Position: Operations Manager

Reports to: Executive Director

Duty station: Hargeisa

Travel: 30% of travel to other project locations

Duration: 12 months, Renewable Annually

About Shaqodoon Organization

Shaqodoon is a local NGO founded in 2011 to create innovative and long-lasting solutions to Somalia/land’s youth employment challenges. The organization designs, deliver and evaluates innovative programs to address some of the local community’s most urgent challenges through six thematic areas including Skills development and Job creation, Entrepreneurship Development and Access to Finance, MSME Development, Gender and Social Inclusion, Environment and Climate, Technology for development. Shaqodoon is a national platform whose goal is to prioritize youth employment and education on the development agenda and to exchange knowledge on effective policies and programs to Create an innovative ecosystem that empowers youth and vulnerable communities to access meaningful opportunities, prioritizing at-risk youth, marginalized groups, displaced people due to climate shocks and people who have lost hope and are thus often jailed for local crimes.

The Operation Manager assures efficiency and efficacy in all operations. She/he assures compliance (accountability) with Shaqodoon’s internal policies and procedures, and according to those provided by the Donors. The Operation Manager performs each activity according to the Code of Ethics in line with Shaqodoon Mission, Values, and Method and shares the organizational culture with colleagues, beneficiaries, and all stakeholders. He/she is a role model in understating, sharing, and adhering to Shaqodoon’s core values and behaviors (focusing on transparency, integrity, accountability, etc. as per the Shaqodoon Code of Ethics) and ensures their adoption and implementation.

Main tasks and responsibilities

• Ensure all operations are carried out in an appropriate, cost-effective way
• Improve operational management systems, processes, and best practices
• Ensure purchase of materials, plan inventory and oversee full implementation of the organizational policies
• Ensure organization and staff are compliance with Shaqodoon policies and local laws including employment law, tax laws, and any other applicable local laws, providing a framework for effective policy
• Formulate strategic and operational objectives
• Examine financial data regularly and use them to improve the organizations work
• Manage budgets and forecasts
• Exercise accurate budget control and ensure financial management at project sites are in line with relevant project proposals
• Oversee budgets revision/realignments for submission to donors and provide advice and assistance where necessary
• Draw up plans, proposals, and budgets for new projects/extensions of projects in conjunction with the relevant team and finance staff
• Perform quality controls and monitor projects KPIs working with relevant team members
• Lead of recruitment, training, and annual staff appraisal with other line managers
• Ensure all relevant staff are included in the planning and implementation of projects as appropriate
• Proactively contribute to program development and strategies.
• With the Executive Director’s approval, represent Shaqodoon to donors, local institutions and authorities, NGOs, and other parties as necessary.
• Ensure all projects adhere to Shaqodoon systems and procedures (administrative, financial, and logistical) so that effective and efficient support functions contribute to the improvement of program quality
• Ensure that project implementation meets donor compliance requirements
• Together with the finance Coordinator, and Admin/Finance officers, provide the Project Coordinators the necessary support to ensure appropriate administrative, financial and logistics systems/procedures are in place, maintained, and adhered to so that all support functions are carried out effectively and efficiently
• Support field staff in the timely preparation of projected expenditures each month (cash book management) and discuss/analyze monthly Financial Planning and reports
• Ensure that an overview of project spending and financial reporting is maintained and provide advice and assistance whenever required
• Ensure all relevant staff are included in the planning and implementation of projects as appropriate
• Proactively contribute to program development and strategy
• Maintain grant management database and oversee grant management including timely reporting in line with the relevant donor contracts and compliance requirements
• Ensure adherence to timelines for all relevant proposals and review as necessary
• Coordinate continuous communication flow between field Offices and the HQ office
• Ensure monitoring systems are in place and that project reviews/audits are carried out periodically in conjunction with the team.
• Ensure the development and implementation of annual departmental plans (finance and administration, Logistic) in line with Shaqodoon policies
• Represent Shaqodoon in technical forums and to donors and other external stakeholders when requested by the Shaqodoon Executive Director
• Under the supervision of the Executive Director, he/she is the liaison with HR at the local level for the administrative aspect of employment.
• Promote the technical and professional growth of the Operations staff, including the staff of the field offices

Required qualification, skills, and experiences

• University degree in Finance, Accounting, Business Administration, Economics, Management or equivalent
• At least 5 years of relevant management experience
• Strong capacities in financial management and planning
• Leadership and training skills
• Corporate managing and organizational skills
• Capacities of managing external audits
• Advanced English language skills (written and oral)