Head of Operations, South Sudan

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Population Services International
Apply by 25 August 2018
Senior-level , Full-time staff position
Posted on 26 July 2018

Job Description

Head of Operations

East Africa

Based in Juba, South Sudan

Reports to the Team Leader

Who we are

We’re Population Services International (PSI), the world’s leading non-profit social marketing organization. We work to make it easier for people in the developing world to be healthy by providing access to products and services that range from mosquito nets to HIV testing.

There are over 9,000 “PSI’ers” around the world. It’s a motivated group of entrepreneurs and professionals with a diverse range of backgrounds all the way from the medical industry to the music business, all with unique skills we bring to the job.

Project Background

The Health Pooled Fund 3 (HPF3) will start in August 2018 until 2023 and will be supported by the British Government’s Department for International Development (DFID), the Government of Canada, the European Union, the Swedish International Development and Cooperation Agency (SIDA) and United States Agency for International Development (USAID).

HPF will support delivery of essential primary health care, secondary health care and referral health services at the national, state, county and facility/community levels. It will be implemented in eight state hubs of South Sudan’s formerly known as: Eastern Equatoria, Central Equatoria, Western Equatoria, Northern Bahr el Ghazal, Western Bahr el Ghazal, Warrap, Unity and Lakes.

HPF’s overall goal is to reduce maternal and children under five years old mortality, ensuring universal coverage, and improving the overall health status as well as the quality of life of the South Sudanese population. Its

overarching objectives are:

Improved health and nutrition services for the population, especially women and children;

Improved community engagement and accountability of health services;

Stabilisation of local health systems.

To attain these objectives, the HPF team is responsible for the following work streams:

  • Management of the HPF fund, IPs and support to the HPF steering committees;
  • Ensuring continuity of and support to service delivery, with a focus on improving quality;
  • Management of fiduciary risk associated with use of donor funds;
  • Development of and support to the implementation of a nutrition component, integrated within the health services delivery and health systems strengthening work streams; and
  • Procurement of essential medicines.
  • In country distribution of essential drugs

Position Summary

The Head of Operations will be responsible for ensuring the effective operational implementation of the project under the guidance and supervision of the Team Leader, including direct line management the of supply chain manager, HR manager and Operations and Security Manager.

The Head of Operation will also ensure effective operations support to the project team (led by the Team Leader). This includes logistics, risk management, reporting, course correction where required, project reviews and closure. This may include travel as requested and regular contact with national and international partners.

Your Contribution

Activities and tasks

The Head of Operations will ensure that the efficiently running, security, distribution and operation of logistics of the project are contributing to the implementation of the HPF. The Head of Operation will contribute to the achievement of all work streams under HPF. Key responsibilities include, among others, the following:

  • Ensure the efficient operational logistics of the project
  • Lead the improvement of working practices in all aspects of operations management
  • Handle all day-to-day management of project logistics, including HR, security monitoring, supply chain oversight and information reporting.
  • Ensure all HR procedures are in line with South Sudanese law and that performance management systems are well understood and utilized by line managers and staff. Make sure timesheets are available, completed correctly and submitted on time.
  • Liaise with the Deputy Team Leader and partners to schedule STTA inputs according to the project plan, as well as liaising with experts and administrative staff to plan all travel and security measures.
  • Work with the Team Leader and Finance Director to manage existing suppliers and select new ones through competitive solicitations and direct negotiations and interface with key executives on supplier issues.
  • Oversee procurement of office equipment, including IT, furniture and fixtures and any project-related procurements and record keeping
  • Maintain relationship with landlord(s) and/or office building management.
  • Ensure there is a proper inventory of all project property by working closely with the asset and grant specialist.
  • Lead on the development of the project operational, security, travel, administrative and logistic policies and strategies
  • Oversee the security planning of the project and work with Security on the Evacuation and Medical Evacuation SoPs
  • Ensure that all administrative procedures are of the highest quality
  • Ensure compliance with all Head office and client contractual policies and procedures
  • Create and maintain a filing system for the office and help train Administrative Officers to create and maintain it.
  • Assist in creating and maintaining up-to-date administrative records, including but not limited to non-expandable equipment and furniture inventories; insurance policies; contracts and purchase orders with vendors; suppliers, and subcontractors; procurement files; and vehicle ownership.
  • Manage and increase the effectiveness and efficiency of Support Services (HR, IT and others), through improvements to each function as well as coordination and communication between the supports, and programme functions.
  • Participate in weekly and quarterly project planning sessions with the Team Leader and relevant team members to ensure project progress and knowledge of all implementation issues.
  • Fill in for the Team Leader when/as requested
  • Any other management/administrative tasks deemed necessary by the Team Leader or requested by Project Team
  • Ensure that the evacuation Plan is working correctly, Ensure that the UK head Office is also linked to the Plan at the same time the various Consortium Partners SOPs are also taken into account when writing the various SOPs.
  • Work closely with the Field Coordinator to ensure that the correct support and supply chain is in place for the Project Coordinators and Project Support Officers in the 8 Former States.
  • Ensure that the Fleet Management of all HPF programme vehicles is correct and that the monthly returns are kept upto date and signed off accordingly with regards to fuel.

Line Management and Reporting

The Head of Operation will have open and effective lines of communication with the rest of the HPF team. The HR Manager, Security Manager and the Supply Chain Manager will report directly to the Head of Operations. Specific tasks include:

  • Supervise the overall project security, & logistics staff and the management of the supply chain team, which sits in off site in another location
  • Ensure that personnel policies and procedures are followed by all employees
  • Copy the Team Leader and the Project Director in any email communication relating to major financial or contracting aspects of the HPF.
  • Perform any other related duties that may be assigned by the immediate supervisor

What are we looking for?

