Senior Operations Coordinator

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The IRC in Yemen began its programs in October 2012 and operates directly and with partners in nine Governorates across Yemen implementing humanitarian and recovery programs in Health, WASH, Nutrition, Women Protection & Empowerment, Child Protection and Migration. 

Scope of Work

Under supervision of the Country Director (CD), and as a member of the Country Program Senior Management Team the Senior Operations Coordinator (SOC) will work with the Supply Chain, Administration & Liaison, ICT and Field Coordinators to assess existing structures and processes, and work to improve how the Operations Department works internally and, importantly, how the Operations Department collaborates with and supports other IRC Yemen departments, especially the Program team. The SOC will be responsible for the implementation of standard IRC processes, including procurement planning, distribution planning, project cycle management (PCM), Integra (ERP), and PowerBI. They will stabilize operations and ICT teams to improve performance quality and stakeholder satisfaction by implementing service-oriented practices. Additionally, the SOC will strengthen the operational support provided to IRC partners through active participation in partner capacity assessments, development, and implementation of partner support plans. They will also support the smooth operation of the Aden office, working closely with other members of the Senior Management Team to represent IRC in Yemen. 

The SOC position in Yemen is unaccompanied, based in Aden and requires extensive in-country and occasional regional travel.

Major Responsibilities:
 
Supply Chain Management:
•    Supports the development and implementation of comprehensive supply chain strategies, including procurement, warehousing, transportation, and distribution, to support the operation and program activities.
•    Monitors and evaluates supply chain performance, identifying opportunities for improvement and implementing best practices to enhance efficiency, cost-effectiveness, and accountability.
•    Coordinates with internal stakeholders, external partners, and relevant authorities to ensure compliance with donor requirements, local regulations, as per the IRC standards and policies.
•    Supports coordination with partners by the supply chain team

IT Management :
•    Promotes and ensures compliant use of IRC equipment and communication resources, including adherence to BIS licenses, confidentiality, and storage of data and similar.

•    Leads the planning, implementation, and maintenance of IT infrastructure and systems to support the operational needs of the organization, including hardware, software, networks, and telecommunications.
•    Ensures the security, reliability, and scalability of IT systems, implementing robust cybersecurity measures and disaster recovery plans.
•    Provides technical guidance and support to staff, ensuring proper utilization of IT resources and adherence to IRC IT policies and procedures.

Data Management:
•    Establishes and maintains robust data management systems and processes to collect, analyze, and disseminate information critical to operational decision-making.
•    Oversees data collection, storage, and analysis activities, ensuring data quality, accuracy, and integrity in accordance with organizational standards and ethical guidelines.

Programs Support, Strategy and Business Development:
•    Works with CD and DDP to identify opportunities for program expansion and support Field Office operations setup where applicable
•    Serves as point person for operational support to programs and in coordination with the DDP, provides strategic leadership to overall programming in the designated area of operations.
•    Works with the Program managers and relevant field teams during the preparatory work, assessments, technical requirements, and selection of external entities in support of the specific projects/program.
•    Promotes strong linkages and exchanges between operations and program teams, including in the field and other offices, to ensure the sharing of standard methodologies and expertise.
•    Advises the DDP about strategic programming directions, opportunities, and issues affecting project implementation or key local issues affecting future grants/project developments.
•    Ensures that IRC implementation is responsive to/ targeting in-need communities and coordinated with partners, other implementing agencies, and clusters.
•    Engages in the design phase of IRC programs and enable programs to adapt to context changes and conflict environments.
•    Provides added support to program coordinators as required.

Operational Support and Liaison:
•    Ensures that all policies, procedures, and practices align with IRC, donor, and national requirements.
•    In coordination with Finance, be responsible for the development and submission of the consolidated monthly spending plan for the field activities.
•    Works daily with support staff to ensure proper daily support functions and compliance with IRC and donor policies.
•    Ensures adherence to IRC administrative procedures by support and program; supervises support to daily office and program activities in the area.
•    Interacts with contractors in coordination with the Program & Supply chain team.
•    Ensures that the required documentation of supplies and transactions are completed to IRC standards.
•    Coordinates with the Finance Department to ensure that payments to vendors are made on time and without any unnecessary strain on the financial systems of IRC.

Coordination & Representation:
•    Serves as an active member of the country program’s Senior Management Team and occasionally deputize for the Country Director when he/she is out of the country or on leave.
•    Has knowledge of and provide input in discussions on safety and security for all staff,
•    Ensures proactive communication within the Regional Office and HQ Support Departments as appropriate.
•    Supports, where necessary, IRC partners assessment and improve/support their operational capacity 
•    Ensures IRC in-country legal registrations documents are in line and updated as per the Yemeni law
•    Supports the Supply Chain Lead in coordinating with external entities like the log cluster for supplies and deliveries to the Yemen CP areas of operation.

Team Management and leadership:
•    Promotes a supportive, solution-oriented, respectful, and inclusive management culture within the Ops team and in the Country Program in general. 
•    Implements personnel policies including regular one-on-one’s, ongoing coaching, performance evaluation, staff development & career pathways, and disciplinary measures.
•    Ensures regular & reliable team meetings and maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable and empower staff to successfully perform in their positions.
•    Ensures duty of care activities are regularly conducted within the team to promote staff well-being and keep morale high.
•    Is mobile within the Country Program, visiting regularly field offices.
•    Maintains constructive, proactive internal communication on the progress and obstacles faced by operations.

Key Working Relationships: 
Position Reports to: Country Director
Position directly supervises: Supply Chain. Administration & Liaison, ICT and Field Coordinators 

Other Internal and/or external contacts: 
Internal: Regular relationships with HQ and Regional Supply Chain colleagues, Deputy Director, Programs, Deputy Director, Finance,  Program department leads. 

limitedExternal: Humanitarian Access Working Group, NGO Coordination, and other relevant coordination fora. 

Professional qualifications and requirements:

•    At least five years of progressively responsible international work experience, including at least three years in a leadership role at the Senior Coordinator level of multi-site, multi-sectoral operations in a complex operating environment
•    Demonstrated successful leadership and management experience with a multi-disciplinary team in a cross-cultural setting, including active mentoring and coaching
•    Proven experience delivering appropriate levels oversight of a portfolio consisting of a variety of complex, high-value donor-funded projects
•    Ability to work, live and thrive in a complex environment
•    Skilled at building trusting effective relationships and coordinating operations within a large team  
•    Strong budget and fiscal oversight capacities
•    Established capacity to deal with ambiguity in stressful situations
•    Ability to respond to multiple priorities in a timely manner, producing high-quality outcomes
•    Previous experience working in the MENA region and/or with IRC preferred
•    Fluency in English required. Fluency in Arabic is an asset.
•    Excellent leadership, people management, interpersonal and negotiation skills and a demonstrated ability to develop harmonious teams in cross cultural context.
•    Strong negotiation skills with contractors and vendors. 
•    Experience in IT and security is  preferred.

Standard of Professional Conduct: The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

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