Operations Manager at Nonviolent Peaceforce

Job Title: Operations Manager – Consultant

Department: Operations

Duty Station: Sudan – location TBD

Line Manager: Head of Mission

Technical Line Manager: Global Director Finance and Operations

Line Management Responsibility: Finance Manager, Admin/HR Manager

Position Type: Full-time

Contract Duration: 12 months

Availability: Immediate

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organisation. We work with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP). We work to reduce violence, protect civilians in countries affected by violent conflict and its aftermath, and help transform the world’s response to conflict situations.

Overview:

NP is in the process of scaling up its country program in Sudan to support the strengthening of safety and security of conflict-affected communities in North Darfur, South Kordofan and the Eastern Region. Working through Unarmed Civilian Protection (UCP), NP centres local communities in preventing violence and promoting positive peace. The NP programming will focus on building capacities within local communities to engage in nonviolent self-protection methods such as protective accompaniment/presence, community-led safety and security initiatives such as conflict de-escalation techniques and early warning/response mechanisms. Secured funding spans several years and offers an exciting opportunity to be at the forefront of sustainable, civilian protection.

Job Summary:

The Operations Manager is responsible for oversight of logistics/procurement, HR/recruitment, finance and compliance in NP Sudan and is supported by the Finance Manager and Admin/HR Manager. The Operations Manager is a temporary member of the Senior Management Team in NP Sudan, and responsible for all financial and operations management. Within the financial responsibility, this includes accounting and financial reporting, accounting, funds management, preparing donor finance reports, contributing to fraud control procedures, payroll, and related administrative tasks. This role is a key function for ensuring compliance with donor and governmental regulations as well as Nonviolent Peaceforce internal policies and procedures. In its role as a support to the Programs and other Departments, the Finance & Operations Department provides timely reports and assistance to all departments and to HQ to ensure that resources are used efficiently and effectively. Although the Operations Manager reports to the Head of Mission, he/she has a functional reporting line to the NP Group Director Finance and Operations.

Key Responsibilities:

Support to the Admin/HR Manager in developing/enhancing systems for the following:

Operations – Logistics & Procurement (scale up)

• 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 – Administration and Human Resources and IT

• Support development and finalization 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
• 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.

Team Development & Care

• In direct collaboration with the HoM and other line managers, monitor staff welfare and co-lead on implementing solutions and improvements
• Support HR in mapping 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:

• 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
• Receipt of supplier invoice & payment process
• Review invoices for accuracy and proper approval
• Review the supporting documents before payment is approved by the Head of Missions/budget holder.
• Ensure that the purchase orders are properly coded and match with the donor budget

Support to the Finance Manager in developing/enhancing systems for the following:

Petty Cash & Cash Fund Management

• Ensure payroll advances are recorded in the payroll on a monthly basis
• Ensure the advances accounts are cleared on a monthly basis
• Ensure weekly reconciliation of petty cash

Cash Disbursement to Field Sites

• Review and maintain oversight of cash fund disbursement forms
• Manage withdrawal of petty cash/ cash fund from the bank
• Oversight of cash movement including verification of receipt by recipient/field site
• Ensure withdrawal and deposit to and from the bank are recorded

Bank and Control Accounts Reconciliation

• Prepare and review the monthly bank reconciliations

Cash Forecasting

• Maintain a 6-month cash forecast, and updated on monthly basis

Monthly closure & Financial Reporting

• Close the accounts for the month ensuring that all vouchers and expenses are posted by the end of the month
• Prepare month end reports for in-country Senior Management Team and submission, including Budget vs. Actual reports and those included in NP’s internal control processes.
• Maintain real time accounts payable system with monthly submission to HQ.
• In liaison with program staff ensure accurate and timely reporting on budget vs. actuals

Payroll Management

• Review the master payroll file on a monthly basis and ensure that social charges and other statutory deductions and contributions are calculated and accounted for correctly.
• Ensure that national staff social security and taxes are paid to relevant authorities in a timely manner.
• Ensure that the annual tax declaration and other statutory reports is prepared and filed to related office in a timely and accurate manner.

