Deputy Director Operations (DDO) At International Rescue Committee

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IRC opened the country program in Mali in 2012. Our programs cover activities ranging from humanitarian to recovery, with a focus on child protection, education, economic well-being, nutrition, health, water and sanitation. We work in the north, Center and south of Mali. Conflict and drought have displaced hundreds of thousands of people both in Mali and in neighboring countries. The security situation in the north remains fragile. Nevertheless, the needs of internally displaced people and host communities affected by conflict are many, and access to humanitarian activities is an ongoing process.

The International Rescue Committee (IRC) 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 provides life-saving care and assistance that changes the lives of refugees forced to flee war or disaster. Today, IRC works in more than 40 countries and 22 US cities, restoring safety, dignity and hope to millions of uprooted people struggling to survive.

The Deputy Director of Operations (DDO) is a member of the Senior Management Team (SMT) (as are the Deputy Director of Programs (DDP), the Deputy Director of Finance (DDF), the Human Resources, the Internal Audit, Access and Security Coordinators, and the Country Director (CD)). She/he is responsible for leading and managing the operations teams in the Country Program ensuring they are fit-for-purpose and respond to the needs of IRC’s programs and IRC facilities. The DDO is expected to contribute to high levels of teamwork and inter-departmental and cross-sector collaboration. Through her/his leadership, operations teams will be supportive of results-driven program delivery and facilities management and guided by data analysis, problem identification and problem solving.

Major Responsibilities

Ethics and Integrity

• Adhere to and act in accordance with the IRC Way (code of conduct) and other Global HR Policies and Procedures and communicate through word and example a high standard of compliance with all applicable policies and regulations.

Management and Strategy

• Actively contribute to and participate in management and leadership platforms such as the Senior Management Team,

• Be a champion for the implementation of the Mali Strategic Action Plan and ensure quality and meaningful participation of operations teams in strategy related activities.

• Lead the development and implementation of IRC Mali annual operation strategy drawing from annual assessments with SWOT analysis, regional and global annual workplans and strategies

• Represent IRC in all inter-INGOs, government and other institutional operations meeting advocating for the interest of IRC with relevant stakeholders and advise the SMT accordingly.

• In collaboration with relevant regional leadership ensure the full roll out, understanding and utilization of all new and existing organizational policies, procedures, guidelines and tools across IRC Mali.

• In collaboration with the relevant regional stakeholders, support the initiative of expanding IRC’s Mali impact through partnership and localization, Safeguarding, duty of care and climate disaster response

• Directly supervises the Supply Chain Coordinator, IT Coordination and Admin Manager.

Administration and Facility Management

• Provide leadership to the administration team and ensure the application of best practices and adherence to national and state level NGO and other relevant compliance regulations.

• Oversee the administration functions especially as they relate to rental agreements, visas and registration.

• Ensure operational efficiency and proper maintenance of IRC facilities, including offices, warehouses and guest houses.

• Managing pooled Facilities budgets and ensuring optimization of resources.

Supply Chain and Warehousing

• Lead an efficient and responsive supply chain system that meets the needs of quality program delivery. Ensure that all processes from procure to pay meet IRC and donor compliance requirements.

• Working closely with the DDP, ensure that program and operations staff are jointly preparing, implementing and monitoring appropriate tools such as. quality project delivery through effective procurement cycle management (PCM) system including quantification, forecasting, procurement and distribution plans.

• In collaboration with the relevant regional stakeholders ensure adequate, efficient and transparent procurement system is in place, including vendor prequalification and framework agreements from appropriately vetted vendors.

• Ensure relevant supply chain plans are in place for End of Fiscal year activities, end of grants activities, asset disposals and replenishment, adequate storage facilities etc..

• Review Power BI reports to identify success stories for celebration and appreciation and identify gaps, proposes mitigative actions to address them and facilitate strategic data driven decisions.

Information Communications Technology

• Based on comprehensive needs assessments ensure that all digital data and information needs of operations and program teams are catered for.

• This will involve the provisioning of hardware, software and ongoing training. Given the remote and insecure location of field sites, particular attention should be paid to ensuring robust connectivity and communication channels both between field teams and offices and between offices.

Finance and Compliance

• In close collaboration with the DDF and the DDP, ensure operating costs are included in operating budgets and funding proposals and that programmatic scale up and retrench are factored into operations planning.

