Director of Operations At Concern Worldwide

About the position

This is a 24 month replacement position with unaccompanied conditions, based in Bangui, CAR, with a grade 5 salary of €50,107 to €55,674 per annum.

You will report to the country director and supervise the logistics coordinator, the HR-admin manager and the information and communication technologies (ICT) manager. You will be in contact with the Program Director, the Country Financial Controller, other key staff and regional logistics and human resources advisors based in Dublin.

The position should be filled as soon as possible.

Your objective: As a member of the Concern RCA leadership team, the Director of Operations will lead the effective implementation of Concern programs by managing support systems in accordance with Concern Worldwide policies and standards and donors. In a dynamic working environment, with an expanding team and a growing portfolio of programs and donors, you will actively participate in the strategic development and management of Concern’s national program in CAR. You will ensure that the logistics, human resources, administration, ICT and security systems in place enable the timely delivery of quality programs to vulnerable populations in the CAR.

You will be responsible for:

Systems management

• Review of procedures in all locations with regular monitoring and program support visits to the field to ensure that procedures are adapted to the operational contexts of each program.
• Manage information systems to monitor and report on the effectiveness and efficiency of administrative services, human resources, information and communications technology and logistics.
• Make relevant and timely recommendations to the program management team on changes and improvements to systems policies and procedures based on program needs and changing context.
• Ensure that control systems are in place and effectively implemented across all systems departments to ensure accountability and compliant use of donor and internal funds.
• Conduct logistical, administrative and security assessments for all new programs and set up systems for new sites and new interventions.
• Review of all external contracts to ensure consistency and clarity and to minimize Concern’s liability.
• Costing systems requirements for funding applications.
• Identify all donor-specific system requirements to ensure compliance.

Budget management

• Identify and implement potential savings and make recommendations to the SMT.
• Prepare national administration, transportation and payroll budgets and track related expenditures.
• Proactively identify issues for discussion with budget owners and the executive team.

Premises management

• Ensure adequate supplies, staffing and support systems are in place at all Concern premises.
• Ensure that premises leases are actively managed and contracts are evaluated.
• Ensure that all matters relating to government authorizations are managed proactively.
• Ensure that all international staff offices, guest houses and residences comply with safety, health and security standards.

HR management-administration

• Supervision of the human resources administration manager.
• Ensure that Concern fully complies with national employment legislation and requirements, as well as global human resources policies and procedures.
• Ensure that staff are trained in the safeguarding policy and that reporting and abuse risk reduction mechanisms operate effectively.
• Support the HR-admin manager in supervising complaints and discipline procedures.
• Oversee the development and implementation of an ambitious capacity building plan for all staff, to enable national staff to progress in their careers.
• Oversee logistical arrangements for visitors.
• Lead salary and benefits review processes and ensure results are analyzed and shared with the leadership team and other staff as appropriate.
• Oversee the management of health insurance for national staff.
• Promote gender balance at all levels of the workforce**.**
• Agree objectives with the management team for recruitment and ensure they are achieved.
• Ensure that an effective performance appraisal system is in place and ongoing training is provided to line managers and staff.
• Ensure that the systems structure is suitable and relevant to effectively support program implementation.
• Monitor and review team performance; provide corrective feedback where necessary and take decisive action in cases of poor performance.

Logistics management

• Manage the logistics coordinator online.
• Support the Logistics Coordinator to ensure cost-effective maintenance of Concern Worldwide’s vehicle fleet and ensure national program transport needs are met.
• Regularly review transportation reports to ensure compliant fleet management and identify issues in a timely manner.
• Ensure that all offices adhere to the Transport and Fleet Management policy, paying particular attention to fuel procedures.
• Ensure the efficient and timely acquisition of goods and services based on program needs, in a transparent and accountable manner, ensuring that the organization gets value for money and that donor funds are used responsibly justified.
• Support field teams and logistics coordinator in developing an annual procurement plan for each program.
• Responsible for tenders, contracts and international public procurement.
• Guarantee a clear and well-documented written trail in system files.
• Develop a multi-year asset replacement plan (fleet and ICT).
• Supervise the process of updating the fixed asset register.
• Ensure that all stores and assets are managed and accounted for in accordance with Concern and donor policies.

Information technology

• Supervision of the ICT manager.
• Ensure that Concern’s IT policy and procedures are understood and followed by all staff.
• Ensure that effective support systems are in place, enabling the proper functioning of IT systems and information management (including servers, encryption, safeguarding and protection mechanisms).
• Ensure that all HF, VHF and other communications equipment is operational and used in accordance with communications policy, and that staff receive necessary training on usage protocols.
• Liaise with the Dublin IT Help Desk and Regional IT Advisor regarding IT maintenance, equipment and management.
• Develop staff’s IT capabilities, skills and confidence in using common software.

Security management

• As the country security focal point for Concern RCA, support and advise the Country Director in all security-related decisions.
• Support and liaise with security focal points in each local office and with other INGOs and INSOs.
• Support security focal groups in each location and ensure they have the necessary knowledge and information to carry out their activities.
• Review and update Concern’s security management plan annually and, as appropriate, as the security environment evolves.
• Ensure that all security incidents are reported in a timely manner through existing reporting systems (internal and external through INSO).
• Ensure that all new staff and visitors receive comprehensive and up-to-date safety instructions upon arrival.

Your skills and experience are as follows

• Relevant master’s degree (logistics, HR or other relevant field).
• Five years of experience in a systems/operations role within an international NGO, including two years at a senior level.
• Managing diverse, multi-functional teams, including the ability to lead and motivate others.
• Strong training and coaching skills.
• Previous work in a similar context.
• Specialized knowledge and experience in at least one systems area.
• Excellent communication and interpersonal skills and ability to motivate others.
• Skills in delegation, time management and prioritization.
• Computer literacy and good knowledge of Word and Excel.
• Empathy with Concern’s mission, vision and goals, as well as our target group.
• Fluent French (written and spoken); good level of English (written and spoken).
• Work with major international donors and grant compliance requirements.
• Proven experience in resource planning and budget management.
• Experience with compliance/control and anti-fraud systems.

We would also like you to be:

• Flexible, reliable and proactive;
• Cultural sensitivity and empathy towards others;
• Ability to work under pressure and meet strict deadlines;
• Willing to travel frequently to the field in rural areas and spend periods of time away from the capital in relatively rudimentary conditions;
• Model a positive attitude.