Jordan: Deputy Director Operations (DDO) Syria

Job Overview/Summary

The Deputy Director of Operations (DDO) is a member of the Senior Management Team and (SMT) and plays a key role in the overall leadership and management of the IRC Syria Country Program. The day to day portfolio of the DDO will include direct supervision of the Supply Chain department in Amman as well as the provision of technical support to field level management in Syria. Secondary responsibilities will include operational support for the set up of an IRC Syria Country Program based in Amman, Jordan as well as preparatory work for the integration of North East Syria programming into a unified management structure. In addition, he/she will work with the CD and program teams to ensure the provision of quality program support services in accordance with IRC principles and donor guidelines, delivered in a timely manner and within budget limitations. This position has close working relations with the Finance Controller, Deputy Director of Field Operations, Deputy Director of Programs, Grants Coordinator as well as other program and region-based staff.

RESPONSIBILITIES

Major Responsibilities

Coordination and Representation

• Represent IRC Syria in interagency operations meetings or with government officials (e.g. Ministry of Interior etc).
• Deputize for the CD during his/her absence from the mission taking on general management duties, as required.

Supply Chain

• Directly supervise the Supply Chain Coordinator and oversee all Supply Chain staff.
• Ensure that the Supply Chain team meets the needs of the programs in a timely manner.
• Assist supply chain staff in partnering effectively and cooperatively with other units to improve planning and resource utilization. Work with program staff to ensure procurement planning is in place and operational support needs are identified.
• In consultation with the DDFO, DDP and FC, assist the SC Coordinator in establishing areas where IRC would benefit from framework agreements with vendors for frequently procured supplies and services. Oversee tendering processes as required.
• In close cooperation with the DDFO, ensure that all standard Supply Chain reporting is in place for all field offices and consistently applied.
• Ensure BIS compliance and management and tracking of licenses is in place.
• Ensure that training plans are developed, fully implemented and refresher trainings provided, both for Supply Chain and non-Supply Chain staff.
• Provide technical support to field teams to ensure all field offices are functioning efficiently and transparently and are in compliance with IRC Supply Chain policies and SOPs.
• Provide support to the DDFO and Area Coordinators in setting up new field offices and program centers inside Syria, including advising on staffing, operational costs and support structures.
• Maintain close working relations with the Finance Controller to ensure full and coordinated support is extended to the Supply Chain department.
• Ensure full implementation and consistent use of the BvA system by the Supply Chain department in coordination with finance and grants units.

Policies, Compliance and Budgeting

• Ensure supply chain compliance with donor regulations.
• Ensure timely roll-out and implementation of IRC global Supply Chain policies at national level.
• Review IRC supply chain policies and SOPs currently in place in NW, South and NE Syria. Ensure existing policies and procedures are in compliance with global standards.
• Align policies across Syria to ensure maximum conformity, with consideration of any localized, contextual variations.
• Draft new policy and procedural documents as required; work closely with the DDFO and Area Coordinators to ensure that proposed policies have been reviewed at field level and have incorporated feedback and recommendations.
• Ensure consistent enforcement of IRC Syria Supply Chain policies.
• Contribute to IRC Syria operating budgets to ensure all operational requirements are met, including plans for capital equipment replacement.
• Ensure all new project proposals have received thorough operations review.
• Ensure full proactive involvement in key processes with the finance department including input for Budget Versus Actual (BVA) reports.
• Act as a budget holder for operations budget lines as required.

Organizational change - Efficiency Analysis and Planning

• In close cooperation with the CD, HR Director and regional teams, develop a plan for analyzing the efficiency of all support departments (Supply Chain, HR, finance, security, administration, IT etc.), including workflows and quality of services. Implement further changes to support structures and staffing based on outcomes of the analysis.
• In close cooperation with the CD, ME Regional Team, IRC Iraq CD and DDXB Iraq, develop a plan for the integration of North East Syria programs currently managed by the IRC Iraq Crossborder team into the IRC Syria Country Program structure.

Staff Performance Management, Learning & Development

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity building approaches to build the strengths of supply chain teams in Syria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.
• Adhere to and act in accordance with the IRC Global HR Policies and Procedures, and communicates through word and example a high standard of compliance with all applicable policies and regulations.

Key Working Relationships

Position Reports to: Country Director

Position directly Supervises: Supply Chain Coordinator

Key Internal Contacts:

• Country Program: Senior Management Team members across programs, partnerships, field management, HR, finance, security, compliance.
• Region/Global: Deputy Regional Director, Regional Supply Chain Director

Key External Contacts:

• Public and private donor agencies
• International and national NGOs
• UN agencies
• Foreign governments

Job Requirements

Education:

• Graduate degree in a relevant field (business management, international relations or similar)

Work Experience:

• At least 8 years of progressively responsible professional experience of operational support or management of multi-sector humanitarian relief or development projects in middle east or similar context; preferably at senior level positions
• Prior experience working within organizational structures in transition.
• Previous experience in an emergency or conflict-afflicted setting is required.

Demonstrated Technical Skills:

• Successful management of multi-site operations.
• Demonstrated capacity to develop policies and standard operating procedures for different contexts.
• Demonstrated capacity to plan, design and implement large organizational change projects in coordination with country senior leadership, operations and program departments.
• Established capacity to handle stressful situations in a healthy, constructive manner.
• Ability to respond to multiple priorities in a timely manner, producing high-quality outcomes.
• Ability to keep staff engaged, informed and oriented at the best outcome for the organization.

Demonstrated Managerial/Leadership Competencies:

• Demonstrated successful leadership and management experience with a multi-disciplinary teams in cross-cultural settings.
• Proven experience delivering appropriate levels of oversight of a portfolio consisting of a variety of complex, high-value donor-funded projects.
• Superior oral and written communication skills, with ability to express ideas and concepts clearly and persuasively with senior internal and external stakeholders.
• Proven ability to design and manage organizational change, including expansion of programs or mergers of multiple entities into one, and adapt to changing program demands.
• Ability to independently organize work and prioritize tasks and work both independently and as part of a team.
• Self-motivated, honest, highly responsible, and punctual.
• Strong commitment to IRC's vision, mission and core values.

Languages:

• Professional fluency in written and spoken English.
• Arabic language is an advantage.

Computer/Other Tech Requirements:

· Proficiency with the Microsoft Office Suite, especially Word, Excel, PowerPoint and Outlook.

Ability to Travel: approximately 15% within the region and outside the region for workshops and field trips;

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way - Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Attention Returning National Candidates IRC strives to attract, motivate and retain qualified national staff in our programs. We strongly encourage national or returning national candidates to apply for this position. If you are a national of the country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply.

Working Environment

The overall security situation in Jordan is relatively calm, especially in Amman. The Jordanian government is stable, and civil unrest is largely peaceful. However, Jordan's generosity in hosting refugees from Palestine, Iraq and now Syria have created huge strains on the country's economy and infrastructure. The IRC office is in a modern professional building.

IRC is offering this post as fully accompanied for the successful candidate and accompanying dependents including: vacation leave, home leave, education allowance, housing, water, electricity, internet connectivity, and other generous benefits. Modern amenities (health care, international schools, etc.) are readily available.

Please follow this link to apply: http://www.aplitrak.com/?adid=YXN0cmlkLm1hdGhldy45MzYxMy4zODMwQGlyYy5hcGxpdHJhay5jb20