Deputy Director of Operations

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

IRC COLOMBIA

A combined two decades of economic mismanagement, a drop in oil prices, deterioration of democratic institutions has resulted in a humanitarian crisis inside Venezuela. Insecurity has manifested following protests in April 2017 against the president and his government, particularly for failing to address the growing inflation rate which lead to large-scale food insecurity. The demonstrations were initially peaceful but grew in severity of violence as time passed. Venezuela’s economic devastation worsened in the last half of 2017. This caused a massive migration of Venezuelans into neighboring Colombia in search of affordable food, medicine and work. The number of Venezuelans living in Colombia has increased to more than 550,000 people.

Cúcuta is the capital of Northern Santander department (Norte de Santander), it is a major access point for Venezuelans’ coming into Colombia. It is also located in one of the regions of the country most affected by a number of pre-existing stressors including: armed groups; drug cultivation, processing, and trafficking; trafficking of goods/people across the border; high unemployment and natural disasters. This complicated dynamic in Cúcuta goes back decades and has nearly exhausted the capacity of the Colombian government to respond to the needs of its citizens in the region.

In response, the IRC’s Emergency Unit has launched emergency programming in Colombia, focusing on an integrated response involving child protection, women’s protection and empowerment activities, primary and reproductive healthcare, and cash transfer programming. The IRC is in the process of delivering these and future activities directly in Colombia, and in partnership with local civil society organizations in Venezuela.

Length of Assignment: 2 years 

SCOPE

The Deputy Director of Operations will play a key role in the overall leadership and management of the IRC Colombia/Venezuela program.The day-to-day portfolio will include direct supervision of the operations teams including Human Resources, Administration, IT and Supply Chain; and supervision of the field level management working with the Finance department and the Country Director (CD) on overall financial management. Secondary responsibilities will include working with the CD and program teams to ensuring quality program support services according to IRC principles and donor guidelines and that these services are completed in a timely manner and within budget.

Reporting to the Country Director and serving as member of the Senior Management Team (SMT), the Deputy Director is expected to contribute to organizational strategic thinking, planning, and overall coordination efforts.As required the DDO will act as head of office on behalf of the Country Director. This position has close working relations with the Deputy Director for Program, Programs Coordinator, Finance Controller, Sr. Grants Manager as well as other program and region-based staff. The DDO will be based in Bogota with travel to the other IRC Field Offices as well.

RESPONSIBILITIES

Human Resources

• Supervision of HR staff.
• Verify that HR policies and procedures are documented, disseminated and consistently applied across the country programs.Train HR staff on ensuring compliance monitoring processes are developed and effectively implemented.
• Through collaboration with HR and program staff, ensure that each team is staffed appropriately according to need and funding availability. Ensure that staff recruitment is executed efficiently, through transparent, rigorous and soundly-justified procedures; and in compliance with national labor law and IRC policy.
• Work with the HR Lead, country and field offices to implement IRCconnect, staff training programs, and initiatives related to staff retention and nationalization strategies to maximize use of staff capacity and resources.
• Provide support to the HR/Administration Lead in the roll out of IRC global HR initiatives.
• Provide leadership support for the successful implementation of and adherence to the IRC Global HR Operating Policies and Procedures.
• Ensure that the HR team is working in a harmonized manner and there is consistency among application of policy throughout all offices, and identify and implement mechanisms to ensure cooperation, communication and teamwork.
• Clearly define the training needs of direct reports and ensure they are able to access training and professional development resources appropriate to their skill gaps/needs.
• 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.
• Lead with commitment, integrity and accountability to the “IRC Way” – Global Standards for Professional Conduct and ensure adherence to the code of conduct by all team members.
• Develop staff development plans for trainings and capacity buildings. 

Administration & Supply Chain

• Supervision of all Supply Chain staff.
• Verify that Administration & Supply Chain policies and procedures are documented, disseminated and consistently applied across the country program.
• Oversee external financial commitments including procurement contracts and lease agreements for office, guesthouse and warehouses.
• Ensure that compliance monitoring processes are developed and effectively implemented.
• Assist the Administration & Supply Chain staff in developing and managing appropriate coordination mechanisms to ensure that all operational units are interacting well with each other, as well as with the Regional Unit, Global Supply Chain (GSC), the Country Office, across different field sites, and other IRC support entities.
• 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 and identification of operational support needs.
• Ensure local supply chain staff understand and utilize the BvA on-line system, provide training and mentoring support where required and ensure new field offices are also able to utilize BvA online.
• In collaboration with the Finance Controller and CD, ensure systems are streamlined between HR, Administration, Supply Chain, Finance and Programs.
• Provide input including operational risk analysis and recommendations to the Country Director and Finance Controller related to operations spending and effectiveness of in-country reporting and planning systems.
• Ensure full proactive involvement of key processes with the finance department including budget versus actual report input and necessary information for operational budget accuracy.
• Provide support to all field and program teams to ensure all field offices are functioning efficiently and transparently and in compliance with IRC procurement guidelines.

Security

• Collaborate closely with the Security Manager to ensure the safety and security of operations staff in such a fluid context.
• Ensure that the Security Management Plan and SOP’s are regularly updated.
• Provide management support and oversight in implementing security policies and procedures.Ensure staff are trained in basic security procedures.
• Ensure all office and residential locations are safe and secure. 

Information Technology

• Manage the Information Technology (IT) Officer.
• Verify that information technology policies and procedures are documented, disseminated and consistently applied across the country program.
• Ensure that IT compliance monitoring processes are developed and effectively implemented.
• Support the IT staff to provide top-tier and effective IT services and support to the Country Office and across all field sites.

Field Staff Management

• Manage the Field Managers (Gerente de Campo) Cucuta, Medellin and Baranquilla.
• Ensure strong working relationships between the Field Offices, the country operations and program teams.

Programs Support, Strategy and Business Development

• Work with CD to identify opportunities for program expansion and support development of funding proposals.
• Support the Finance Controller in the development and updating of the country operating budget, while in coordination with the CD.
• Work with the CD on the Country Program Strategic Planning process.
• Provide added support to program coordinators as required.

Coordination & Representation

• Serve 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.
• Ensure proactive communication within the Regional Unit, HQ Support Departments, NY and UK offices as appropriate.

QUALIFICATIONS

• Postgraduate degree in Business Management or relevant technical field preferred with a minimum of five years progressive management and leadership experience.
• Experience managing country program teams with a diverse portfolio; knowledge of major donors (including USAID/OFDA/PRM, ECHO/EC, DFID, UN Agencies).
• Strong background in HR management, Supply Chain and Administration.
• Strong finance background in financial management, budget development and analysis.
• Excellent leadership, people management, interpersonal and negotiation skills and a demonstrated ability to develop harmonious teams in cross cultural context.
• Strong diplomatic skills.Ability to establish good working relationships with partners, donors and other stakeholders in a sensitive environment.
• Experience in IT and security is strongly preferred.
• Regional experience is preferred.
• Spanish and English fluency required.

The position is based in Bogota with frequent travel to the field sites.The position is accompanied and private housing is provided in Bogota and shared housing/hotel as accommodation during field travel.