Head of Operations

  • Mid-level, Full-time staff position
  • Posted on 15 April 2019

Job Description

Job Summary:

As a member of the Country Program’s (CP) Senior Management Team, the HoOps will provide leadership and management of the operational functions - Finance, Human Resources (HR), Supply Chain Management (SCM), Administration, Information and Communication Technology, Security and Audit - in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. The HoOPs will promote stewardship of resources, ensure principled compliance, proactively manage risk, and lead operational improvements.

In close consultation with the Country Representative, the HoOps will proactively manage security and mitigate security risks.

Job Responsibilities:

  • Contribute to the CP strategic planning and programming by providing input on needed investments in operations capacity – systems, processes and staffing – that meet CRS’ standards, donor requirements, and local regulations and support high-quality programming. Represent CRS, as needed.
  • Plan, integrate, coordinate, and monitor day-to-day operations to ensure all support services are delivered with high-quality in an efficient manner. Address issues where operations support needs to be adapted for complex programming. Oversee the piloting of new operations initiatives that require the setting of new standards and systems.
  • Collaborate with the head of programs (HoP) and program managers (PMs) to ensure appropriate project expenditures are in line with financial plans and proper stewardship of material sources. Anticipate, identify and address challenges that affect the proper stewardship, risk, and optimal utilization of program assets and resources (financial, human, and material).
  • Effectively manage talent and team dynamics including staff well-being. Provide coaching, strategically tailor individual development plans, and complete performance management for direct reports. Monitor and assess performance to ensure adequate capacity for successful support of high-quality programming. Contribute to staffing plans and recruitment process of senior staff.
  • With the Country Representative oversee the preparation of annual budget plans and grant/project budgets to ensure they reflect maximum operational efficiency and budgetary compliance and mitigate risks. Set and provide technical oversight of internal processes for approving expenses, monitoring spending, and making budget adjustments in line with operational and programmatic needs and with donor requirements.
  • Ensure CP staffing needs are adequately fulfilled, and HR systems, policies and practices support a high-performance culture, encourage staff development and retention. Assure quality administration and a work environment that truly reflects the agency’s values.
  • Oversee compliance with agency and donor requirements and local laws and regulations through periodic systems checks, review and assessment of CP’s operations policies and procedures. Act as lead contact and responder to issues that emerge from internal and external audits and provide recommendations and guidance to implement improvements.
  • Create and maintain the proper conditions for learning. Establish a safe environment for the sharing of ideas, solutions, and difficulties and the capacity to detect, analyze and respond quickly to small deficiencies. Provide capacity strengthening guidance for project teams and partners, which includes cross-departmental learning.
  • Oversee the financial management of GFATM; USAID and other donors’ grants, working in close alignment with the region and with HQ departments and oversee timely submission of quality financial reports to donors;
  • Facilitate all external and internal audits; oversee the timely closure of all outstanding audit findings and the successful implementation of all audit recommendations.
  • Support the Ministry of Health (MoH) departments/services including National Malaria Control Program (NMCP/PNLP), National Directorate for Community Health and Traditional Medicine (DNSCMT) and other partners to uplift the zero-cash policy and support their capacity development in grant management with robust policies in place.
  • Support the Capacity Strengthening of local catholic church organizations (OCPH and others) and local Partners in meeting operations’ standards.
  • Ensure application of principles of a just workplace and diversity, and promote staff care and well-being and work/life balance.
  • Lead the Project Insight roll out and implementation for the CP and ensure all staff have received adequate trainings/orientation. Coach, mentor and support the Subject Matter Specialists.
  • In coordination with the Country Representative, assure representation of CRS and coordination of CRS operations at the various levels with the Guinea Government entities and other key development actors and stakeholders in the country. Serve as Acting CR in charge of the country program during the absence of Country Representative if requested.

Typical Background, Experience & Requirements:

Education and Experience

  • Master’s degree in International Development, Business Administration, Finance or relevant field required or equivalent extensive experience with non-profit management or related fields strongly preferred.
  • Minimum of 5 years work experience in a management position with progressive responsibilities. Experience with an international NGO and experience outside country of origin, particularly in complex working environments preferred.
  • Additional experience may substitute for some education; additional education may substitute for some experience.
  • Understanding of financial systems, including budgeting and budget/expense analysis experience. Knowledge of SunSystems and Vision accounting software or similar financial reporting software highly preferred.
  • Significant experience in Operations (and Operational Excellence) particularly in the areas of Finance, Human Resources, Supply Chain Management and donor Contracting, experience with GFATM Grants Management preferred.
  • Working knowledge of Catholic Church and Caritas’ structures.
  • Demonstrated qualities of leadership, sensitivity to cultural setting, communication skills, commitment and good judgment; and commitment to improving gender equality and gender responsiveness in operations.
  • Knowledge of multiple public donors’ regulations, including USAID, highly preferred.
  • Staff management experience and abilities that are conducive to a learning environment.
  • Knowledge of procurement and office administration/management issues.
  • Ability to represent the agency at high levels
  • Proficient in MS Office package (Excel, Word, PowerPoint, Visio), Web Conferencing Applications, and information and budget management systems.

Personal Skills

  • Excellent strategic, analytical, systems thinking, and problem-solving skills, with capacity to see the big picture and ability to make sound judgment and decisions.
  • Strong relations management abilities. Ability to work collaboratively with a multicultural team.
  • Team leadership abilities
  • Ethical conduct in accordance with recognized professional and organizational codes of ethics
  • Proactive, resourceful, solutions-oriented and results-oriented

Agency-wide Competencies (for all CRS Staff):

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

  • Integrity
  • Continuous Improvement & Innovation
  • Builds Relationships
  • Develops Talent
  • Strategic Mindset
  • Accountability & Stewardship

Required/Desired Foreign Language: Excellent written and spoken French and English.

Travel Required (include percentage of required travel, if applicable): Ability and willingness to travel frequently to field up to 15% of the time.

Key Working Relationships:

Supervisory: Five Senior Operations Managers:Finance Manager, Supply Chain Manager, HR Manager, ICT Manager and Admin Manager

Internal: Country Representative; HoP; DRD/Operations; RFO; WARO Regional Technical Advisors; HQ Departments (OpEx, Overseas Finance, GKIM, HR, GSCM, Ethics Unit); other operations and programming staff including WARO Heads of Operations from other CPs.

External: Partner organizations, Local Catholic Church officials and OCPH/Caritas, other Catholic Development Agencies, Donors, Government of Guinea, MoH, NMCP, HIV National Program, OMVS, UN agencies and all relevant local and international partner institutions and service providers.

NOTE: Applications will be accepted until this position is filled.

About the Organization

Catholic Relief Services was founded in 1943 by the Catholic Bishops of the United States. Our mission is to assist the poor and disadvantaged, leveraging the teachings of the Gospel of Jesus Christ to alleviate human suffering, promote development of all people, and to foster charity and justice throughout the world. Working through local offices and an extensive network of partners, CRS operates on five continents and in 98 countries. We aid the poor by first providing direct assistance where needed, then encouraging people to help with their own development. Together, these approaches foster secure, productive, just communities that enable people to realize their potential. As the official international relief and development agency of the U.S. Catholic community, CRS is also committed to educating the people of the United States to fulfill their moral responsibilities toward our global brothers and sisters by helping the poor, working to remove the causes of poverty, and promoting social justice.

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