• In cooperation with the DDF, ensure that all support systems and operations teams are operating in accordance with IRC and donor compliance regulations and have necessary risk mitigation strategies in place.

• The DDO has a key role in oversight of the pooled budgets and cost allocations.

Key Working Relationships

Position Reports to: Country Director

The Deputy Director of Operations will directly supervise three positions: the Supply Chain Coordinator; IT Coordinator and the Admin Manager. The supervision of the first two positions is jointly through Management in Partnership, a type of matrix management used at the IRC to ensure effective and efficient management and supervision of multi-facing and cross-departmental roles.

The DDO also provides support to Field Coordinators for Nara, Douentza, Ménaka, Tenenkou, Ansongo, Gao and Youwarou in their management of field operations.

Other key contacts:

Country Program: Senior Management Team members, People & Culture Team, Grants Coordinator, Internal Audit Coordinator, Finance Department, Safety & Security Team.

Organizationally: Regional Vice President, Deputy Regional Director, Regional Safety and Security Advisor, Regional Supply Chain Director, Regional People and Culture Director, Global Supply Chain Quality Assurance Team, and others.

Job Requirements

• University degree required (management-related or general operations preferred).

• Minimum of 6 to 8 years’ experience managing operations and/or projects in fragile and insecure locations, preferably in the Sahel.

• Demonstrated ability to manage field staff and remote field offices.

• Experience in logistics, HR/Admin, facilities and security management

• Experience having managed operations (including security) in conflict-impacted setting

• Excellent cross-cultural communication skills

• Excellent staff capacity building and training skills

• Strong problem-solving, analytical and decision-making skills.

• Strong computer and analytical skills.

• Strong budget management skills.

• Flexibility, ability to work independently and meet deadlines

Languages ​​Required/Preferred:

• Fluency in French is required

• Working knowledge of English and/or local languages ​​in Mali strongly encouraged

Computer/Other Requirements:

• Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint

Working Environment : The DDO will be based in Bamako with regular travel to Nara, Douentza, Ménaka, Tenenkou, Ansongo, Gao and Youwarou and other field offices. While security in Bamako is generally calm, civil conflict is ongoing elsewhere in the Diffa region, and the area is considered unstable. Strict adherence to security guidelines is requested of all IRC staff.

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The IRC opened the Mali country program in 2012. Our programs span activities from humanitarian to recovery, with a focus on child protection, education, economic well-being, nutrition, health, and water and sanitation. We work in northern, central, and southern Mali. Conflict and drought have displaced hundreds of thousands of people both within Mali and in neighboring countries. The security situation in the north remains fragile. However, the needs of internally displaced people and host communities affected by conflict are numerous and access to humanitarian activities is an ongoing process.

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The Deputy Director of Operations (DDO) is a member of the Senior Management Team (SMT) (along with the Deputy Director of Programs (DDP), Deputy Director of Finance (DDF), Human Resources, Access and Security Coordinators, Internal Audit and the Country Director (CD)). He/she is responsible for leading and managing the country program operational teams, ensuring that they are fit for purpose and responsive to the needs of IRC programs and facilities. The DDO is expected to contribute to a high level of teamwork and interdepartmental and intersectoral collaboration. Under his/her leadership, the operational teams will support the implementation of results-based programs and facilities management, and will be guided by data analysis, problem identification and resolution.

Main Responsibilities

Ethics and Integrity

• Adhere to and act in accordance with the Code of Conduct (IRC Way) and other global human resources policies and procedures, and communicate by word and example a high standard of compliance with all applicable policies and regulations.

Management and Strategy

• Actively contribute and participate in management and leadership platforms such as the Executive Team, Country Leadership Team and Country Management Team.

• Be a champion of the implementation of Mali’s Strategic Action Plan and ensure significant and quality participation of operational teams in activities related to the strategy

• Lead the development and implementation of the IRC Mali annual operational strategy based on annual assessments with SWOT analysis, IRC regional and global annual work plans and strategies.

• Represent the IRC in all inter-INGO, governmental and other institutional operations meetings by advocating the interests of the IRC to relevant stakeholders and advising the management team accordingly.

• In collaboration with relevant regional managers, ensure the implementation, understanding and use of all new and existing policies, procedures, guidelines and organizational tools throughout IRC Mali.

