of costs. 

 

  1. ICT and applications support
  • Applications and systems support: Oversee the in-country rollout/ support of corporate systems and applications including finance systems (SAP, Y.O.D.A, ERP), HR Information System (HRIS) and other corporate applications;
  • ICT Leadership support: Provide technical leadership, foresight and senior level ICT advice and information to meet needs and guide strategic and operational decision-making of Country Leadership Team
  • ICT Strategy: Build on, implement and communicate Plan’s ICT strategy, operational plan, policies, procedures, systems and tools, ensuring these are tailored and adapted to suit the realities and needs across all levels of the organisation;
  • ICT Policies and Procedures: Work with relevant colleagues (GH/RH) to monitor compliance with ICT policies and procedures across the organisation and providing quality control in ICT
  • In country ICT Infrastructure: Providing a secure and efficient network infrastructure to support Plan’s operation.

 

  1. Ensure safety and security for Plan’s operations in Sierra Leone
  • Periodically update Plan International Sierra Leone’s security SOPs and ensure awareness and consistent application by staff and other stakeholders
  • Periodically review and update the Travel Safety and Security Advisory (TSSA) and ensure visitors receive an e-copy before travelling to Sierra Leone and that they are briefed on the content upon arrival in Plan’s office
  • Prepare a monthly security update and share it with the Regional Security Advisor after review by the supervisor
  • Conduct Security Risk Assessment (SRAs) for all Plan’s offices at least once a year and carry out SRAs for residences to be rented by Plan prior to Plan signing agreements
  • Ensure the security company deploying security agents in Plan’s facilities is clear about Plan’s security standards and review its monthly report before payment of its services by Plan
  • Work with the Disaster Risk Management Focal Point to ensure Plan’s offices have in place the adequate evacuation systems
  • Prepare Quarterly Security Reports and present them during the Country Leadership Team (CLT) Meetings
  • Periodically update a contingency Plan for Plan International Sierra Leone
  • Ensure that Plan is on top of security Key Performance Indicators (KPIs)
  • Periodically train staff on security related matters to ensure they are up to date with security standards and equipped to react properly in emergency.

 

  1. Develop and lead a competent and motivated administration team 
  • Human resource planning - Recruit, grow and retain staff
  • Performance Management - Manage, motivate, develop and oversee the performance of Operations staff in line the organization’s systems, rules and regulations
  • Create a positive working environment in which continuous improvement, service- mindedness, transparency and open communications are key values.

 

  1. Nurture good relationships with the Government of Sierra Leone
  • Ensure that the Country Office adheres to all aspects of the Country Agreement between Plan and Sierra Leone Government
  • Ensure there is a system of monitoring of all items purchased through duty free exemptions
  • Ensure that equipment purchased with duty free are not sold or donated to third party without payment of duty
  • Ensure that required reports from Plan to Sierra Leone Government are sent in a timely manner.

 

KEY RELATIONSHIPS

Internal contacts

  • Country Director
  • Country Leadership Team (CLT) and Extend Country Leadership Team (ECLT)

External contacts

  • Line Ministries
  • Plan’s Legal Retainer
  • Minimum contact with vendors/Suppliers

 

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

 

Education/Professional Background

  • B.A/Sc. degree in Supply Chain management/ Logistics Management/ Business Administration, Procurement or related field of studies
  • At least 7 years work experience out of which 3 years in a similar position

 

Essential Skills

  • Strong technical skills in supply chain
  • Professional integrity and accountability
  • Able to keep the big picture in mind and work in detail
  • Ability to work under pressure
  • Able to work in a team and independently
  • Work well with others
  • Planning and organisation skills on short and long time frames
  • Decision making and analytical skills
  • Solutions orientated focused on program outcomes
  • Budget skills including effective use of resources
  • Coaching and mentoring skills
  • Develops mutual trusting relationships with complex partnerships that have excellent business outcomes
  • Remains calm and positive under pressure and in difficult situations.

 

Desirable

  • Good communication skills and Good writing skills in English.
  • Comfortable working with colleagues from different cultures and various internal departments;
  • Preference for team work and a collaborative working environment
  • Listening skills, discreet and tactful.
  • Commitment to continuous learning
  • Ability to respond/manage multiple demands from various sites/departments
  • Work experience in similar position in an International Non-Governmental Organization (NGO)

 

PHYSICAL ENVIRONMENT

The incumbent will be based in Freetown, Sierra Leone with 30% within the different sites & 70% of the time on office related activities.

 

GENERAL ACCOUNTABILITY

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

 

Ensure staff understand Plan International’s commitment to driving a feminist agenda within the organization, and the ambition for gender equality and gender transformative leadership is embedded in our value-based leadership framework.

 

Plan International’s Values

https://plan-international.org/about-us/careers-plan-international/our-values-work

 

To apply for this job, kindly click on "Apply" Your application should include: 

  • A cover letter
  • A comprehensive CV including details of two referees, one of whom should be your current or most recent supervisor
                 

Only short-listed candidates shall be contacted. References will be taken and background and anti-terrorism checks will be carried out in conformity with Plan International’s Safeguarding Children and Young People’s Policy.

 

Plan International follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.

 

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

Location:              Country Office / Freetown

Type of Role:        Head of Operations (National position)

Reports to:           Country Director

Grade:                   E

Closing Date:        8th March,2021

 

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

 

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

 

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

 

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

 

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

 

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

 

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.