Deputy Director of Operations At International Rescue Committee

Contextual background

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 6.2 million people are internally displaced and 11.7 million are in need of humanitarian assistance. There are 5.6 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair and has a profound impact on the neighboring countries which are hosting the overwhelming majority of Syrian refugees and find themselves under increasing strain.

Job Overview/Summary

The Deputy Director of Operations (DDO) is a member of the Senior Management Team (SMT) which plays a key role in the overall leadership and management of the IRC Syria Country Program. The day to day portfolio of the DDO will include direct supervision of the supply chain and field management units. In addition, he/she will work with the CD and program teams to ensure the provision of quality program support services in accordance with IRC principles and donor guidelines, delivered in a timely manner and within budget limitations. This position has close working relations with the Syria CP SMT functional leads such as Deputy Director Finance, HR Director, Deputy Director of Programs, as well as other program and region-based staff.

Responsibilities

1. Strategic Planning & Management:

• Continuous assessment of IRC’s operational set up and needs in Syria and undertake strategic and operational improvement measures to facilitate smooth business continuity ensuring safety and security of staff and clients under the guidance of Senior Management Team (SMT).

• Assist in the implementation of operational improvements within all Supply Chain, IT, Field Management and Administration departments to enhance the organization’s ability to implement programs in most efficient, cost effective, safe and secured and compliant manner, strengthen donor relations and improve organization-wide activities.

• Assist CD in identifying potential risks and roll out of mitigation measures for the effective functioning of country program.

• Watch over the monitoring, implementation and on time delivery of the operations related country strategic action plan commitments.

• Ensure all new proposals have received thorough Operations review and appropriate operations platform is maintained

• Contribute to the operating budget and strategic planning; ensure grant burn rates are met as per the spending and procurement plans.

2. Coordination and Representation

• Represent IRC Syria in interagency operations meetings or with government officials (e.g. Ministry of Interior etc).

• Actively develop and maintain effective working relationships with key stakeholders at field level, including donors, government actors, UN agencies, international and local NGOs, and other relevant humanitarian actors.

• Establish a good rapport with local and national level administrative, customs, immigration, security, and other officials to ensure that IRC projects conform to local laws and customs and security constraints.

3. Supply Chain

• Ensure supply chain staff work effectively with other departments to improve planning such as procurement and distribution planning and a rational resource utilization

• Ensure supply chain processes are fully compliant with IRC policies and donor regulations.

• Undertake periodic national system reviews of procurement, asset, warehouse/inventory, suppliers and vendor contracts and communication systems to identify areas for improvement and compliance with IRC global systems.

• 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.

• Review key/routine reports, (Supply Chain Monthly Reports, BvA tool, Procurement and Distribution plans, closed grant and expired inventories) and provide feedback and recommendations to mitigate any potential risk.

• In partnership with Global Supply Chain team ensure that compliance risk in the supply chain processes is analyzed and implement internal and external audit corrective action plans and ensure that all supply chain are conducted in ethical manners.

• Review departmental key performance indicators and take appropriate action support in achieving the set objectives

• Support the supply chain team in all activities (pre-deployment, deployment, go live and hyper support) related to the implementation of the Integra ERP System.

4. Field Operations & Administration

• Directly line manage the Senior Field Coordinators for NE and NW Syria ensuring that field structures are fit-for-purpose throughout program expansion and transition phases.

• Provide overall support and guidance to field operations, with a focus on supply chain, logistics and administration, including providing support to ensure field offices and program centers are functioning efficiently and transparently and in compliance with IRC policies.

• In cooperation with the CD, HR Director and Safety and Security Coordinator, ensure the risks IRC field staff face in their work environment are mitigated against to the degree feasible given the context, and ensure Security Management Plan and SOPs for field staff and offices are in place, kept current and implemented by all staff at all times.

• Ensure field leadership competency in budgeting functions, contributing to proposal and operating budgets and leading on field budget vs actual oversight.

5. IT

• Directly line manage the Senior IT Manager for NES and NWS, ensuring that that information technology policies and procedures are documented, disseminated and consistently applied across field offices.

• Champion and provide leadership for the smooth roll out and utilization of IT core systems (ERP, BVA, and Information sharing and collaboration tools) and ensure that all requirements are met and resources are committed.

• Uphold and promote IT Standards and policies regarding security, equipment, Internet bandwidth and network infrastructure and ensure and monitor compliance that the Country Program complies

6. Organizational change – Efficiency Analysis and Planning

• In close cooperation with the Syria SMT and Regional team, develop a plan for analyzing the efficiency of all support units (supply chain, logistics, administration, IT etc.) including workflows, systems consolidations ( BVA, Power BI, SUN …. ) and quality of services. Implement further changes to support structures and staffing based on outcomes of the analysis.

• In close cooperation with the CD and Regional Management Team, develop and implement a plan for a full integration of North East and North West Syria Programs into the IRC Syria Country Program structure.

7. Staff Performance Management, Learning & Development

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.

• Develop and implement remote management capacity building approaches to build the strengths of supply chain and administrative teams in Syria.

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

• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

• Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.

• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.

• 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.

• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.

• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.

• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

• Adhere to and act in accordance with the IRC Global HR Policies and Procedures, and communicates through word and example a high standard of compliance with all applicable policies and regulations.

Job Requirements

Education:

• Bachelor degree in a relevant field (business management, supply chain, information technology or similar)

Work Experience:

• At least 8-10 years of progressively responsible professional experience of operational support or management of multi-sector humanitarian relief or development projects in middle east or similar context; preferably at senior level positions

• Prior lived experience working within organizational structures in transition.

• Previous experience in an emergency or conflict-afflicted setting is required.

Demonstrated Technical Skills:

• Successful management of multi-site operations.

• Demonstrated capacity to develop policies and standard operating procedures for different contexts.

• Demonstrated capacity to plan, design and implement large organizational change projects in coordination with country senior leadership, operations and program departments.

• Established capacity to handle stressful situations in a healthy, constructive manner.

• Ability to respond to multiple priorities in a timely manner, producing high-quality outcomes.

• Ability to keep staff engaged, informed and oriented at the best outcome for the organization.

Demonstrated Managerial/Leadership Competencies:

• Demonstrated successful leadership and management experience with a multi-disciplinary teams in cross-cultural settings.

• Proven experience delivering appropriate levels of oversight of a portfolio consisting of a variety of complex, high-value donor-funded projects.

• Superior oral and written communication skills, with ability to express ideas and concepts clearly and persuasively with senior internal and external stakeholders.

• Proven ability to design and manage organizational change, including expansion of programs or mergers of multiple entities into one, and adapt to changing program demands.

• Ability to independently organize work and prioritize tasks and work both independently and as part of a team.

• Self-motivated, honest, highly responsible, and punctual.

• Strong commitment to IRC’s vision, mission and core values.

Language/Travel:

• English and Arabic are required, while Kurdish is desired.

• Travel: 50% to field sites in Turkey and Northeast Syria as well as attending regional and global workshops and meetings

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.