Operations Coordinator – Yemen Program At iMMAP

Organization

iMMAP is an international nongovernmental organisation that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. iMMAP’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.

Scope of Work

The Operations Coordinator will be the focal point for all administrative, logistical and security issues in-country, acting as a line manager for the national staff employed in Finance, HR, Logistics and Security. He/She will provide support to the Country Representative at an administrative level and manage relationships with both HQs on a day-to- day basis. He/She will also take the lead on the procurement and setup of the new iMMAP office and Guest House facility in San’aa, Yemen.

Responsibility

Administration:

• Manage the day to day running of the iMMAP Yemen Office,
• Organize meetings as required across the various departments,
• Liaise with external actors and authorities,
• Keep oversight on all Visa and Residential process,
• Support with localization of the contracts and adopting iMMAP policies to the local context.

Finance:

• Check cash movements,
• Communicate payments made by headquarters for the field and the consolidated forecast,
• Organise and make secure fund transfers to supply the cash,
• Control the project’s cash level monthly,
• Reviewing the cash management policy,
• Supervise the invoice checking,
• Integrate the accountancy in the accounting software and make the monthly closure (feedback to financial persons in charge of the books – including partners, feedback to HQ, integration in SAGA, matching, checking),
• Check and edit the monthly accounting documents, and send to Headquarters,
• Create Finance SOP document,
• Liaise with Finance HQ.

HR:

• Assist in the profiling, identification, and selection of appropriate candidates for local recruitment.
• Oversee the preparation of contracts for the new national staff that are hired in Yemen.
• Tracking employees leave and vacations.
• Insurance liaison: act as insurance liaison and follow up with the insurance company
• Train and mentor local staff in HR Management
• Liaise with HR HQ.

Logistics:

• Fleet and Facility Management,
• Procurement,
• Train and mentor local staff in Logistics Management.

Security:

• Oversee all aspects of country security management,
• Prepare security documentation as required by iMMAP Global Security,
• Instil a culture of security management and awareness to all staff,
• Oversee physical security off the new iMMAP office/GH,
• Train and mentor local staff in Security Management,
• Liaise with Security HQ.

Reporting:

This position is located at the iMMAP Ymen Office in Sana’a. The incumbent reports to the Yemen Country Representative.

Representation:

• Maintain effective and positive internal contacts with iMMAP officers and staff, and external contacts with national and local government officials, international non-governmental organizations (NGOs), donor agency officials, vendors, media, and the general public.
• Follow iMMAP’s branding regulations required for marking, or branding, of all iMMAP products and correspondence.
• Act as the iMMAP focal point in the absence of the CR.

Security:

• Follow security protocols as laid down by the MENA iMMAP Security focal person and the Global Security Advisor.

Organizational Learning:

As part of the iMMAP commitment to organizational learning, and in support of the understanding that learning organizations are more effective, efficient and relevant to the communities they serve, it is expected that all team members will commit 5% of their time to learning activities that benefit iMMAP as well as individual professional development.

Accountability to beneficiaries:

iMMAP team members are expected to support all efforts toward accountability, specifically to beneficiaries of iMMAP programs, and to international standards guiding relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of field projects.

Requirements

Education: Relevant university degree or university education in Business Administration, Humanitarian Affairs, or any other relevant field.

Qualification:

Experience: min. Three years or more of professional experience in in business administration or the field of humanitarian affairs.

Essential Languages: Fluency in English language (Arabic and French are useful).

Essential Technical Skills:

• Strong communications skills.
• Time Management.
• Experience working in a team, involving people of different nationalities and/or cultures.
• Proficiency in Windows, MS Office (Word, Excel, PowerPoint, Outlook).
• Competencies: Cognitive Capacity, Teamwork, Action Management, Innovation.
• Attention to detail.

Required Competencies:

PROFESSIONALISM: Knowledge of a range of humanitarian assistance, emergency relief issues, with particular attention to needs assessments and evidence-based decision-making, including approaches and techniques to address difficult problems; analytical capacity and in particular the ability to analyze and provide solutions; ability to identify issues and judgment in applying technical expertise to resolve a wide range of problems; ability to conduct research, including ability to evaluate and integrate information from a variety of sources and assess impact on the humanitarian rights situation in assigned country/area; in depth knowledge of needs assessments tools, both theoretical/technical expertise and proven capacity to support rapid field assessments.

Guiding Principles

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP’s policies, procedures, and values at all times and in all Countries.

iMMAP has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.

iMMAP is an Equal Opportunity Employer regardless of background.