Deputy Director of Operations at International Rescue Committee

The International Rescue Committee opened a new country program in Mali since 2012. Our programs span the range from humanitarian relief to development activities, focusing on child protection, education, reproductive health and nutrition, rural livelihoods, governance, gender-based violence, water and sanitation. We work in the north, the center and south of Mali.

Conflict and drought have displaced hundreds of thousands both within Mali and in neighboring countries. The security situation in the north and the center remains fragile and the Islamic groups operating there are hostile to the peace agreement and the redeployment of the authorities. Nevertheless, the needs of IDPs affected by conflict and host communities are widespread and the issue of humanitarian access still complex and difficult to manage.

Scope of work

The Deputy Director for Operations (DDO) oversees the country program’s critical support functions: human resources, administration, Information Technology, communications, supply chain, ensuring that all the necessary systems, policies and procedures are updated, rolled out, understood, and implemented in all locations. S/he is a member of the country senior management team, reports to the Country Director and supervises the Logistics Coordinator, Human Resources Coordinator, the Information Technology Coordinator and all Field Coordinators and Managers. S/he acts as the Country Director (DP) during his absences.

The DDO will be contribute to project budget design through taking the lead in the development and oversight of project support costs in collaboration with the CD, the Deputy Director of Finance, the Deputy Director of Programs. S/he will also contribute to the update and development of the SAP Mali and the scaling up of INTEGRA. S/he also ensures the management and follow up of the Operating Score Cards.

Responsibilities

1. Representation

• Develop a sound understanding of the IRC’s programs including the follow-up of the SAP (for the operations) such that the DDO can substitute for the CD when needed.

• Maintain regular links with the local authorities when needed for the strategic orientations.

• Continue the actions undertaken with the Central Government with regards to the customs clearance for the equipment and other imported items and make the link between the compliance to the IRC Policies with the country’s legal framework.

2. Policies, Procedures and Coordination

• Ensure functional operational support is in place in all sites to achieve results across program sectors.

• Implement IRC global operational policies (Supply Chain, HR and IT) at a national level.

• Review IRC Mali operational policy manuals, devise a plan for updating them and ensure their consistent enforcement.

• Identify operational policy voids, make the links with the audits (donors and internal) and develop new policies as needed.

• Ensure compliance with donor regulations with regard to the supply chain.

• Develop an annual operations plan with the Field Coordinators and Managers and ensure regular follow-up by the department leaders.

• Serve as a focal point and maintain communication with HQ operations staff, Regional Supply Chain, HRD, Regional IT Director.

• Coordinate across operations units, across field sites and with programs and finance departments.

• Contribute to the internal coordination meetings and propose relevant adaptations when needed to improve the global level of the mission.

• Anticipate, analyze and alert the CD regarding all risks related to operational activities including programmatic, security and financial aspects

3. Budget & Finance

• Produce content for new budgets covering operational requirements and provide advice on procurement related budgeting, including a capital equipment replacement plan,

• Maintain close working relations with the DDF to ensure full and coordinated support to operations, including BVA follow up and analysis.

• Oversee grant operations budget lines.

• Optimize funds and resources allocated to the implementation of the programs.

• Conduct monthly programs review regarding the management of the operational costs with FC/FM through the program management review.

4. Administration and Human Resources

• Ensure that the recruitment process is efficient, transparent and well managed at field level with the HR Coordinator having a focus on recruitment/retention/promotion of female staffs.

• Ensure that operations staff have annual performance plans and evaluations

• Review national staff salaries and benefits and recommend adjustments when needed

• Serve as focal point person for investigation into policy violations (safeguarding, fraud, DEI). Follow up on accusations of employee misconduct and advise on potential discipline.

• Work with the HQ Human Resources Department in implementing the global HRIS

• Within the organization and in collaboration with the HR coordinator, identify staff knowledge areas that require strengthening and work with supervisors and staff to provide the appropriate training, with a goal of contributing to staff retention.

• Ensure all necessary support for the functioning of the office, including external relations with the government is in place.

• Follow up on all the legal aspects with the legal counsel from IRC Mali

5. Supply Chain

• Check that country logistics policies are appropriate, documented, disseminated and required monitoring processes are effective.

• Assist logistics staff in working effectively with other units to improve planning and resource utilization.

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

• Review key/routine reports, (PO/PR tracking, fuel consumption, procurement plans) and provide feedback with recommendations.

• Ensure that all conditions are required for the deployment of INTEGRA.

6. Information Technology

• In collaboration with the IT department in HQ support the V-SAT integration project, maintain and upgrade IT systems to support Internet communication throughout the country program.

Requirements

• At least 5 years of experience in operational support or management of multisectoral humanitarian assistance or development projects in Africa or similar context; preferably at a higher level

• Proven personnel management, administration, logistics, communications and finance experience of large operations

• NGO experience and knowledge of donor requirements

• Excellent written and oral communication skills in French, and good working knowledge (written and spoken) of English

• Ability to work under pressure and at times long work hours, and heavy workload.

• Ability to independently organize work and prioritize tasks.

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

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

• Flexibility, adaptability, culturally sensitivity

Work environment

• Housing in IRC Guest House. Internet, DSTV on-site.

• Security level: Orange, but stable in Bamako.

• Position is accompanied

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

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.