South Sudan: Motor vehicle Workshop Manager
We are looking for highly qualified, self-motivated Motor Vehicle Workshop Manager able to work with diverse teams of both national and international staff as well as local government authorities, UN agencies, I/NGOs and other partners under difficult, stressful and sometimes insecure conditions.
Who are we?
The Danish Refugee Council (DRC), founded in 1956 in Denmark, has been operational in South Sudan (formerly Southern Sudan of the greater Sudan) since 2005. Following the post -independence civil war of 2013, DRC reviewed its programming in the country to focus on the 2 states regarded as the epicenter of the civil war – the greater Unity state and the greater Upper Nile, while expanding its in-house capacity to respond to protection and general emergency needs in other states through the Mobile Response Unit.
The situation in South Sudan continues to be very fragile. According to UNHCR and OCHA, 3.8 million South Sudanese remained displaced as at Mid-2017, of who 1.97 million as IDPs and 1.83 as refugees. The collapse of the Government of National Unity in July 2016 precipitated triggers for conflict, insecurity, economic crisis and food insecurity across the country, with the currency in free fall and inflation skyrocketing. In February 2017, the Government of Silva Kiir declared a national famine disaster with nearly 5 million or 40% of the South Sudan population of 12 million at risk. Although the situation has eased a bit during the long rain rainy season, WFP warns that a reoccurrence of the famine is likely in 2018. Besides civil conflict and drought, other key internal displacement hazards include flooding, health epidemics especially cholera.
Besides IDPs, South Sudan also hosts refugees, with UNHCR reporting 275,187 refugees from other countries living in South Sudan by July 2017. About 50% or 142,621 of the refugee caseload lives in 4 refugee camps in Maban, Upper Nile. During 2017, DRC is targeting nearly 300,000 refugees and IDPs in at least 6 locations in the 2 states. About 52% of the population is women and over 60% of the population is below 18 years. Maban is the largest program intervention for DRC in South Sudan. The refugee and IDP populations are assisted through funding from UNHCR (DRC is the lead partner of UNHCR in South Sudan), Danida, ECHO and OFDA among others. DRC programming strategy is three-pronged; responding to emergencies; seeking solutions to forced displacement and addressing root causes of displacement. DRC program interventions in South Sudan are realized through 5 key sectors, namely; Protection, Shelter &NFI; Food Security and Livelihoods, Camp Management and Demining activities. All sectors mainstream a Protection of Human Rights framework.
Overall purpose of the position
The Workshop Manager is in charge of the Central Motor Vehicle Workshop in Maban operated by DRC and funded by UNHCR. The workshop was established over 5 years ago and has expanded progressively to a handling capacity of 53 light vehicles. However, it is currently over-stretched, servicing over 130 vehicles and plant units for 12 international agencies in Upper Nile including UNHCR and DRC. It staffed with a dozen staff- national and international. Fitted with fairly modern and sophisticated equipment, the workshop handles light vehicles, buses, trucks, motorbikes and generators. Complete automotive processes are carried out at the workshop including general electro-mechanical service and repairs; engine tuning, repairs and overhaul; fuel and hydraulic transmission systems repairs; electrical wiring; body panel beating, body building and spray; welding and cutting; wheel and tire works, etc. The Workshop also operates a fueling station for the entire Humanitarian agency fleet in Maban.
The Workshop Manager’s core functions: Continuous development and modernization of workshop processes; strategic expansion of the workshop to meet ever growing fleet needs; top level oversight of the workshop floor and fueling station operations; management of workshop procurement planning and warehousing processes; management of workshop database and preparation of reports; proposal development, budgeting and budget expenditure; team management and capacity building.
Key objectives for the Workshop Manager in 2017/2018 include the introduction and integration of a refugee and host community youth mechanical apprentice training program; to overhaul and operationalize the workshop database management system, to implement optimal vehicle performance – versus- low maintenance cost mechanisms, and to devise and implement an effective system for economical and environmentally safe disposal of scrap, junk and dead stock.
To achieve the objectives of the position, the Workshop Manager will perform the following key functions and tasks:
Management of Workshop Floor and Fueling Station Operations**
- Maintain and continuously update workflow process guidelines and procedures for the workshop and fueling station.
- Approve service & repair job card requests and orders, as well as final vehicle inspection and release reports, ensuring a quick turn around on orders.
- Approve requests for spare parts, accessories and fuels.
- Ensure that the work environment is neat, safe, organized and clean at all times and that all mechanics and authorized persons adhere to safety and protection guidelines.
- Ensure timely insurance covers and renewals for the workshop including critical equipment and installations
- Conduct vehicle and plant fuel consumption and calibration tests, as well as systems performance analysis as per set manufacturer and mechanical operational guidelines, determining serviceability levels and recommending overhaul or stripping and disposal of uneconomical vehicles and plant.
- Ensure that all workshop equipment and installations are well maintained and optimally functional.
- Review daily workshop and fueling station consumption and job production reports.
Stock Management and Procurement
- Operate the Workshop Database system for agency online orders, vehicle service tracking and stock level analysis, ensuring timely renewals of relevant licenses and subscriptions.
- Ensure an efficient and risk- averse stock receipts, requisition, issues and monitoring system. Ensure quality checks, controls and validation of parts and fuels deliveries before they are receipted.