Budgeting and forecasting

• Support to the Programme team in the preparation and monitoring of program/project budgets
• Prepare budget for Finance Department and assist in the budget preparation with the project managers
• Work with Head of Mission to coordinate the annual programme budgeting process
• Liaise closely with relevant staff for monthly review and adjustment of Country Programme as well as individual project forecasts

Other

• Ensure internal controls are implemented throughout the country programmes with a specific focus on ensuring thorough fraud prevention processes and oversight
• Ensure due diligence, oversight and compliance with donor reporting requirements
• Ensure timely and accurate reporting to donors
• Coordinate and prepare for annual audits as well as project audits
• Coordinate the submission of monthly, quarterly and final financial reports to Tax offices in Port Sudan
• Facilitate training of finance procedures to finance and non-finance staff

Qualifications:

• Bachelor’s in accounting, finance management, admin, logistics or equivalent. Certified Public Accountant (CPA) qualification.
• At least 5 years’ experience in finance, logistics and overall operations management with a nongovernmental organization (NGO)
• Experience interpreting and applying accounting standards and procedures, applicable country rules and regulations, and grants management.
• Experience in grants financial management and accounting
• Experience working in multi-cultural environment

Key Challenges:

• Balancing the demands of different country programs when they have similar internal deadlines
• Ability to work with several management stakeholders

Skills and Competencies:

• Strong communication skills – English essential, Arabic preferred
• Excellent problem-solving and analytical abilities.
• Excellent time management and ability to deal with competing demands
• Ability to work effectively in a team and independently.
• Commitment to the humanitarian principles (humanity, neutrality, impartiality and independence) and the work of Nonviolent Peaceforce

Independent Judgment/Analytical:

• Ability to manage information with discretion
• Ability to set priorities, solve problems and analyze data
• Demonstrable ability to effectively process and consolidate information and documentation from multiple locations

Interpersonal:

• Flexible, energetic and adaptable
• Ability to work in a multi-cultural environment
• Proven ability to build relationships

Preferred Qualifications:

• Quick Book experience is a significant advantage

Working Conditions:

• This field position may include challenging living conditions, limited access to amenities, and potentially unstable security situations.
• You must be prepared to live in basic or non-traditional accommodation, which may include shared housing, camps, or field-based settings
• Demonstrated ability to adhere to strict security protocols and maintain high level of situational awareness

Application Process

• Candidates meeting the above requirements are requested to submit a CV (max. 2 pages) and cover letter (max. 1 page), through our website detailing their experience and how they qualify for the role. Incomplete applications will not be considered.
• The closing date for application is Saturday, 10th May, 2025.
• Candidates may be selected before the closing date, apply early.
• As part of the recruitment process, shortlisted candidates may be asked to complete a technical assignment before participating in an interview.

SPECIAL NOTICE

Nonviolent Peaceforce is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, communities we work with, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities and government guidance and complies with best practices in the Humanitarian and Development sector. NP expects all staff and volunteers to share this commitment through our code of conduct. We prioritise ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. NP also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job 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.

NO FEE

We never ask for payment as part of our selection process, and we always contact candidates via our corporate accounts and platforms. If you are approached for payment, this is likely to be fraudulent. Please check whether the role you are interested in is posted here on our website.

How to apply

Application Process

• Candidates meeting the above requirements are requested to submit a CV (max. 2 pages) and cover letter (max. 1 page), through our website detailing their experience and how they qualify for the role. Incomplete applications will not be considered.
• The closing date for application is Saturday, 10th May, 2025.
• Candidates may be selected before the closing date, apply early.
• As part of the recruitment process, shortlisted candidates may be asked to complete a technical assignment before participating in an interview.