Director of Programme Operations At Save the Children

he Opportunity – Director of Programme Operations

Post location: Occupied Palestinian Territory (oPt) Country Office

Contract Duration and Level of Effort: 2 Years

ROLE PURPOSE:

The Director of Programme Operations (DPO) shares in the overall responsibility for the direction and coordination of the Country Office (CO) programme. As a member of the Senior Management Team (SMT) the DPO is responsible for the implementation of all programmes in the CO, including the management of all sub offices, emergency preparedness and response (including DRR), supply chain, awards management and partnership management. In addition, the DPO chairs the Extended Senior Management Team (ESMT) and co-chairs the Country Risk & Control Committee (CRCC) with the risk and compliance manager.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Country Director (CD)

Staff reporting to this post: West Bank Field Office Manager, Gaza Field Office Manager, Supply Chain Manager, Awards Manager and Project Managers.

Budget Responsibilities: around $12 million per year.

Dimensions: oPt CO is a high-risk and high complexity country, with multi-member interest, an annual budget of $10 – 15m, approximately 70 staff members and 15 implementing partners.

KEY AREAS OF ACCOUNTABILITY:

As a member of the Senior Management Team (SMT), contribute to:

• Leadership of the oPt CO.
• Support the development of an organisational culture that reflects our broad spectrum programming values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, and frees up our people to deliver outstanding results for children and excellent customer service for our Members and donors.
• Support the design and implementation of a coherent organizational structure that is consistent with agency practices and appropriate to programme needs.
• Help establish, maintain, and improve active and regular working relationships with: host government authorities, donors, partner agencies including major institutional donors, and local and international NGOs as requested, delegated, and authorized by the CD.
• Help establish, maintain, and improve active and regular working relationships with: key internal stakeholders e.g. regional or centre ops/awards colleagues, etc.
• Ensure the oPt office complies with all Save the Children policies and procedures outlined in the Quality Framework where applicable.
• Ensure that the required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the CD.

Oversight and Management of Programme Operations

• Responsible for overall coordination of programme implementation and delegated responsibility for field delivery of high quality programming and operations in line with the objectives of the country strategy.
• In close coordination with the Director of Programme Development and Quality (PDQ) and Director of Support Services, ensure that all programmes are implemented on time, within budget, with quality and compliance.
• Maintain an agile, cost efficient and effective Programme Operations structure
• Develop and implement systems and tools to strengthen effective oversight, coordination and resolution of key issues across the programme portfolio, including joint planning processes.
• Working with SMT members, in particular the PDQ Director, participate in conceptualizing and designing cost effective, innovative, and high quality programmes to serve difficult to reach children.
• Serve as overall budget holder for most programmes; manage and support delegated sub-budget holders for individual projects and grants.
• Working in collaboration with the Director of Support Services and SMT, provide oversight to ensure the continuous real time monitoring of program implementation vis a vis budget expenditure, and support in the reprogramming and budget reforecasting as required.
• Ensure programmes are implemented in ways responsive to the communities, and children in line with Save the Children principles, values and strategic plan and following Save the Children and donor compliance procedures. This includes working with government and national NGO partners to strengthen national capacities.
• Ensure preparation of timely and high quality progress reports, programme reports, and donor reports.
• Oversee management of the field offices, ensuring matrix management processes are active and effective in enabling programme delivery.

Awards Management

• Responsible for delivering an efficient and effective award management function for the oPt CO.
• Define the strategic direction of the awards management unit and undertake effective planning that supports the unit to establish and maintain efficient and effective awards management processes.
• Ensure compliance across all levels (systems, processes & donor):
• To ensure that the Award Management System (AMS) is effectively maintained and up to date for all awards and sub-awards including authorisation and document retention
• To ensure that key staff (including partners) have a clear understanding of donor compliance requirements throughout the project management cycle and that there is a complete audit trail of the implementation and reporting for all awards
• Provide strategic support to the CD and PDQ Director on strategic portfolio analysis and pipeline management
• Maintain and provide detailed analysis of current/ pipeline awards to senior management.
• Working in collaboration with the Director of Support Services and SMT, ensure the CO has a clear framework for master budget development, cost allocation, monitoring of award budgets, phasing and forecasting, and ensuring alignment between the master budget and funding tracker.
• Using strong financial analysis skills to oversee the award portfolio and pipeline.
• To work in collaboration with the finance department to provide technical advice regarding strategic donor costs allocations with a view to minimise compliance issues where possible.

Supply Chain, including Programme Logistics, Inventory and Procurement

• Ensure that the CO procurement capacity and systems meet the Save the Children Quality Framework and are able to satisfy the programming requirements.
• Ensure appropriate and adequate response needs and Framework Agreements are detailed in the CO Emergency Preparedness Plan in order to enable rapid scale up.
• Ensure goods and services procured are cost effective and of suitable quality in all offices.
• Ensure supply chain processes are effectively implemented nationally, in line with SCI’s procurement manual and donor conditions.
• Direct robust and timely Supply Chain Planning and Strategic Sourcing processes across all functions and offices.
• Ensure proper record keeping, maintenance, and control of inventory and proper documentation and recording of fixed assets of the organisation (Coordination with the Support Services Departments).
• Maintain virtual pre-positioned stocks for emergency response.
• Review and analyse supply chain management systems as needed and directed