- Maintain an updated motor vehicle and plant spare parts and fuels stock record, and ensure that parts and fuels are stored safely, neatly and in an orderly manner.
- Prepare annual procurement plan for the workshop and submit procurement requests to the procurement unit, making timely follow up on deliveries. Track Juba and Maban procurement trackers and provide necessary feedback.
- Maintain and update inventory of all workshop equipment, installations and assets in general.
- Oversee monthly and annual stock taking of workshop stock.
- Maintain a database of all part codes and associated barcodes, as well as parts manuals and brochures, constantly verifying any unravelling changes and re-configurations with manufactures and dealers.
- Maintain a list of fast and slow moving parts as well as dead stock and maintain mechanisms for timely replenishment (in the case of fast moving stock) or economical disposal (in the case of dead stock).
- Continuously review scrap, junk and dead stock caseloads and initiate safe and economical disposal.
Project Management and Development
- Continuously assess and review workshop processes and recommend measures to strengthen and modernize processes and workflow procedures. Ensure strategic and progressive expansion of the workshop to meet ever growing fleet needs
- Conduct research on new and emerging automotive systems as well as workshop operations and maintenance processes and infuse these into the workshop procedures to enhance quality and cost effectiveness.
- Hold regular consultations with UNHCR and other user agencies to receive feedback on workshop services.
- Draft Workshop related funding concepts and proposals complete with budgeting.
- Initiate and track Workshop budget expenditure in line with donor contractual agreements and DRC guidelines
- Prepare monthly forecasts for the workshop and track budget expenditures to ensure timely utilization of funds vis-à-vis work plans, and implementation schedules and adjust budget forecasts when needed.
- Prepare weekly, monthly, quarterly or status donor reports and updates as per donor contractual requirements and guidelines.
- Participate in program quarterly review workshops and other program forums to enhance synergy within program and also logistics and procurement department.
Team Management and Human Resource capacity building
- Overall responsibility for managing the Motor Vehicle department staff including ensuring positive and collaborative working relationships in line with DRC's Code of Conduct.
- Initiate and take the lead in the recruitment of the unit staff in coordination with the Area Manager and HR department.
- Conduct Performance planning and appraisal for staff, identifying areas for capacity building and training as well as nationalization. Coach and mentor staff-both professionally and competencies. Contribute actively to the evolution of the country office nationalization strategy and policies.
- Continuously review staff deployment and perform functional reviews to gauge workload levels and make necessary recommendations on adjusting the staff organigram and Job descriptions.
- Ensure staff is well versed and adhere to DRC’s Code of Conduct with emphasis on accountability, respectful dialogue with the IDPs, and prevention of sexual exploitation and abuse.
- Ensure that staff are familiar with and adhere to workshop safety and protective guidelines, and that they have necessary and valid risk insurance covers at al times
- Prepare, Review and administer regular practical training coursework in defensive driving and basic vehicle care and maintenance techniques to DRC and sister agency drivers.
- Contribute towards DRC and UNHCR objective of local resource capacity building, peaceful coexistence and youth economic empowerment by Introducing and managing an apprentice scheme for training refugee and host community youth in basic mechanics and driving, in collaboration with the DRC Vocational Training Unit.
Experience and technical competencies
- Graduate of Mechanical or Automotive Engineering – Minimum Bsc level.
- Minimum of 5 years’ experience managing a large motor vehicle and plant (minimum vehicle fleet of 30) workshop - preferably humanitarian or largescale private sector.
- Licensed Mechanic certification or equivalent, with a full range of licenses to operate and maintain equipment; professional technical qualifications in the vehicle and equipment domain.
- Practical skills in operation, tuning and configuration of computerized vehicle and plant components & systems.
- Driving skills and valid driving license without endorsements -international
- Demonstrated successful leadership experience managing a multi-disciplinary team and cross-cultural dynamics..
- Proven experience of staff capacity building and training, including preparation of course materials and facilitation and roll out of a training plan;
- Demonstrated Knowledge and skills in project proposal development, budget expenditure and tracking, donor reporting.
- Excellent computer and IT skills (database, MS Office, Internet Access) and strong English communication and writing skills
- Experience of managing programs in a complex, stressful, and rapidly changing security context;
- Ability to respond to multiple priorities in a timely manner, producing high-quality outcomes;
- Willingness to abide by DRC vision, mission, core values and Code of Conduct;
- Familiarity with evolving trends and latest technologies in motor vehicle industry.
- Consistently approaches work with energy and a positive, constructive attitude;
- A keen understanding of political complexities in the South Sudan context;
- Self-motivated and able to work with a minimum of guidance and supervision;
- An exciting team player who can fit in a large team of international staff living in a confined environment
- Knowledge of basic spoken Arabic is an added advantage
- Education: (include certificates, licenses etc.)
- University graduate in mechanical or Automotive engineering or equivalent
English –Good-oral and written
Arabic – basic spoken is desirable
Area Manager, Mechanics and Workshop colleagues, FSL VTC unit , Project Managers in Maban, Partner NGOs, UNHCR and UN Agencies, Vehicle drivers, Juba support teams (Procurement, Finance and Logistics), Local Government.
DRC will offer the successful applicant 12 months contract, renewable dependent on both funding and performance. You must be available to start work as soon as possible.
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.dk under Vacancies. This position will be placed at level A14 according to DRC terms and conditions for expatriate staff.