Closing date: 12 Jun 2017
Overall purpose of the role:
The Area Operation Manager (AOM) is managing operations to meet the project needs of DRC/DDG thus benefiting the communities and people we support/assist. The AOM will be responsible for management of operations in the area and representing DRC/DDG with local authorities on operational issues. S/he will lead DRC/DDG team at the area office with specific responsibility of support functions (Security, Finance, HR/Admin, logs/procurement and IT), and will work closely with the program teams and the various stakeholders. Enable programme staff to carry out their projects activities effectively and efficiently. In this capacity the AOM must ensure efficient, transparent and reliable finance and operations processes & outputs and generate timely and relevant information to facilitate informed decision making by the management and the programme team. Lead the Area Management Team (AMT), actively participate in Area strategic discussions and advise on financial/HR/logistics management policies, practices, and procedures.
In co-ordination with the Operations Director, lead the strategic development of the Area/field office’s operations, to ensure adherence, quality and high performance, developing tools and training to advance and make more efficient the systems in place.
Support the Operations Director in drafting, promoting, and rolling out of all DRC/DDG -relevant strategic planning documents in broad consultation with all operations staff.
Ensure proper understanding of these documents by relevant actors (e.g. staff members, partners, NGOs, government counterparts, and donors).
Represent DRC/DDG with local authorities
Operations Management and Reporting
Responsible for ensuring the actions/activities delivered with the operations unit adhere to policy and procedure
In charge of operations budget for the area and responsible for operational budget control. Follow up, logistical monitoring of consumption, inventory, assets and compliance in documentation, supervision and confirmation of HR documentation, responsible for the security of staff and assets, lead reporting for donors in regards to operations ensuring timely delivery.
Oversee support personnel and assume accountability for the timely, effective and efficient implementation of the duties therein.
With support of the Operations Director and other members of the Area SMT, implement DRC/DDG systems and procedures to ensure smooth running of field office in line with DRC/DDG global and country-specific guidelines
Participate as part of Extended CO Senior Management Team on issues of strategic planning.
Organise Area lessons learnt meetings and produce documents of lesson learnt to be shared internally.
Ensure that monthly technical and support function reports are sent timely to the CO senior management team/RO
Finance Management and Administration
Lead on all financial management and reporting of operations budget for the area and maintain efficient financial control, and tracking, including donor reporting. Monitor and analyse financial risks in line with the financial procedures handbook.
Monitor and, as necessary, coordinate compliance activities to remain abreast of the status of all compliance requirements and to identify trends.
With the support of CO Finance, identify potential areas of financial compliance vulnerability and risk; develop/implement corrective action plans for resolution of problematic issues, and provides general guidance on how to manage similar situations in the future
Assist in preparation of monthly financial reports and project specific reports and submission to the operations director and SMT.
Oversight and management of the Bank Accounts including deposits, withdrawals, preparation of bank reconciliations and revision/negotiation in regards to bank charges on a yearly basis.
Proactively engage in proposal budget development, implementation and revision as may be required and requested from the programme team and CO finance.
Assist with CO finance and programme team the preparation of donor reports and verification for accuracy of documentation
Develop effective operations compliance and capacity building trainings for area programme and support teams.
Build capacity of the support staff in the location and our partners through on-the-job training as well as organized training programmes and workshops.
Supervise staff in the area office team
Manage Area NGO registration, work permits, visa and insurance issues.
Directly responsible for control on procurement and management of supplies, vehicles et al, assets, stock
Ensure necessary systems in procurement and logistics are in place and continuously improved
Responsible for management and maintenance of IT and communications (laptops, printers, telephone and other means related to information and communication technology, with the IT officer or the CO IT department
Ensure that the national staff policies – instruments and systems – are in place and adhered to.
Ensure that HR policies and practices are in line with the local legislation and keep the management informed of the updates/ changes in the local labour and other relevant laws.
Ensure efficient HR administration and documentation.
Oversee that the recruitment and performance management of national staff is robust and in line with local and organisational procedures.
Support the HR team in driving the learning & development of national staff.
Advise the SMT, HR team, and other managers on organisational development and personnel related issues.
As liaison, attend relevant forums/meetings with the objective to strengthen the organisations position in the area, and identify and ensure good relationships with authorities
Liaise with UN agencies, international and national NGOs to foster partnership and coordination
Represent DDG/DRC at local and regional levels, as well as for internal and external visitors
Coordinate the visits of donors, stakeholders and personnel in the field
Ensure positive interaction and good relations with partners, authorities, and stakeholders in the region
Safety and Security
With technical support from the Country Security Coordinator and local security officers at field level, ensure programmes are delivered in a safe and secure manner and that all steps are taken to ensure duty of care to staff.
With the technical support of the Country Security Coordinator, update security guidelines for the field office and ensure their acknowledgment and adherence
Regularly update the security plan for the area of operation with the support of the Country Safety Department
Develop a security network to be informed of the security/context situation in the work locations
Effectively enforce security procedures on all staff, programme and support, and ensure follow through
Ensure that all security/ safety reports are written and sent in a timely manner to the CO security department The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.
Experience and technical competencies:
Minimum of 5 years management and working experience
Minimum of 3 years field experience in conflict affected areas, preferably in Africa in general or Horn of Africa in particular with an organization with diverse programmes.
Proven experience in management of support functions, budget management, reporting, staff management.
Leadership skills, including ability to build and motivate a team and willingness to deal with conflicts constructively
Proven commitment to accountable practices and knowledgeable of quality assurance systems
Experienced with conflict and disaster related displacement issues and experience in humanitarian advocacy
Political and cultural sensitivity, including ability to adapt well to local cultures.
Proven ability to function and operate in an unstable and restricted environment
Human resource management skills and hands on approach in insecure settings
Good communicator with proven diplomatic skills and willingness to engage with all levels of staff, communities, local and national authorities, donors, NGOs, UN Agencies and others as required.
Proven financial management skills- managing budgets and multiple donor contracts
Ability to resist external pressures
Innovative and creative and out of the box thinking
Analytical and reporting skills
Minimum of a University Degree High degree of computer literacy
Fluency in written and spoken English
Key stakeholders: (internal and external)
Senior Management Team (SMT)
Program staff in area office
Operations team in area office
Country head of sections (operations and program)
Any other relevant stakeholders under area/field offices
TERMS AND CONDITIONS
Availability: 1st July, 2017
Other terms of employment will be in accordance with DRC/DDG terms for National staff.
The position is open to Nationals ONLY.
Interested and qualified internal candidates who meet the required qualifications and experience are invited to submit their applications which should include a 1-page cover letter clearly stating their motivation and qualifications and CV to firstname.lastname@example.org
ONLY shortlisted candidates will be contacted for the written test and interview