Emergency Response Management

• Strengthen the oPt CO organisational readiness to respond to emergencies in line with global Save the Children emergency goal and benchmarks.
• Develop and maintain the CO Emergency Preparedness Plan, and support the review and updating of the Business Continuity Plan and Contingency Plans, in coordination with internal/external stakeholders and response partners.
• Lead and maintain the design, update, and implementation of emergency preparedness actions across all functions, drawing on Save the Children member input and resources.
• Mount appropriate, quality and timely responses at scale for all emergencies, consistent with the Core Humanitarian Standard, quality standards and organizational policies, and in close cooperation with CD; Be first point of contact for incoming surge teams.
• Ensure that all CO staff across departments and sub offices are familiar with, adhere to and implement the tasks and processes, including key deliverables, detailed in SCI’s Response Management Procedure.
• In coordination with the CD and PDQ Director maintain consistent and coherent engagement in key inter-agency emergency preparedness and response coordination mechanisms, including Clusters and response partners.

Partnership Management

• Develop, maintain and drive principled and localised partnership approaches, ensuring strong partnership management systems across oPt CO.
• Lead cross-functional efforts to provide holistic support and oversight for implementing partners
• In coordination with the PDQ team, lead processes to identify, develop, maintain and strengthen strategic partnerships with Civil Society Organisations.
• Ensure partnerships are safe, supporting partners to be in a position where they own Child SafeGuarding (CSG), fraud, anti-terrorism and whistle-blowing risk.

Security Management

• In collaboration with the security focal point, support the development and management of the Occupied Palestinian Territories programme security plans and procedures in line with policies, systems and guidelines.

Contextual Analysis

• Support the update of contextual analysis and scenarios to inform decision making, particularly related to emergency preparedness, programme design and operational delivery.

Staff Management, Mentorship, and Development – Programme Operations

• Ensure appropriate staffing at all levels of the Programme Operations department.
• In collaboration with the SMT, strengthen cross-functional collaboration and Matrix Management systems, ensuring the CO Activity Map is updated and understood to clarify accountabilities and responsibilities across departments.
• Ensure that all staff understand and are able to perform their role in an emergency.
• Manage Programme Operations team; define expectations, provide leadership and technical support as needed, and evaluate direct reports quarterly.
• Ensure the recruitment, onboarding and training of Programme Operations staff as appropriate in coordination with CD and Human Resources (HR) team, and ensure availability of appropriate professional development opportunities for staff in coordination with the SMT. Incorporate staff development strategies and Performance Management Systems into team building process.
• Manage the performance of all staff in the Programme Operations work area through:
  • Effective use of the Performance Management Systems including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
  • Coaching, mentoring and other developmental opportunities;
  • Recognition and rewards for outstanding performance;
  • Systems to maintain motivation and morale
  • Documentation of performance that is less than satisfactory, with appropriate performance improvements/ workplans
• Encourage a team culture of learning, creativity and innovation.

General

Comply with and promote all Save the Children Global policies such as Child Safeguarding, Whistleblowing, Fraud and Health & Safety.

In order to be successful you will bring/have:

QUALIFICATIONS

• Master’s degree in development, NGO management or other relevant field.

Essential Experience:

• 10+ years management experience in a corporate or an NGO environment, including significant field operations experience running both emergency and development programmes.
• Significant experience of NGO emergency programme cycle management, and with experience of working within a complex and matrix organisation structure.
• Excellent planning, management, and coordination skills, with the ability to organise a demanding workload comprising diverse and challenging tasks and responsibilities.
• Proven track record of active contribution to a senior management team, and providing strategic support across multiple sectors and geographic areas.
• Previous experience of managing and developing a team and the ability to lead, motivate and develop others.
• Experience with Programme management of institutional donors’ projects (i.e., ECHO, EU, SIDA, NORAD, BMZ, FCDO, etc.).
• A very good understanding and general technical experience of at least 3 of the sectoral programmes and a working knowledge of the programme priorities of the CO (Child Protection, Child Rights Governance, DRR, Food Security and Livelihoods, Early Childhood Development, Education, Emergency Response, Climate, WASH etc.).
• Experience in supply chain, including procurement.
• Significant knowledge of international humanitarian systems, institutions and donors, and of procedures, accountability frameworks and best practices in emergency management.
• Substantial experience and knowledge of effective financial and budgetary control and securing and managing grants from major institutional donors.
• Solid project management skills related to organisational development projects and international, cross-functional teams with a proven history of delivering results.
• Ability and willingness to spend up to 30% of his/her time in Gaza.
• Ability to analyse information, evaluate options and to think and plan strategically.
• Excellent interpersonal, communication and presentation skills, with the ability to remain patient, flexible, able to improvise and communicate clearly and effectively under pressure.
• Computer literacy (MS Office, incl. Word, Excel, Outlook, and Internet Explorer) is essential.
• Fluent in English, (reading, writing and speaking).

Desirable:

• Fluency in Arabic.
• An in-depth understanding of Palestinian and international development issues in particular in relation to children.
• Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies.
• Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches.
• Palestinian nationals are encouraged to apply.

We offer a competitive package in the context of the sector. This role is offered on National and International terms and conditions.

Save the Children promotes a diverse and inclusive work environment, women and people with different abilities are strongly encouraged to apply.

The Organisation

Save the Children works in development and humanitarian contexts with children and partners to help families, communities, and governments identify and use innovations to ensure all children survive, learn and are protected.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday • All children learn from a quality basic education and that, • Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.