• In collaboration with relevant regional stakeholders, support the IRC’s impact expansion initiative in Mali through partnership and localization, Safeguarding, Duty of Care, and climate disaster response.

• Directly supervise the Supply Chain Coordinator, IT Coordinator and Administrative Manager.

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Administration and facilities management

• Provide leadership to the administration team and ensure the application of best practices and adherence to national NGO and other regulations that may be relevant.

• Oversee administration functions, particularly with regard to rental contracts, visas and registration.

• Ensure operational efficiency and proper maintenance of IRC facilities, including offices, warehouses and guest houses.

• Manage common facility budgets (Facilities Pool) and ensure optimization of resources.

​

Supply Chain and Warehousing

• Lead an efficient and responsive supply chain system that meets the needs of program teams. Ensure all processes, from procurement to warehousing, meet IRC and donor compliance requirements.

• Working closely with the DDP, ensure that programme staff and field staff jointly prepare, implement and monitor appropriate tools such as procurement and distribution plans.

• In collaboration with relevant regional stakeholders, ensure the establishment of an adequate, efficient and transparent procurement system, including the pre-selection of suppliers and the conclusion of framework agreements with duly approved suppliers.

• Ensure supply chain plans are in place for year-end activities, end-of-grant activities, asset disposals and replenishment, adequate storage facilities, etc.

• Review PowerBI reports to identify successes to celebrate and appreciate, identify gaps, propose mitigation actions to address them, and facilitate data-driven strategic decision-making.

​

Information communication technology

• Based on comprehensive needs assessments, ensure that all digital data and information needs of operations and program teams are addressed.

• This will involve procurement of hardware, software and ongoing training. Given the remoteness and insecurity of field sites, particular attention should be paid to ensuring robust connectivity and communication channels between field teams and offices and between offices.

​

Finance and Compliance

• Working closely with the DDF and DDP, ensure that operating costs are included in operating budgets and funding proposals and that programmatic growth or downsizing are considered in operations planning.

• In collaboration with the DDF, ensure that all support systems and operational teams operate in accordance with IRC and donor regulations and that necessary risk mitigation strategies are in place.

• The DDO plays an important role in reviewing/managing pool budgets and allocating shared costs.

Key Working RelationshipsThe position reports to: Country Director The position directly supervises five positions: the Supply Chain Coordinator; the IT Coordinator and the Admin Officer. The supervision of the first 2 positions is done jointly through a partnership management approach, a type of matrix management used at IRC to ensure effective and efficient management and supervision of multiple and interdepartmental roles.

• The DDO also provides support and coordination with the field coordinators of Nara, Douentza, Ménaka, Tenenkou, Ansongo, Gao and Youwarou in their management of field operations.

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Other key contacts:

• Country program: SMT team members, People & Culture team, Grants Coordinator, Sr Manager Internal Audit, Finance Department, Safety and Security Coordinators

• Organizational: Regional Vice President, Regional Deputy Director, Regional Director of Safety and Security, Regional Director of Supply Chain, Regional Director of People & Culture, Global Supply Chain Quality Assurance Team, and others.

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Job Requirements

• University Degree (preference for general operations or management-related);

• Minimum of 6 to 8 years of experience in managing operations and/or projects in fragile and precarious areas, preferably in the Sahel;

• Demonstrated ability to manage field staff and remote external offices;

• Experience in logistics, HR/Admin and security management

• Experience of managing operations (including security) in a conflict context

• Excellent intercultural communication skills

• Excellent capacity building and staff training capabilities

• Strong problem-solving, analytical and decision-making skills;

• Flexibility, ability to work independently and meet deadlines

• Strong budget management skills.

Required/Preferred Languages:

• Fluency in spoken and written French is required

• Working knowledge of English and/or local languages ​​in Niger strongly encouraged

Computer skills/Other requirements:

• Full professional competence in Microsoft Office Suite, especially Word, Excel, PowerPoint

Working Environment : The DDO will be based in Bamako with regular travel to Nara, Douentza, Ménaka, Tenenkou, Ansongo, Gao, Youwarou and other field offices. Although security in Bamako is generally calm, civil conflict continues in other areas, particularly in the Diffa region, which is considered volatile. Strict adherence to security guidelines is required of all IRC staff.