Director of Operations Iraq At ZOA

Job location: Erbil, the Kurdistan Region, Iraq

Starting date: 1 October 2021

Vacancy closing date: 24 August 2021

Duration position: 3 years

Working hours: fulltime

We are here to support communities hit by crises, restoring dignity and promoting choice.

ZOA, as an international NGO, supports people who have lost everything due to armed conflict or natural disaster. Together, we can come to their aid in emergencies and remain faithful to communities as they recover – providing new opportunities for them to help themselves again. The work of ZOA is coordinated from the Netherlands. We are active in multiple countries in Africa, South America, the Middle East Region, and Asia. We work with approximately 900 employees worldwide and with (local) partners. We invite you to join our team of committed colleagues.

ZOA is looking for a

Director of Operations in Iraq

ZOA’s programme in Iraq is a dynamic and growing programme operating in a post-conflict context. With a diverse and young team we are looking for an experienced Director of Operations who will support the Country Director in the day to day (internal) management of the organization, spread over 3 office locations. The focus of the position will be on Finance and HR, as well as the responsibility for field operations such as security and logistics. We are looking for a stable candidate with excellent people management skills, who is culturally sensitive, stress resistant and a passionate humanitarian.

Your challenge

The Director of Operations is responsible for effective and efficient management and control of all operational processes in the country organization. This includes Finance, HR, Logistics and procurement, IT and Security.

Tasks, responsibilities, results

The Director of Operations has been assigned with responsibility and holds delegated authority for:

Administration

• Monitoring of and support on processes and procedures related to finance, HR management, security, logistics and procurement.
• Maintenance of Country administrative manual (finance, HR, procurement) and ensure compliance;

HR

• Management of the HR officer(s);
• Translating ZOA’s worldwide HR policies and procedures into the local cultural setting and the implementation of HR policies and procedures
• Monitoring HR compliance to internal and external (donor and government) rules and regulations;
• Advising and supporting the Country Management Team in the development of HR components of funding proposals;
• Supervising staff recruitment processes;
• Supervising annual and mid-year staff evaluations;
• Ensuring that Terms & Conditions of employment comply with local legal requirements;
  Ensuring gender sensitivity in staffing and policies. Support the training and learning program;
• Ensuring (together with the HR officer) the wellbeing and functionality of the staff in each position.

Finance

• Management of the Finance team;
• Contributing to the Country Strategy and Annual Plan, with a specific task in preparing the corresponding annual budget and financial sections;
• Development of monthly and quarterly financial management information including monthly forecast at country and programme level;
• Preparing country annual accounts, in accordance with relevant legislation and regulations;
• Monitoring finance compliance to internal and external (donor and government) rules and regulations;
• Preparing and processing the allocation of indirect costs to project budgets;
• Preparing monthly, quarterly and annual financial reports at country organization and programme organization level;
• Advising and supporting the Country Management Team in the development of budgets for funding proposals;
• Managing financial audits and responding to audit reports.

Operations

• Management of the Operations teams (IT and logistics);
• Ensuring implementation of IT and logistical policies and procedures in compliance with ZOA’s worldwide framework;
• Managing availability, continuity and security of appropriate IT facilities;
• Monitoring and evaluation of IT and logistical policies and procedures.

Security

• Supporting the Country Director to enforce adherence to the security rules and instructions as described in the ZOA security handbook and the Local Security Plan;
• Supporting the Country Director that Local Security Plans are being developed and timely reviewed by the Programme Managers;
• Supporting the Country Director that all staff members attend a security training, receive a security briefing and all receive and understand the Local Security Plan;
• Supporting the Country Director by taking on other security responsibilities as requested by the Country Director (interagency networking, following up on security incident reports).

Other

• Pro-actively contributing to partner capacity enhancement in areas of Finances, HR, Logistics and IT in line with ZOA’s partner policy;
• In his/her performance and as a member of the Country Management Team, balancing the interests of his/her department, the country organization as a whole and of all stakeholders involved.

Leadership and management

• Member of the Country Management Team and the Local Crisis Team;
• Providing leadership to staff reporting to the Director of Operations;
• Supervising and periodically appraising the performance of staff reporting to the Director of Operations.

Authority

The Director of Operations is authorized and accountable as defined in:

• The ‘Declaration of Authorization’ signed by the Country Director;
• The ZOA Country Management Charter;
• The agreed Country Strategy and Annual Plan;
• ZOA’s quality management system;
• The projects as approved by the donors.

Contacts

External contacts

• Suppliers;
• Customs and other government departments;
• Legal services.

Internal contacts

• Local management;
• ZOA’s worldwide Finance and HR community.
• Country Support Team

Supervises

• Line manages country office administration staff (HR, logistics, finance, IT).
• The technical performance of field based finance officers.

Competencies

Identity

• The candidate is expected to fully support the vision, mission and values of ZOA.

Knowledge

• Academic degree with extended knowledge of Finance (e.g. MBA), auditing and HR
• Fluent in English (both written and spoken);
• Experience in general and people management;
• Preferably, cross cultural experience in a development setting.

Skills/Attitude

• Result-oriented approach, initiates but also makes sure that initiatives come to a satisfactory result;
• Takes initiative to improve processes and procedures;
• Knows how to prioritize;
• Alerts the Country Director and Country Support Team (ZOA NLD) (HQ) when financial problems, issues, risks arise including fraud;
• Has an advisory attitude;
• Works accurately and has strong problem analysis skills;
• Focus on cost efficiency.

Special circumstances

• ZOA Iraq is a non-family duty station, although spouses are allowed;
• Up to 25% of time required for travel to field areas;
• Travel home arrangements are in place.
• Duty station will be Erbil in the Kurdistan Region of Iraq, a relatively calm area with beautiful nature in Iraq.

ZOA offers you a challenging job, an inspiring and motivated team in de programme country and good benefits and remuneration that suits the charities sector.