Operations Coordinator

Job Overview:

The Operations Coordinator provides leadership, decision-making and coordination on the country program’s critical support functions. You will ensure that programs are supported and that all necessary systems are in place and consistently implemented in all locations. The position reports to the Country Director (CD) and is a member of the Country Management Team (CMT). The Operations Coordinator directly supervises the Supply Chain Manager, the IT Manager, the Admin Manager and act as focal point for security. This position has close working relationships with the Finance Controller, HR Coordinator, Deputy Director Programs, and members of the regional support team.

Job Overview:

The Operations Coordinator provides leadership, decision-making and coordination on the country program’s critical support functions. You will ensure that programs are supported and that all necessary systems are in place and consistently implemented in all locations. The position reports to the Country Director (CD) and is a member of the Country Management Team (CMT). The Operations Coordinator directly supervises the Supply Chain Manager, the IT Manager, the Admin Manager and act as focal point for security and Humanitarian Access. This position has close working relationships with the Finance Controller, HR Coordinator, Deputy Director Programs, and members of the regional support team.

Major Responsibilities:

Strategy, Planning, and Operations Lead

• Lead the implementation of the location's Strategic Action Plan (SAP) as it relates to Operations
• Work with CD and DDP for implementation of programs
• Ensure receival of all new proposals through Operations review and that appropriate support cost and country program asset needs are budgeted for appropriately
• Supervise the Supply Chain Manager, ICT Manager and Admin manager and oversee the performance of all Supply Chain, Admin and IT staff
• Ensure adherence to IRC policies and draft country-specific guidelines related to areas of responsibility.

Supply Chain

• Direct supervision of the SC Manager and oversight of all Supply Chain staff; ensuring that team meets the programs' needs promptly while aligning with IRC policies
• In collaborative with internal and external stakeholders, develop and implement collaborative planning on procurement and distribution of goods and services, allocation of human and material resources to support the effective and quality implementation of grant and projects.
• Lead supply chain assessments and provide operational risk analysis, and recommendations to the CMT related to supply gap in staffing, systems, procedures and policies.
• Based on market assessment and country programs need, develop country procurement strategies, that will facilitate long term contracts and strategic partnership with suppliers and vendors in accordance with IRC, donor and host government rules and regulations.
• Undertake periodic system reviews of procurement, assets, warehouse/inventory, suppliers and vendor contracts to verify that policies are adhered to and to identify areas for improvement.

• Ensure that training needs are identified, 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 in compliance with IRC Supply Chain policies and SOPs.

• 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 Global Supply Chain tools and system in coordination with finance and grants units.

• Lead preparation and implementation of Integra (coming Enterprise Resource Planning tool)

Security and Humanitarian access

• The Operations Coordinator is the Security Focal Point for the Burundi Country Program (Country SFP). As such, he will:
• Coordinate the various Field Security Focal Points (Field SFPs) throughout the Country Program
• Inform the country leadership on contextual trends and about overall risks for IRC staff, programs and operations in the country and suggest appropriate risk mitigation measures;
• Coordinate the development and the update of key security documents, including Security Management Plans (SMPs), Standard Operating Procedures (SOPs), Contingency Plans and Security Risk Assessments (SRAs);
• Ensure the timely reporting of all safety and security incidents affecting IRC staff, programs, assets and reputation in country in line with IRC standards;
• Produce a Monthly Security Report (MSR) containing key data points about safety and security management;
• Oversee the delivery of safety & security awareness trainings to all staff members, including through the internal IRC e-learning platform;

• Ensure that humanitarian access, safety and security are factored throughout the cycle of each new program, from design and budgeting to implementation and closure.

Information Technology

• Verify that information technology Standards are met and that policies and procedures are upheld, disseminated and consistently applied
• Ensure that the IT department plans for infrastructure, staffing and services that meet Offices and programs needs during proposal development, budgeting and ongoing programs delivery.
• Support the IT staff to provide effective IT services and support to the Country Office and across all field sites
• Support the IT department in delivering on Global initiatives such as the Agency ERP system roll out.

Administration

• Direct supervision of the Administration Manager and oversight of all Administration staff;

• Ensure that Administration staff provide effective travel, visa, maintenance services

• Provide direct support as needed in liaison activities

  Ensure systematized approach in all administrative areas

Liaison/Representation and Coordination

• Serve as focal point and coordinator Operations Scorecard
• Serve as an active Country Management Team-member
• Serve as a focal point and maintain communication with HQ and Regional Support

• Graduate degree in business, management or and administrative science
• Excellent professional track record with 5-6 years of overseas experience, with coordination responsibilities.
• Experience managing country program teams with a diverse portfolio.
• Proven ability to think strategically, prioritize and meet deadlines in a challenging environment
• Fluency in French. Excellent oral and written communication skills. Working knowledge of English strongly preferred
• Willingness to travel in the field
• Self-motivated, honest, highly responsible, and punctual; ability to work both independently and as part of a team

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