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Background:
United Peace Organization UPO is Sudanese national organization that has been established in 2009 and registered with Humanitarian Aid Commission HAC in Sudan with vision to promote peace and development. UPO working since 2010. UPO seeks to build peace in Sudan through conflict mitigation and reconciliation, inspiring and furnishing the local communities with sufficient and life changing skills to capacitate and empower their living. We see a more peaceful and socio-economically and politically advanced Sudan. OUR VISION We seek to build social justices and cohesion, empower community with life changing skills, and build their resilience to inspire peace. OUR MISSION STATEMENT - Addressing the most pressing needs and challenges facing communities
- particularly women, children and youth in fragile and conflict affected States
- Empower the community to build social cohesion and inspire peace.
Building community life changing skills to build their resilience in the face of poverty, shocks and stress they face in the war-torn areas SCOPE OF ROLE: Reports to: Executive Director. Staff directly reporting to this post: Admin, IT , Logistics, Security.
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Duties and responsibilities:
ADMINISTRATION - Responsible for development, review and update of UPO Sudan and’s administration policies, systems and procedures (i.e. filing system, guest house management, etc)
- Provide leadership management, supervision, coaching and on-the-job training to subordinates to enable them perform their routine tasks smoothly,
- Ensure compliance and adherence to operational policies, regulations of the organization, donors as well as to the laws of the country.
- Develop / draw / Revise / Authorise and maintain property leases and other contractual agreements that protect the organizations rights and interests, in close consultation with the legal advisor and the GD.
- Directly supervises the Administration Officer and provides team leadership to the department
- Contribute to the overall improvement to organisational structure and work processes through organisation evaluation and recommendations,
- As member of the senior country management team the competent is expected to make senior contribution to the organisation strategy and implementation.
- Conduct regular visits to the field offices to ensure regular monitoring, supervision and coaching of staff on relevant operation support issues,
- coordinate and maintain good relations with relevant Government authorities (i.e. HAC, Labour office, different ministries, etc) for smooth release of visa’s, work permits, travel permits, Technical agreement TA, etc.
- Coordinate with other INGOs/NGOs, UN and Government offices to share information on areas of common interest.
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- LOGISTICS
- Responsible to develop, review and update UPO logistics policies and procedures for Sudan operation
- To ensure transparent procurement procedure is followed across UPO international field offices in Sudan and office and tracks and records of procurement are maintained and up-to-date.
- To ensure that UPO gets good deals which maintain highest possible levels of quality, quantity, timely delivery and best prices.
- Responsible to develop a proper assets management system and it is implementation at all work places and sites of UPO including their proper record keeping, insurance, upkeep and maintenance.
- Responsible to ensure that market analysis is regularly conducted, and reliable information is generated to help propose reputable service providers to be approved by office (i.e. service providers, suppliers, consultants, etc)
- Ensures that quality controls checks were maintained in all procurements and relevant skilled persons were used to determine this.
- Ensure that overall vehicle management and control is on progress and regular controls and crosschecks were maintained and regular reports are produced to management.
- Directly supervises the Logistic officer and provides team leadership to the department
- SECURITY
- Serve as Security focal person for UPO, keeping up to date on security developments in Sudan as well as in the region through formal & informal means;
- Work closely as the focal security person in UPO operation areas, preparing and submitting regular security updates as required by the management at all levels.
- Develop and update, as required, adequate security protocols/plans for UPO in Sudan, ensuring that staff are informed and sufficiently trained in these protocols, and that protocols are effectively followed.
- Attend the UNDSS and other security meetings and keeps the office informed and updated.
- Carry-out security risk assessments and security plan drills and exercises in consultation with management, logistic manager, expert personnel and head office security coordinator.
- IT
- Lead the development, planning and implementation of IT systems in the Sudan offices ensuring, wherever possible, the use of up-to-date technologies.
- Ensure that all UPO's information areas and communication systems are efficiently integrated in both the short and long term.
Ensure the effective development, management and maintenance of the Sudan office IT support services
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Minimum Qualification, Skills and Experience Required:
- Master's degree or Bachelor's degree in Supply Chain Management, Logistics, Procurement, Asset Management, Economics, or a relevant field.
- A minimum of 9 years of experience in senior or equivalent positions with reputable international NGOs (INGOs) or similar organizations, specifically in humanitarian or emergency contexts within Sudan or comparable settings.
- Demonstrated experience in holding senior operational roles within complex or emergency environments, including strategy development and implementation.
- Proven track record in overseeing the security and safety of staff, ensuring compliance with safety protocols in volatile environments.
- A high level of flexibility and adaptability, with the capacity and willingness to work under difficult, high-pressure, and sometimes insecure conditions.
- Strong ability to facilitate and conduct large-scale technical training sessions for staff, fostering their professional growth.
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