G5 Sahel Joint Force: Operations Manager

Bamako, Mali · Management

About The Position

G5 Sahel Joint Force: Operations Manager

Center for Civilians in Conflict is an international nonprofit with offices around the world working to improve protection for civilians caught in conflict zones. Our mission is to work with armed actors and civilians in conflict to develop and implement solutions to prevent, mitigate, and respond civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org.

The Operations Manager is responsible for operations management of CIVIC’s Mali-based program with the G5 Sahel Joint Force. CIVIC’s program focuses on supporting the G5 Sahel Joint Force’s (G5S-JF) efforts to implement the human rights compliance framework (HRCF). The HRCF includes mechanisms for civilian casualty and incident tracking, screening, training, rules/regulations/standard operating procedures, planning and operations that take into account human rights and international humanitarian law, after action reviews (AAR), and accountability measures.

This position will require a talented candidate with a strong background in supporting field operations – including logistics, financial management, and security. The candidate will be responsible for financial accountability and management, human resources and benefits, security/risk mitigation, recordkeeping and contracting, and office management. This position requires independence, strong organizational and interpersonal skills, and the ability to anticipate needs and respond to staff inquiries on a broad range of subjects.

Location:               Bamako, Mali, with travel to Niamey, Niger (and potential for periodic travel to Burkina Faso, Chad and Mauritania as well as travel to more remote locations in the Sahel)

Travel:                  Up to 25% required (domestic and international)

Reports To:           Technical Director

Key Functions

Financial Management and Accountability

·      Prepare, process and record monthly payroll and field expenses;

·      Receive, approve, and, when necessary, investigate invoices and process accounts payable;

·      Coordinate and process all staff reimbursements;

·      Communicate (both in verbal and written form) with Headquarters, vendors and banking contacts;

·      Keep track of CIVIC assets (technology, equipment etc.);

·      Prepare appropriate financial schedules and reports as requested by Headquarters;

·      Responsible for full financial management of field office budget

·      Understands all line items as required by the donor

·      Maintains up-to-date budget tracking including actuals and projections for the full life of the project

·      Coordinates with CD and technical staff to develop workplan budgets and uses this as basis for budget projections

·      Contributes to building new budgets, realignments and amendments by providing field office costs: activities, staff, other direct costs.

·      Updates CD with financial data and information in a timely manner so that s/he is able to make sound financial decisions

·      Handle monthly field reconciliation;

·      Prepare and submit any necessary specific tax forms and payments;

·      Perform other duties as assigned from time to time by Headquarters.


Risk management

·      Oversee local staff travel arrangements with regard to security;

·      In consultation with CIVIC’s security staff and consultants, responsible for overall security management of field office and staff

o  Understands the local security context

o  Understands the security protocol and the overall security management of the office

o  Monitor local staff during travel, including local news reports, security alerts, Track24 and regular check-ins.

o  Monitors international travel from staff/consultants, including all of the above as well as responsible for a security briefing upon arrival of the local security situation and mitigating steps needed.

·      In consultation with CIVIC’s security staff and consultants, responsible for overall security protocol

o  Updates when needed

o  Understands and trains local staff on protocol and their actions needed to be taken

·      Liaises directly with HQ and CD on any security breach and/or issue

·      Manages and coordinates the use of third-party resources related to security, safety, and critical incident response such as medical or security assistance companies, security firms, and crisis consultants.


Human Resources

·      Manage new hire employment certification, benefit sign up and other paperwork for staff and local consultants;

o  Manages the full cycle process of recruitment, hiring, onboarding and orientation for all project staff.

o  Collaborates with CD to understand staffing needs for efficient projects

·      Serve as in-house benefits administrator including processing monthly benefits and serving as point person for all staff inquiries;

·      Proactively monitor staff needs with regard to insurance, withholding adjustments, travel advances, etc. (as necessary);

·      Liaise with Washington, DC Headquarters to ensure close communication and consistency of processes under supervision of Technical Director to identify HR needs and requirements;

·      Prepare contracts and additional paperwork for consultants;

·      Monitor consultancies to ensure prompt payment of fees.

·      Manage new hire employment certification, benefit sign up and other paperwork for staff and local consultants;

o  Manages the full cycle process of recruitment, hiring, onboarding and orientation for all project staff.

o  Collaborates with TD to understand staffing needs for efficient projects

·      Serve as in-house benefits administrator including processing monthly benefits and serving as point person for all staff inquiries;

·      Proactively monitor staff needs with regard to insurance, withholding adjustments, travel advances, etc. (as necessary);

·      Liaise with Washington, DC Headquarters to ensure close communication and consistency of processes under supervision of Technical Director to identify HR needs and requirements;

·      Prepare contracts and additional paperwork for consultants;

·      Monitor consultancies to ensure prompt payment of fees.

 

Office Setup and Management

·      Ensure appropriate registration and legal compliance for CIVIC’s in-country office/program.

·      Manage physical office and liaise with building management;

·      Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement;

·      Serve as overall first point of contact for staff with technical issues;

·      Trouble shoot technical glitches including internet, phones, printers, network etc.;

·      Manage supplies and approve staff requests for furniture, equipment, and supplies.

Requirements

·      Bachelor’s degree and 6-8 years of operations management including security, office management, and bookkeeping experience, including accounts payable, accounts receivable, human resources, facilities management, payroll, general ledger, and financial reports.

·      Proven experience managing program/project finances as well as donor budgets.

·      Proven experience overseeing human resources for non-profits.

·      Significant experience working for non-profits, ideally in the Sahel.

·      Experience coordinating with INSO, OSAC, and other humanitarian or NGO security counterparts.

·      Overseas experience in conflict/post-conflict and/or high-risk environments, including the Sahel.

·      Experience managing security aspects of operations.

·      Ability to establish and maintain cooperative working relationships with all levels of staff in a multicultural environment and to maintain a calm, reassuring, and objective attitude in all situations.

·      Exceptional communication skills for explaining complex security concerns, policies, protocols, and procedures to senior management, employees, and consultants.

·      Highest levels of integrity when dealing with human resources and financial accountability.

·      Ability to work within strict time, budget, and project deliverable constraints.

·      Demonstrated ability to write in a clear, concise, well-organized manner.

·      Demonstrated attention to detail, flexibility, resourcefulness, and creative problem-solving skills.

·      Ability to handle multiple tasks requiring a high degree of attention to detail with changing levels of priority.

·      Ability to relate and maintain calm in high-stress situations and ability to respond to emergencies.

·      Excellent Microsoft Office skills, as well as knowledge of travel-tracking platforms like ISOS or iJET, communication technologies like WhatsApp, Twitter, Skype, and satphones.

·      Fluency in English and French, written and oral.

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