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Background:
About RI: Relief International is an international non-profit organization committed to partnering with communities impacted by conflict, climate change, and disasters. Our core mission is to save lives, strengthen resilience, and promote sustained health and well-being in affected regions. Our team, comprising over 7,000 staff and local volunteers, operates in 15 countries across Africa, Asia, and the Middle East. We focus on providing comprehensive Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education, and Livelihoods programs, all aimed at fostering community resilience. Our strategy centres on collaborating with local partners to develop programs that are safe, inclusive, and precisely tailored to local needs. These programs are designed to be evidence-based, sensitive to conflicts, and adaptable to changing climates, thereby effectively addressing the needs of the most vulnerable populations.
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Duties and responsibilities:
POSITION SUMMARY: Working under the overall responsibility of the SCO Coordinator or the Operations Manager, will be responsible for Operations responsibilities in the RI Sudan dedicated office that supports program operations in other localities/states. ESSENTIAL JOB FUNCTIONS: Procurement - Lead and oversee timely completion of procurement activities directly supporting operations (e.g., office supplies, fleet, facilities, IT equipment, utilities, services).
- Process procurement requests in line with RI and donor policies and procedures, ensuring transparency, accountability, efficiency, and cost-effectiveness. Maintain accurate records and tracking for all operational procurements.
- Manage quotation and bidding processes for operational goods and services in accordance with the RI Procurement Procedures Manual.
- Maintain and update the Procurement Tracker on a daily basis, ensuring it is accurate, up to date, and shared with the SCO Coordinator.
- Ensure best value for money by sourcing the highest quality goods and services at the most competitive prices to support operations.
- Acknowledge and confirm operational procurement requests, providing timely feedback on estimated costs, lead times, and delivery schedules.
- Conduct regular market assessments to monitor availability, pricing, and quality of goods and services locally, ensuring operational planning is aligned with market conditions.
- Build and maintain in-depth knowledge of RI procurement procedures to ensure all operational procurements are fully compliant with RI and donor regulations.
- Coordinate with the Finance team to ensure timely and accurate payments to suppliers, ensuring complete and compliant documentation is submitted.
Assets Management - Prepare and review assets and inventory list, and ensure the verification process in all offices/HFs to determine existence, condition and ensure an accurate updated asset register in accordance to RI asset management policies.
- Ensure accountability, documentation and handover paperwork are correctly done (I.e. Donation certificates and/or asset transfer certificates)
- Being in charge of asset control ensures that all asset lists are adequately updated on the master assets list and shared with CO.
- All assignment forms for the equipment that is assigned to staff are available and reconciled with the master asset list.
Fleet Management - Organize transportation of the required program and support items to and from the country/field offices.
- Ensure that all transported goods have the appropriate documentation, e.g., waybills, receipts, etc., and that all inventories and stock lists are updated at the receiving and sending ends as necessary.
- Manage all RI vehicles and drivers, and assist with the maintenance of Vehicles.
- Ensure the vehicle travel and fuel use logs of all field site vehicles are kept up to date, and arrange appropriate vehicle inspections and repairs for all vehicles.
- Ensure the safety, full equipping, and road-worthiness of all Rl vehicles, together with drivers.
- Coordinate and ensure national transportation of freight by land, sea and air is in line with programme budgets and needs; ensuring the most cost-effective and reliable means of transport is used for the timely delivery of supplies to all project locations.
- Support management of vehicle fleets in line with RI standards to ensure appropriate allocation and safe use of vehicles throughout the programme, servicing and maintenance schedules are adhered to, and ensure accountability with particular reference to fuel consumption.
- Determining the appropriate means of transport; transportation cost management, bookings, documentation, such as waybills; scheduling etc.
- Ensure that all donor regulations and procedures are upheld during the transportation process, and that mishandling costs to RI are minimized
Administrative Tasks - Facilities management – All properties including office(s), warehouse(s) and guest house(s)
- Oversee administration functions such as reception, office consumables, storeroom management, etc.
- Assist Admin/Finance personnel to maintain accounting records relating to procurement
- Organize all RI files related to logistics and keep them updated as directed
- Communicating to the respective staff travelling on schedules, timely sending tickets/travel plans/requests, departures & arrivals; sharing of contacts of drivers etc.
- Ensuring drivers are available for pickup at the scheduled times without delays
- Preparation of accommodation for staff on transit and visitors.
- Preparation of welcoming packs with essential information for visitors and information on next travel schedules in both towns, airports, meetings etc.
Staff Management and Supervision: Support the support staff to understand and utilize appropriate tools and services to implement quality programming
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