Deputy Director of Operations

Job Description

Background/IRC Summary:

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees and others affected by conflict. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity, and hope to millions who are uprooted by war or disaster. IRC leads the way from harm to home.

The Ukraine crisis is the worst humanitarian crisis Europe has seen in decades. Since the escalation of conflict in Ukraine on February 24, 2022, more than 7.8 million refugees have sought safety in European countries, and over 5.5 million people are currently reported to be internally displaced in Ukraine. Reports indicate that a majority of arrivals in Poland are women and children, including those that are unaccompanied and separated, as well as older persons.

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to emergency response and has identified partner agencies in Ukraine and Poland to facilitate immediate assistance that can be used where it is most needed. Simultaneously, the IRC has established operations across Ukraine and Poland offering a robust humanitarian response to complement partner response services either in breadth or scale.

Job Overview/Summary:

The Deputy Director of Operations (DDO) is a member of the Senior Management Team (SMT) and plays a key role in the overall leadership and management of the IRC Poland Country Program. The day to day portfolio of the DDO will include direct supervision of the supply chain, admin, IT and field management units. In addition, he/she will work with the CD and program teams to ensure the provision of quality program support services in accordance with IRC principles and donor guidelines, delivered in a timely manner and within budget limitations. This position has close working relations with the Poland CP SMT functional leads such as Senior Finance Coordinator, HR Coordinator, Deputy Director of Programs, as well as other program and region-based staff.

Key Responsibilities

Strategic Planning & Management:

• Continuously assess IRC’s operational set up and needs in Poland and undertake strategic and operational improvement measures to facilitate smooth business continuity ensuring safety and security of staff and clients under the guidance of Senior Management Team (SMT).

• Assist in the implementation of operational improvements within all Supply Chain, IT, Field Management and Administration departments to enhance the organization’s ability to implement programs in most efficient, cost effective, safe and secure and compliant manner.

• Assist the CD in identifying potential risks and roll out of mitigation measures for the effective functioning of the country program.

• Oversee the monitoring, implementation and on-time delivery of the operations-related country strategic action plan commitments.

• Ensure all new proposals have received thorough Operations review and the appropriate operations platform is maintained.

• Contribute to the operating budget and strategic planning; ensure grant burn rates are met as per the spending and procurement plans.

Coordination and Representation

• Represent IRC Poland in interagency operations meetings or with government officials as needed.

• Actively develop and maintain effective working relationships with key stakeholders at field level, including donors, government actors, UN agencies, international and local NGOs, and other relevant humanitarian actors.

• Establish a good rapport with local and national level administrative, customs, immigration, security, and other officials to ensure that IRC projects conform to local laws and customs and security constraints.

Emergency Response Support

• Closely monitor contextual developments in the Ukraine crisis.

• Support SMT decision to initiate an emergency response when the situation requires.

• Collaborate with program focal points to tailor the IRC emergency response plan.

• Co-lead emergency response meetings when initiated

• Lead coordination with the field emergency response team and ensure that clear plans are set and communicated to the field team, and support the field team in addressing any implementation challenges.

• Collaborate with the Regional Humanitarian Access Director to ensure Security Management Plans and SOPs for field staff and offices are in place, kept current and implemented by all staff at all times.

• Support the CD and DDP in updating and revising the emergency and contingency plans.

Supply Chain

• Ensure supply chain staff work effectively with other departments to improve planning such as procurement and distribution planning and rational resource utilization

• Ensure supply chain processes are fully compliant with IRC policies and donor regulations.

• Undertake periodic national system reviews of procurement, asset, warehouse/inventory, suppliers and vendor contracts and communication systems to identify areas for improvement and compliance with IRC global systems.

• Provide support to all field and program teams to ensure all field offices are functioning efficiently and transparently and in compliance with IRC procurement guidelines.

• Review key/routine reports, (Supply Chain Monthly Reports, BvA tool, Procurement and Distribution plans, closed grant and expired inventories) and provide feedback and recommendations to mitigate any potential risk.

