Deputy Director - Operations

Job Description

Reporting to the Country Director and serving as a member of the Senior Management Team (SMT), the Deputy Director - Operations (DDO) is expected to contribute to organizational strategic thinking, planning, and overall coordination efforts. This position has close working relations with the Deputy Director - Finance, Deputy Director - Programs, Field Coordinators, HR Director and Grants and Partnerships Coordinator as well as other program and region-based staff.

The successful DDO will possess senior-level experience in managing or coordinating humanitarian operations in areas affected by conflict, instability and insecurity. S/he will also possess experience negotiating in difficult market conditions. S/he will have an outstanding ability to multi-task, prioritize, solve problems, and pay simultaneous attention to detail and strategic vision. S/he will also have proven experience with cross-cultural teams, exhibiting strong leadership and mentoring skills.

The Deputy Director Operations plays a key role in the overall leadership and management of the IRC Libya program. The day to day portfolio will include direct supervision of the operations teams including Administration, IT and Supply Chain; and support to field level management, working with the Finance department and the Country Director (CD) on overall financial management. The DDO will supervise staff, manage the office premises, and contribute to program design and implementation in Tripoli. Secondary responsibilities will include working with the CD and program teams to ensure quality program support services according to IRC principles and donor guidelines and that these services are completed in a timely manner and within budget.

Responsibilities

Overall Management & Leadership

• Serve as an active member of the Senior Management Team and deputize for the Country Director when he/she is out of the country or on leave

• Participate in strategic planning and direction setting for IRC in Libya

• Lead Operations functions to participate fully in Project Cycle Meetings

• Work closely with the Country Director and other members of the SMT to ensure that a strong partnership is developed and maintained between Operations, Programs, Finance and HR teams at both the Country and Field levels

• Lead the development and revision of program support and operational policies, procedures and systems

Operational Management and Compliance

• Drive development and utilization of effective compliance monitoring processes

• Conduct analysis of organizational staffing needs and structure in coordination with human resources (HR)

• Develop a comprehensive dashboard to ensure follow-up and analysis is updated on a monthly basis in all operational and program areas (i.e., Finance, Administration, Human Resources, Supply Chain, IT, Security, etc.)

• Work with appropriate units to ensure timely and appropriate follow-up to allegations or violations of IRC's Code of Conduct

Field Management & Control

• Supervise overall operations in all field locations where the IRC operates

• Drive operational excellence to achieve optimal efficiency and cost-effectiveness in field office operations

• Model strong communication and collaboration lines between Field Management teams and programs staff

• Participate in the development and/or review of proposals to ensure that operational concerns, requirements and resource needs are captured and reflected

Supply Chain, Procurement & Administration

• Supervise the Supply Chain Coordinator, and provide indirect oversight and support to the Administration team

• Ensure that the Supply Chain team provide efficient support to IRC programs and does so in accordance with IRC and donors policies and procedures

• Verify that Administration and Supply Chain policies and procedures are documented, disseminated and consistently applied across the country program

Financial Planning and Cost Control: In coordination with the DDF

• Provide input to the Country Director on potential areas of concern related to: operations spending; effectiveness of in-country reporting and planning systems; and Field Management oversight of expenditures and adherence to financial requirements

• Review operating budget and strategy planning as part of the annual fiscal year process prior to submission and periodically throughout the fiscal year

Information Technology

• Supervise the Senior IT Manager and ensure effective technical support is available to meet the needs of the country program

• Verify that information technology policies and procedures are documented, disseminated and consistently applied across the country program at all sites

• Oversee consistent application of appropriate data management and data security principles and procedures across all field office sites

Staff Management, Performance Management and Development

• Coach, train, and mentor staff with the aim of strengthening their technical capacity, exchanging knowledge within the team and providing professional development guidance

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

• 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.

• Promote and monitor staff care, well-being, and self-care; approve and manage all time, attendance and leave requests to ensure adequate departmental coverage.

• Offer leadership support for successful adherence by staff to IRC’s country and Global HR Operating Policies and Procedures.

• As part of succession plan and nationalization goals, identify, train and develop capability and capacity of a national staff to successfully transition role and responsibilities, by end of assignment

Key Working Relationships:

Position Reports to: Country Director

Position directly supervises: Supply Chain Coordinator, Senior IT Manager, Field Management positions

Internal: Deputy Director for Programs (DDP), Senior Humanitarian Access and Security Coordinator, Deputy Director Finance (DDF), HR Director, Regional and HQ Support Departments

External: Libya counterparts, Government bodies, community stakeholders

Qualifications

• Five or more year’s progressive management and leadership experience with an International NGO.

• Bachelor’s degree in relevant manage or technical field.

• Experience managing country program teams with a diverse portfolio; knowledge of major donors (including USAID, European Commission, UK FCDO, UN Agencies).

• Strong background in Supply Chain, Logistics, and Administration.

• Experience managing Security in a hostile environment.

• Excellent leadership, people management, interpersonal and negotiation skills and a demonstrated ability to develop harmonious teams in cross cultural context.

• Strong diplomatic skills. Ability to establish good working relationships with partners, donors and other stakeholders in a sensitive environment.

• Experience in IT is important

• Regional experience; knowledge of the context (in experience and expertise) and understanding of the culture (Libya/Middle East and North Africa) important

• English fluency required, Arabic is an asset.

Travel: The position is based in Tripoli, Libya with travel to Misrata office, Tunis and any other operational areas as requested.

We are an equal opportunity employer and value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

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Qualifications