Ended Business Support Manager
Business Support Manager – Based in Taiz
Save the Children in Yemen works in Child Protection, Education, Child Rights Governance, Health, Nutrition, Food Security and Livelihoods and WASH responding to emergencies and longer term development needs.
The Business Support Manager (BSM) is responsible for providing day-to-day leadership and management to operations in the field offices to effectively deliver Save the Children's programmes in their area, managing all field support functions staff and acting as the focal point for all local external coordination.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Field Manager.
Staff reporting to this post: Support staff (Finance, Logistics, Admin & HR, Awards, IT)
(delete is not applicable)
Budget Responsibilities: TBC
KEY AREAS OF ACCOUNTABILITY:
- Ensure centralized management of supply chain, vehicle fleet, stock and asset A member of the Field Management Team and supervise business support teams working in the field office.
- Ensure technical program team are provided with needed support to allow smooth implementation of project activities according to the grant requirements, on time and within budget.
- Support the Field Manager in ensuring program & operations staff wrok in cohesion through coordination and information sharing with and between all key staff.
- Ensure that existing finance, logistics and HR guidelines and related administrative procedures are adhered to.
- Ensure that each member of the business support team has a clear job description which is well understood by the individual as well as the team.
- Oversee and support the procurement process, helping to ensure that procurement is in line with the SCI procurement procedures;
- Ensure assets verification/submit asset lists, and proactively address asset needs as well as the management of assets in the field office;
- Support the transparent, rigorous recruitment and appropriate orientation of new staff;
- Ensure implementation of the performance management system;
- Directly manage a budget for operational costs in the field office and support technical staff in the budget management of program activities.
- Support/review financial reports, such as monthly Budget vs. Actual reports (Operations part) to verify transactions are allocated correctly and for necessary follow-up.
- Facilitate the signature of sub agreements at governorate level in coordination with the Government Liaison Coordinator in CO; including completing set of documentation, meetings with authorities, etc.
KEY AREAS OF ACCOUNTABILITY :
- Ensure centralized management of supply chain, vehicle fleet, stock and asset management.
- Ensure that policies and procedures are in place and respected in all field offices.
- Ensure that reports are compiled systematically in the field office, and communicated on a timely basis to the County Logistics Manager.
- Responsible for GIK management in the field office.
- Support field office logistics staff with technical assistance and assist in building their capacity.
- Contribute to project design and budgeting with regards to operational needs and feasibility.
- Directly manage supply chain, vehicle fleets, equipment, transportation and distribution of food and non-food items.
- Collate the procurement data and report any discrepancies and other standard related issues to the Country office (CO) Logistics Manager.
- To assist the Programme Managers with logistics advice during the drawing up of new project proposals.
- Centralise the programme supply chain at local level by the setting up of effective order management systems for national and local orders.
- Ensure procurement practises are compliant with Save the Children and donor regulations.
- Ensure transportation of freight by land 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 projects.
- Ensure management of vehicle fleets is in line with Save the Children international standards; ensure appropriate allocation and safe use of vehicles throughout the programme and ensure servicing and maintenance schedules are adhered to.
- Ensure the practical and effective implementation of the security guidelines in the field office ensuring all programme staff are briefed on procedures.
- Perform other duties as assigned by the Business Support Manager.
- Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of crisis or emergency.
- Commitment to serving members and their donors, and to helping build a culture of member service throughout organization.
- Receive all requisitions for programs, ensure approval by authorized signatory. Consult with requestor on specifications, advise on best processes and initiate purchase procedures.
- Suggest procurement committee as per Save the children international (SCI) procurement policies and procedures and as per the SCI Yemen CO Logistics Manual.
- Provide an advisory role for the functioning of the procurement committee. Ensure due process is followed and fair/transparent purchasing decisions are made.
- Negotiate leases (if applicable), agreement for service and supply contracts/Framework Agreements (FWAs).
- Collaborate with Finance Team to ensure that payments to suppliers and service provider are made in a timely manner.
- To establish and maintain good contacts with government offices, UN agencies and other NGOs with regards to logistical matters.
- To act as the Focal Point for all related matters to the SCI Total Inventory Management system (TIM) for the Field office.
- Ensure full audit trail standard under donor regulations as well as Save the Children Internal Warehousing Procedures.
- Keep all relevant parties informed of the supply pipeline progress and ensure the Monthly Warehouse reports, include field offices, is submitted to the Logistics Manager in a timely manner.
- To ensure that warehousing management and assets tracking are followed up while supporting the Pharmacist in the general management of drugs storage and supplies to the field locations.
- Ensure all assets of Field office are managed according to SCI’s Asset Management Policy, SCI Asset Management Guidelines, and relevant donor rules and regulations with a continuous collaboration with Country Logistics Manager.
- In total collaboration with Field Logistics Teams, ensure proper tracking methods are followed to monitor the movement/changes of any assets and ensure proper control/handling of equipment at all times
- Supervise the conduct of regular physical checks of assets and inventory items in Yemen CO and provide reports on outcomes.
- Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, equal opportunities and other relevant policies.
Comply with Save the Children policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
BEHAVIOURS (Values in Practice)
- holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
- sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- widely shares their personal vision for Save the Children, engages and motivates others
- future orientated, thinks strategically and on a global scale.
- builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- values diversity, sees it as a source of competitive strength
- approachable, good listener, easy to talk to.
- develops and encourages new and innovative solutions
- willing to take disciplined risks.
- honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS, EXPERIENCE AND SKILLS
- Post graduate degree in management sciences
- Strong understanding of logistic, financial and HR procedures
- Fluency in written and spoken English and computer literate
- Significant experience working with an INGO in a similar position in Yemen – over 3 years.
- Skills and experience in team building, management of field offices, and representation/coordination at senior levels with the UN/INGOs, government departments and authorities.
- Experience of implementing projects funded my major institutional donors (ECHO, DfID, USAID) and basic awareness of donor compliance requirements
- Experience of budget management and oversight.
- Good interpersonal skills and ability to communicate at all levels and to motivate the field teams and partners to deliver results in difficult working environment.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
We are looking for both men and women from Yemen with enthusiasm and commitment to improve the protection and promotion of the rights of all children in Yemen.
All applicants will be subject to Save the Children’s Child safe guarding Policy and Reference Checking Process.
To apply for this job please click on Business Support Manager application