Operations Specialist

IDLO IN MYANMAR

IDLO has been working in Myanmar since 2013, to support the country’s government justice institutions, lawyers, civil society representatives and communities to strengthen rule of law and access to justice, enhance gender equality and promote peace and development in line with Sustainable Development Goal 16, as part of the complex democratic transition and political changes underway in the country.

Through four Rule of Law Centres (ROLCs) located in Mandalay (Mandalay Region), Yangon (Yangon Region), Myitkyina (Kachin State), and Taunggyi (Shan State), IDLO is promoting increased public legal awareness in Myanmar by providing training on a range of rule of law, human rights and access to justice topics. For more information about the ROLCs, please visit www.rolcmyanmar.org

In addition to the work carried out through the ROLCs, IDLO is also supporting civil society actors in responding to the silent crisis of sexual and gender-based violence (SGBV) with a program to strengthen the prevention of and accountability for SGBV.

ORGANIZATIONAL CONTEXT 

The Department of Programs is the central management and coordinating function for program delivery and capacity development.  It is responsible for the implementation of IDLO’s global program portfolio for field and non-field locations in line with organizational strategy.

The Operations Specialist (OS) reports to the Country Manager, with a functional line to the HQ based Field Operations Manager and working in close coordination with the Department of Programs, Department of Finance and Support services, Department of Human Resources and Office services and other stakeholders on relevant operational issues.

The OS is responsible at Country Office for human resources management, efficient procurement and logistical services, Information and Communication Technologies (ICT) and consistency with IDLO rules and regulations. The incumbent sets procedures and methods – aligned to IDLO-wide policies - to maximize the Country Office performance in operations demonstrating capacity for innovation and creativity and providing advice to Senior Management on readjustment of the operations to consider changes in the operating environment as and when needed.

THE POSITION

The OS leads and guides the Country Office Operations Team and fosters collaboration within the team being consistent with rules and a client-oriented approach.

Under the supervision of the Country Manager and in close coordination with the HQ based Field Operations Manager, the Operations Specialist will be responsible for the following:

1. Operations Management:

• Compliance of operations with IDLO rules, regulations and policies, implementation of corporate operational strategies, and monitoring achievement of results.
• Provision of advice on strategies, policies and plans affecting field operations, delivery of practice advisory, knowledge and learning services.
• Country office business processes mapping and establishment of internal Standard Operating Procedures in Human Resources Management, Procurement, Logistical and ICT services.
• Lead, motivate and coach the operations team, facilitating the cultivation of appropriate skills to continuously enhance sound working relationships within the Office.
• Knowledge building and sharing with regards to management and operations in the field office, organization of the operations staff trainings, synthesis of lessons learnt/best practices, and sound contributions to IDLO learning and knowledge management initiatives.

  2. Human resources management:

• Ensure CO compliance with corporate human resources policies and strategies.
• Optimal staffing of the office and projects.
• Oversight of recruitment processes and performance management systems ensuring link of job design with recruitment, performance management and professional development.

  3. Procurement and logistical services management:

• Compliance with corporate rules and regulations in the field and management of the office procurement strategies including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement promotion and introduction, performance measurement;
• Management of the contract including tendering processes and evaluation;
• Oversight of procurement processes and logistical services in accordance with IDLO rules and regulations;
• Proper management of IDLO assets, facilities and logistical services;

 4. Information, Communication and facilities management:

• Maintains a secure, reliable infrastructure environment for ICT and adequately plans to support an appropriately networked multi-office work environment;
• Identification of opportunities and ways of converting business processes into ICT systems to address the issues of efficiency and full accountability.
• Follow up and coordinate SMT agendas and implement relevant security policies and procedures.
• Undertakes other relevant duties as requested by the supervisor.

IDEAL CANDIDATE PROFILE

Education and Work experience

• University degree in Business Studies, Human Resources, or Project Management is required. A Master’s degree in a related field is highly desirable; 
• Minimum of 06 years of progressively responsible professional experience in areas of operations management, preferably within a large governmental, intergovernmental or international nongovernmental organization;
• Proven experience in Field Operations and/or Office Management in field settings;
• Solid experience in managing diverse team;

Languages

• Full professional competence of written and verbal communication skills in English is essential.

Specific knowledge, skills and competencies

• Experience in the usage of computers and office software packages, experience in handling ERP systems;
• Flexible and entrepreneurial, with a willingness and ability to use initiative to assist the Organization to achieve its objectives; 
• Performs appropriate work analysis and assists in redesign to establish clear standards for implementation;
• Provides inputs to the development of organizational standards for accountability and results-based management;
• Excellent written and verbal communication skills;
• Good knowledge of Microsoft Word, Excel and PowerPoint. Proficient use of other ICT software and internet software;
• Excellent interpersonal and communication skills; ability to work constructively with several internal and external stakeholders in multi-cultural settings;
• Ability to handle multiple priorities and work under pressure with tight deadlines;
• Keen sense of ethics, integrity and commitment to IDLO's values and mandate;    
• Ability and willingness to travel within the country.
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate.

Terms and Conditions

The annual salary for this affiliate professional, internationally recruited position is in the range of USD 54,000 commensurate with qualifications and experience, plus additional admissible allowances and benefits. The selected candidate will be offered a contract for 12 months, renewable, subject to performance and funding availability.

The IDLO benefit package in accordance with IDLO Employee Regulations and Rules includes: Provident Fund (IDLO contribution 14%) and subsidized health insurance coverage including life insurance, medical and dental through CIGNA International to the employee and eligible dependents plus other admissible benefits. Relocation support is available for internationally recruited employees.

DISCLAIMER 

The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this work. This is not an exhaustive list of all duties and responsibilities.

The Director - General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.

In the interest of making most effective use of resources, only the short-listed candidates will be contacted during the selection process.