  • Minimum 10 years of relevant experience; with minimum five years management experience in a developing country;
  • Masters degree in Business and Administration, Operations Management or other relevant area desirable;
  • Strong understanding of complex development programmes in developing countries;
  • Strong understanding and proven experience of working with different donors and familiarity with their policies and requirements;
  • Experience of operations management at a senior level with the INGO sector;
  • Excellent narrative and finance reporting analysis skills;
  • Experience of managing and mentoring large teams and drive them to achieve their full potential and the project’s outcomes;
  • Proactive and flexible with the ability to multi-task
  • Excellent experience of working in multicultural and diversified environments.
  • Familiarity with the international donor community;
  • Experience working in fragile states and/or situations of political sensitivity;
  • Excellent oral and written communication skills, and cultural sensitivity
  • References will be required

Note: This is an unaccompanied Post and is contingent on funding

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status


About the Organization

About PSI: PSI is a leading global health organization with programs targeting malaria, child survival, HIV and reproductive health. Working in partnership within the public and private sectors, and harnessing the power of the markets, PSI provides life-saving products, clinical services and behavior change communications that empower the world's most vulnerable populations, in over 65 countries to lead healthier lives. Over 150 staff in the Washington D.C headquarters, 100 overseas expatriate staff and almost 8,000 local staff work to execute PSI’s critical and innovative programs worldwide. Health Impact and Donors: PSI has a unique focus on measurable health impact much like successful corporations measure profitability. Measuring the results of PSI’s health interventions isn’t as simple as counting lives saved. PSI employs an entire team of researchers to continuously evaluate PSI performance against evidence-based objectives and verifiable indicators. Such strict measurement of PSI performance is what sets the organization apart from others in the field and feeds into the design of innovative, targeted and cost-effective interventions. By utilizing the DALY (Disability Adjusted Life Year) system, PSI estimates that in 2009 alone, its programs directly prevented more than 156,000 HIV infections, 2.6 million unintended pregnancies, almost 150,000 deaths from malaria and diarrhea and 19 million malaria episodes. In addition, roughly 25,000 patients were treated for TB. With a focus on decentralized management and local experts, innovative programs and successful benchmarking, PSI is proud of its long term commitment to serve those most in need. PSI is supported by several major donors including: governments of the United States, United Kingdom, Germany and the Netherlands; the Global Fund, various United Nations agencies, private foundations, corporations and individuals. Areas of PSI focus: HIV: PSI has HIV programs in over 60 countries around the world. Interventions, which include social marketing of HIV products and services and targeted HIV communications, are based upon a commitment to produce measurable health impact and an emphasis upon rigorous research and evaluation. Although condom social marketing and targeted communications remain the cornerstones of PSI's work to address the HIV pandemic, country programs also implement an increasingly comprehensive range of interventions in response to the changing needs of specific country contexts and populations. PSI is increasingly implementing innovations such as male circumcision services and targeted communications for concurrent sexual partnerships and injection drug use interventions. TB: Tuberculosis (TB) is a curable and preventable illness, yet it remains a major cause of death worldwide. It is one of the biggest killers of women of reproductive age and the most common cause of death among people living with HIV/AIDS. PSI provides a variety of innovative TB and TB/HIV-related services, engaging private providers in diagnosis and treatment and integrating HIV counseling and testing with TB services. It also creates innovative behavior change communications campaigns to increase awareness of TB and TB/HIV and to promote healthy behaviors. Child Survival: Vulnerable children are one of PSI’s most important target groups. According to the WHO, nearly 10 million children under the age of five die each year – more than 1,000 every hour. Tragically, about two-thirds of child deaths are preventable through practical, low-cost interventions. PSI works to improve child survival by helping developing countries address water-borne diseases such as diarrhea, malaria, pneumonia and HIV with prevention and treatment education and products. PSI’s child survival programs improve the health and save the lives of children under five in more than 30 countries. Reproductive Health: In over 30 countries throughout the world PSI empowers women and couples to lead healthier lives by providing access to innovative family planning and maternal health products and services. Every year, there are more than 60 million unintended pregnancies and more than 500,000 women die from pregnancy-related causes. In 2008 alone, PSI prevented an estimated 3.1 million unintended pregnancies and 15,000 maternal deaths, and enabled millions of couples to plan their families. Over the past three decades, PSI has expanded the contraceptive methods in its portfolio from male condoms and oral contraceptives to include injectable contraceptives, intrauterine contraceptive devices (IUD), emergency contraception pills, implants, female condoms, voluntary sterilization, and fertility awareness methods such as the Standard Days Method using Cyclebeads®. PSI’s RH platform has also grown to address maternal mortality through the prevention of post-partum hemorrhage and sepsis, and the prevention of unsafe abortion. Clean Water: Access to clean water is a challenge in almost all of the countries PSI operates in. Increasing awareness of water borne diseases and accessibility to treated water are a core part of PSI’s efforts across its health areas. PSI and its many partners are working together to promote the Safe Water System, a water quality intervention that employs proven, easy-to-use and inexpensive solutions such as household water treatment appropriate for the developing world. Household water treatment and safe storage ensures that each sip of water is safe to drink. Household water treatment can be adopted quickly, inexpensively, at national scale in both development and emergency situations, making an immediate difference on the lives of those who rely on transporting to and storing water in their homes. Malaria: PSI provides malaria control support to national Ministries of Health in over 30 countries worldwide. PSI tailors its malaria control programs to the unique environment in each country and the needs outlined by the Ministry of Health to achieve the Abuja Targets and MDGs. PSI’s malaria control programs include delivery of insecticide treated mosquito nets, pre-packaged malaria treatment, behavior change communications and operational research.

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