Deputy Director of Operations

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Tripoli, Libya
Apply by 26 August 2018
Senior-level , Full-time staff position
Posted on 28 July 2018

Job Description

Requisition ID: req2434
Job Title: Deputy Director of Operations
Sector: Operations
Employment Category: Regular
Employment Type: Full-Time
Location: Libya-Tripoli

Job Description

BACKGROUND:
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 forced to flee from war or disaster. 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 conflict or disaster. IRC leads the way from harm to home.

CONTEXTUAL BACKGROUND
The humanitarian situation in Libya has deteriorated since the 2014 civil war. 1.3 million people require assistance, including an estimated 700,000 IDPs and 1 million refugees and migrants. In response, the IRC launched an emergency program in September 2016 in Libya which aimed to provide life-saving medical care, medicines, and medical supplies to Libyans and non-Libyans and in doing so strengthen the capacity of the Ministry of Health. At present, the IRC is conducting health and protection activities in Misrata, and planning to expand to Sirte and Tripoli.

SCOPE
Reporting to the Country Director and serving as member of the Senior Management Team (SMT), the Deputy Director, Operations is expected to contribute to organizational strategic thinking, planning, and overall coordination efforts. This position has close working relations with the Finance Controller, Deputy Director Programs, Field Coordinators, HR Lead and Grants 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, with 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, negotiate access with local authorities, 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

Management, Coordination and Leadership
* Country operations lead for program expansion into new areas
* Operational management of the Tripoli office and representation when needed within Tripoli with local authorities
* In partnership with the FCs, ensure program implementation and spending are on track.
* Together with the DDP, organize regular program review meetings and raise any red flags to the SMT.
* In partnership with the Security and Access staff, ensure that field offices adhere to the security SoPs and country security management plans.
* Work closely with the Country Director and other members of the SMT to ensure that a strong partnership is developed and maintained between Operations and Security; 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
* Lead cross-departmental risk identification and mitigation actions that align with organizational and regional risk-management initiatives.

Programs Support, Strategy and Business Development
* Work with CD and DDP to identify opportunities for program expansion and support development of funding proposals.
* Work with the CD and DDP on the Country Program Strategic Planning process.
* Provide added support to program coordinators as required.
* Ensure all new proposals have received thorough Operations review and appropriate operations platform is maintained

Information Technology
* Supervise the IT Department
* Manage the Information Communications Technology (ICT) Officer.
* Verify that information technology policies and procedures are documented, disseminated and consistently applied across the country program.
* Ensure that IT compliance monitoring processes are developed and effectively implemented.
* Support the IT staff to provide top-tier and effective IT services and support to the Country Office and across all field sites.
* Manage key supplier relationships and build strategic relationships with senior internal stakeholders, providing technology enabled business and information solutions appropriate for their needs.

Supply Chain & Administration
* Ensuring that the Supply Chain team meets the needs of the programs in a timely manner and does so in accordance with IRC policies and procedures,
* Contribute to the operating budget and strategic planning; ensure grant burn rates are met as per the spending and procurement plans.
* Directly manage Supply Chain and Administrative staff in Tunis including office functionality and support to the Libya program.
* Direct supervision of the Senior Supply Chain Manager and oversight of all Supply Chain staff,
* Verify that Administration & Supply Chain policies and procedures are documented, disseminated and consistently applied across the country program.
* Ensure that compliance monitoring processes are developed and effectively implemented.
* Assist the Administration & Supply Chain staff in developing and managing appropriate coordination mechanisms to ensure that all operational units are interacting well with each other, as well as with the Regional Unit, Global Supply Chain (GSC), the Country Office, across different field sites, and other IRC support entities.
* Assist supply chain staff in partnering effectively and cooperatively with other units to improve planning and resource utilization. Work with program staff to ensure procurement planning and identification of operational support needs.
* Ensure full proactive involvement of key processes with the finance department including Budget Versus Actual (BVA) report input and necessary information for operational budget accuracy.
* In collaboration with the Finance Controller and CD, ensure systems are streamlined between HR, Administration, Supply Chain, Finance and Programs.
* 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.

Staff Management, Learning & Development
* Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting quarterly performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
* Hold high-quality meetings with each direct report on a regular and predictable basis, at least bi-weekly.
* 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: Snr Supply Chain Manager, Tunis Admin Staff, IT Staff, Area Manager Tripoli
* Internal: Deputy Director for Programs (DDP), Security and Access Coordinator, Finance Controller, HR Lead, 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.
* Bachelors degree in relevant manage or technical field.
* Experience managing country program teams with a diverse portfolio; knowledge of major donors (including USAID/OFDA/PRM, ECHO/EC, DFID, 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) important
* English fluency required, Arabic an asset.

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

About the Organization

From emergency response through post-conflict development work, in a great variety of roles around the world, the International Rescue Committee’s 8,000-plus staff is a force for humanity and hope. If you’re skilled and passionate, we’d like to add your energy to ours.

Careers at the IRC are as wide-ranging and far-reaching as our work. Encouraging staff development through promotion, transfer and rehire, the IRC nurtures long-term career paths and helps employees grow within the organization.

At any given moment, on any given day, all around the world, IRC staff members are restlessly and effectively working for the sake of the most vulnerable among us—to restore and renew hope, dignity and freedom.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, 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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