Head of Operations
Are you an experienced Head of Operations able to lead and develop our country programme, which is operating in the centre of a highly volatile and sensitive environment? If yes, then this position might be for you.
Who are we?
The Danish Refugee Council (DRC) is an International non-governmental organisation, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people worldwide.
DRC has been actively assisting people and communities affected by the current Syrian crisis since 2011, with programmes in support of Syrians in Lebanon, Jordan, Turkey and of course Syria.
The DRC Syria programme, headquartered in Damascus, currently have 7 expatriate staff and more than 70 national employees – some of which are based at the DRC Community Centres located in 5 different areas throughout the country. In addition to this, DRC has a network of more than 100 volunteers supporting DRC’s operations.
The country funding for 2015 is expected between USD 20 and 25 million, with about 70% for emergency operations. Main donors are: DANIDA; ECHO; UNHCR, DFID, and OFDA.
About the job
In close collaboration with the Country Director, the Head of Operations’ prime objective is to promote optimal and accountable usage of resources. The HoO is coordinating support to and ensures supervision of the country programmes to ensure that DRCs operations are characterized by quality, consistency and compliance in lines with DRC country, regional and global strategic priorities, guidelines and requirements.
The HoO is expected to have senior level management experience and a demonstrable successful track record of organizational development and resource mobilization, be able to conceptualize and articulate DRC’s vision, and have the strong oral and written communication skill required to translate the vision into action.
Duties and Responsibilities
- Lead the Financial and Compliance Management. Including budget planning and coordination for shared operational costs as well as expenditure related to program implementation
- Supervision of all financial reporting and financial procedures for DRC and implementing partners, including audits, cash flow, legal framework and reporting to national authorities
- Oversight of internal and external audits
- Ensure compliance with and adherence to DRC policies, guidance and handbooks and donor/auditor requirements
- Update and share general financial and administrative procedures, relevant policy issues etc.
- Oversight of field logistics systems, including office set-up, warehouse management, stock control and management, transport, communications, customs and clearance.
- Ensure that DRC’s minimum standards of logistics procedures and country policies are introduced and adhered to, briefing and training all relevant staff as required
- Ensure controls, risk mitigation and compliance procedures are in place and that DRC’s anti-fraud and corruption policies are implemented and adhered to.
- Ensure that a centralized asset register is maintained; ensuring that all DRC program and operational assets are logged, issued with unique DRC asset numbers and are tracked.
- Ensure proper management of the entire process in the planning of procurement and supply chain activities, inventory control, logistics and distribution, ensuring effectively-functioning processes.
- Ensure proper management and monitor of all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation and risk assessment.
- Oversee strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management and performance measurement
- Ensure Procurement team are managing the rosters of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanisms
- Ensure that procurement team prepare monthly, quarterly and annual procurement plans and progress reports as required
- Responsible to ensure that all conducted operations (Fin,HR, P&L,IT and others) in accordance with the DRC’s Operations Handbook.
- Responsible to ensure that recommendations for improvements (e.g. from audits) are implemented in a timely manner
- Responsible to ensure that all allegations of breaches of the Code of Conduct by staff reporting to the logistics and procurement Manager are reported and with the support of the Team Leader and Security Focal Point, investigated and concluded swiftly.
- Ensure compliant to all DRC and Donors policies and procedures.
Human Resources & Staff management
- Ensure increased focus on Human Resources Development, including capacity building of local staff and constant delegation of responsibilities
- Training needs assessments as part of improving compliance with DRC standards.
- Overviewing recruitment processes and handling administrative tasks related to HR
- Ensure good utilization and follow-up on the HR Manager system.
- Ensure that all HR staff files are complete (Code of Conduct, Contracts, Job Descriptions, etc.)
- Oversight of the annual appraisal system
- Ensure compliance with local legislation and provide support regarding all legal issues
- Ensure that allegations of breaches of the Code of Conduct are reported, investigated and concluded swiftly.
- Serve as acting Country Director when requested / needed
To be successful in this role you must have:
- Minimum 6 years of relevant experience (including 3 years at senior management level) in international emergency and/or post-conflict settings, preferably with displaced populations.
- Advanced qualifications in finance and/or logistics with significant proven experience leading both functions.
- Proven ability with respect to the management of large scale country programmes.
- Experience in negotiating and advocating with government authorities and donors.
- Able to manage a large financial turnover and mitigate risk in a systematic manner.
- Experience of risk management including fraud mitigation and investigation.
- Experience in organizational development and implementation of policies regarding staff, code of conduct, anti-corruption measures and transparent management.
- Working experience in the MENA region.
- Excellent written and spoken English language, communication and drafting skills.
In this position, you are expected to demonstrate DRC’ five core competencies:
Striving for excellence: You focus on reaching results while ensuring an efficient process.
Collaborating: You involve relevant parties and encourage feedback.
Taking the lead: You take ownership and initiative while aiming for innovation.
Communicating: You listen and speak effectively and honestly.
Demonstrating integrity: You act in line with our vision and values.
DRC will offer the successful applicant a one-year contract, renewable based on both funding and performance. You must be available to start work from October/November 2017 and be willing and able to work in Damascus, Syria.
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.org under Vacancies. This position will be placed at A9 for Expatriates.
Interested? Then apply for this position by clicking on the apply button.
All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note. CV only applications will not be considered.
If you have questions or are facing problems with the online application process, please contact firstname.lastname@example.org
Applications close 21 September 2017.
Need further information?
For further information about the Danish Refugee Council, please consult our website www.drc.org
- Organization: DRC - Danish Refugee Council
- Location: Damascus
- Grade: Mid/Senior
- Management, Administration and Finance
- Closing Date: 2017-09-21