• In partnership with Global Supply Chain team, ensure that compliance risk in the supply chain processes is analyzed and implement internal and external audit corrective action plans and ensure that all supply chain processes are conducted in an ethical manner.

• Review departmental key performance indicators and take appropriate action support in achieving the set objectives.

• Support the supply chain team in all activities (pre-deployment, deployment, go live and hyper support) related to the implementation of the Integra ERP System.

Field Operations & Administration

• Directly line manage Field Managers ensuring that field structures are fit-for-purpose throughout program expansion and transition phases.

• Provide overall support and guidance to field operations, with a focus on supply chain, logistics and administration, including providing support to ensure field offices and program centers are functioning efficiently and transparently and in compliance with IRC policies.

• In cooperation with the CD and HR Coordinator, ensure the risks IRC field staff face in their work environment are mitigated to the degree feasible given the context

• Ensure field leadership competency in budgeting functions, contributing to proposals, and operating budgets and leading on field budget vs actual oversight.

IT

• Directly line manage the IT Officer ensuring that that information technology policies and procedures are documented, disseminated, and consistently applied across field offices.

• Champion and provide leadership for the smooth roll out and utilization of IT core systems (ERP, BVA, and information sharing and collaboration tools) and ensure that all requirements are met, and resources are committed.

• Uphold and promote IT Standards and policies regarding security, equipment, Internet bandwidth and network infrastructure and ensure and monitor compliance that the Country Program complies

Staff Performance Management, Learning & Development

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.

• Develop and implement remote management capacity building approaches to build the strengths of supply chain and administrative teams in Poland.

• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.

• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

• Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.

• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.

• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.

• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.

• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.

• Look for opportunities to support staff in their career growth, where appropriate.

• Adhere to and act in accordance with the IRC Way Standards for Professional Conduct.

Job Requirements

Education:

• Bachelor degree in a relevant field (business management, supply chain, information technology or similar)

Work Experience:

• At least 8-10 years of progressively responsible professional experience of operational support or management of multi-sector humanitarian relief or development projects in middle east or similar context; preferably at senior level positions

• Prior experience working within organizational structures in transition.

• Previous experience in an emergency or conflict-afflicted setting is required.

• Demonstrated relevant technical skills:

• Successful management of multi-site operations.

• Demonstrated capacity to develop policies and standard operating procedures for different contexts.

• Demonstrated capacity to plan, design and implement large organizational change projects in coordination with country senior leadership, operations, and program departments.

• Established capacity to handle stressful situations in a healthy, constructive manner.

• Ability to respond to multiple priorities in a timely manner, producing high-quality outcomes.

• Ability to keep staff engaged, informed, and oriented at the best outcome for the organization.

Demonstrated Managerial/Leadership Competencies:

• Demonstrated successful leadership and management experience with a multi-disciplinary team in cross-cultural settings.

• Proven experience delivering appropriate levels of oversight of a portfolio consisting of a variety of complex, high-value donor-funded projects.

• Superior oral and written communication skills, with ability to express ideas and concepts clearly and persuasively with senior internal and external stakeholders.

• Proven ability to design and manage organizational change, including expansion of programs or mergers of multiple entities into one, and adapt to changing program demands.

• Ability to independently organize work and prioritize tasks and work both independently and as part of a team.

• Self-motivated, honest, highly responsible, and punctual.

• Strong commitment to IRC’s vision, mission, and core values.

Language/Travel:

• English is required, while Polish is desirable.

• Travel: 25% and workshops meetings and field office visits

Key Working Relationships:

Position Reports to: Country Director

Position directly supervises: Senior Supply chain officer, admin officer, IT officer

Other Internal and/or external contacts:

Internal: Regular relationships with SMT staff, regional and country Supply Chain staff at all levels, Deputy Director of Operations community of practice, Program department leads.

External: May Serve as IRC Operations representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations, Logistics cluster, IMPAACT.

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

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Added 1 year ago - Updated 1 year ago - Source: rescue.org