Requisition ID: req7796
Job Title: Deputy Director of Operations
Sector: Program Administration
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: Yes
Location: Aden, Yemen
The IRC Yemen began its programs in October 2012. Currently IRC Yemen is operating in eight governorates in the south and north of Yemen through direct programming and through a local partnership and implementing Health, WASH, Nutrition, Economic Recovery and Development, Education, Child Protection, and Women Protection and Empowerment programs.
SCOPE OF WORK:
The Deputy Director of Operations (DDO) provides l eadership, decision-making and coordination on the country program s critical support functions. S/He ensures that programs are supported and that all necessary systems, policies and procedures are in place and implemented in all locations at all times. Based in Aden with 50% travel to Sanaa and field locations, the position reports to the Country Director (CD) and is a member of the Country Management Team (CMT). The DDO directly supervises the Supply Chain Coordinator, Humanitarian Access Coordinator, Field Coordinator and the IT Manager. This position has close working relationships with the Deputy Director of Finance, Sr. HR Coordinator, Deputy Director of Programs, Sr. Grants & Accountability Coordinator and members of the regional support team.
Strategic Planning and Business Development
Lead the implementation of the Country Strategic Action Plan (SAP) as it relates to Operations.
Lead the implementation of operations excellence program (Scorecards) identifying improvement priorities and developing action plans.
Work with CD and DDP to identify opportunities for program expansion.
Ensure all new proposals receive thorough Operations review and that appropriate support cost and country program asset needs are budgeted for.
• Supervise Supply Chain Coordinator and oversee all Supply Chain staff.
• Ensure the Supply Chain team meets the needs of the programs in a timely manner and does so in accordance with IRC policies and procedures.
• Assist Supply Chain staff in developing and implement appropriate coordination mechanisms to ensure that all Operations units are interacting with each other.
• Assist supply chain staff in cooperating effectively with other units of the country program, including supporting program staff with procurement planning and identification of operational support needs.
• Provide inputs, including operational risk analysis, and recommendations to the CMT related to operations spending and effectiveness of in-country reporting and planning systems.
• Undertake periodic system reviews of procurement, assets, warehouse/inventory, suppliers and vendor contracts to verify that policies are adhered to and to identify areas for improvement.
Ensure that the Supply Chain Coordinator works closely with the Regional Unit and Global Supply Chain.
Humanitarian Access and Security
Supervise the Humanitarian Access Coordinator and oversee all Humanitarian Access staff.
Ensure the risks IRC faces in its work are correctly identified and mitigated against to the degree feasible in the context.
Ensure the Security Management Plan, SOPs and Contingency Plans are regularly updated, and that all staff are aware of and supported to comply with these documents at all times. Ensure all staff can access relevant safety and security trainings in a timely manner.
Ensure that Humanitarian Access, safety and security is factored into program design and implementation.
Ensure that the Humanitarian Access Coordinator works closely with Regional and Global Security teams.
Supervise the Information Communications Technology Manager and oversee all IT staff.
Verify that ICT policies and procedures are documented, disseminated and consistently applied across the country program.
Ensure that ICT compliance monitoring processes are developed and effectively implemented.
Ensure systems are in place for preservation and retention of IRC information.
• Support the IT staff to provide top-tier and effective IT services and support across all field sites.
Ensure that the IT Manager works closely with Regional and Global IT.
Supervise the Field Coordinator and oversee the Field Managers.
Ensure coordination and cooperation between and within various program and operational departments in the field locations.
Ensure technical coordinators (Supply Chain, Humanitarian Access and IT) provide necessary support and oversight to Field Managers for them to effectively oversee the day to day activities of operations staff based in their locations.
Ensure field offices have the staff and resources required to serve the needs of programs.
Human Resources and Staff Development
• Ensure IRC Yemen HR policies and procedures are implemented and complied by all operations staff at all times.
• Set clear objectives for and provide mentorship and supervision to direct reports.
• Ensure that regular and quality staff evaluations are conducted for all operations staff.
• Ensure IRC Yemen guidance on team meetings and regular, predictable and actionable meetings for staff at Manager Grade and above are adhered to.
• Ensure that all relevant department heads develop and implement Capacity Building Plans for their teams.
Liaison/Representation and Coordination
• Serve as an active member of the Country Management Team.
Serve as a focal point and maintain communication with HQ operations staff and Regional support team.
• Liaise with and represent IRC Yemen with UN OCHA, other INGOs and local authorities.
Ensure IRC Yemen is represented at relevant operations clusters and actively participates.
• Graduate degree in business management, administrative sciences or other relevant field.
• Excellent professional track record with minimum 5 years of overseas experience, preferably in a conflict/post-conflict environment with leadership responsibilities. Experience in emergency context preferred.
• Experience managing country program teams with a diverse portfolio.
• Proven ability to think strategically, prioritize and meet deadlines in a complex and challenging environment; must be culturally sensitive.
• Excellent leadership, people management, interpersonal and negotiation skills and a demonstrated ability to develop harmonious teams in a multi-ethnic context.
• Good interpersonal and team building skills and knowledge of participatory approaches.