Deputy Director of Operations
In November 2019, the IRC deployed an emergency response team to respond to immediate needs within the context of dire economic conditions, fragile political environment, and growing needs for social services post-transition. The IRC is focusing on urban health and WASH programming for mixed groups of refugees, IDPs and vulnerable migrants in informal settlements that were largely inaccessible before the political transition. With COVID-19 pandemic, the IRC has since expanded its emergency response to support COVID-19 preparedness and response efforts, and most recently to respond to mass displacement of Ethiopians in eastern Sudan. Planned programs include Health, Environmental Health, Economic Wellbeing and Protection.
Reporting to the Country Director and serving as a member of the Senior Management Team (SMT), the Deputy Director of Operations is responsible for leading and managing the operations teams in Sudan, ensuring they are fit-for-purpose and respond to the needs of IRC’s programs. The DDO is expected to contribute to high levels of teamwork and inter-departmental and cross-sectoral collaboration. Through her/his leadership, operations teams will be supportive of program delivery, results-driven and guided by data analysis, problem identification and problem-solving.
This position supervises the Field Coordinator, Supply Chain Manager, Human Resources Manager, the Information Technology Officer and the safety and security Manager. She/He is the head of the Khartoum office and has close working relations with the Deputy Director Finance, Deputy Director Programs as well as Headquarters and region-based staff.
LANGUAGES: Fluency in written and spoken English required
Programs Support, Strategy and Business Development
•Work with CD and DDP to identify opportunities for program expansion and support development of funding proposals.
•Work with the CD and DDP on the Country Program Strategic Planning process.
•Provide added support to program coordinators as required.
•Ensure all new proposals have received thorough Operations review and appropriate operations platform is maintained
•Contribute to the operating budget and strategic planning; ensure grant burn rates are met as per the spending and procurement plans.
Supply Chain &Administration
•Supply chain staff work effectively with other departments to improve planning such as procurement and distribution planning and a rational resource utilization
•Ensure supply chain processes are fully compliant with IRC policies and donor regulations.
•Undertake periodic national system reviews of procurement, asset, warehouse/inventory, suppliers and vendor contracts and communication systems to identify areas for improvement and compliance with IRC global systems.
•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.
•Review key/routine reports, (Supply Chain Monthly Reports, BvA tool, Procurement and Distribution plans, Closed grant and expired inventories) and provide feedback and recommendations to mitigate any potential risk.
•In partnership with Global Supply Chain team ensure that compliance risk in the supply chain processes is analyzed and implement internal and external audit corrective action plans and ensure that all supply chain are conducted in ethical manners.
•Review departmental key performance indicators and take appropriate action support in achieving the set objectives.
Management, Coordination and Leadership
•Actively contribute to and participate in management and leadership platforms such as the country leadership team, the senior management team and the country management team.
•Work closely with the Country Director and other members of the SMT to ensure that a strong partnership is developed and maintained between Operations and Security; Programs; Finance and HR teams at both the Country and Field levels
•Be a champion for the implementation of the Sudan Response strategy and ensure quality and meaningful participation of operations teams in strategy related activities.
•Lead the development and revision of program support and operational policies, procedures, and systems
•Lead cross-departmental risk identification, and mitigation actions that align with organizational and regional risk-management initiatives.
•In partnership with the Security and Access staff, ensure that field offices adhere to the security SoPs and country security management plans.
•Oversee and coordinate the functioning of the Khartoum Office.
Staff Management, Learning &Development
•Provide leadership to the human resources and administration team and ensure the application of best practices and adherence to national, NGO and other relevant compliance regulations and as per Sudanese labour laws.
•In partnership with CD, DDP and DDF and HR Manager develop, evaluate the workforce planning to manage the HR implications of new projects and re-structuring.
•Develop learning and development strategy in partnership with SMT and ensure that effective implementation of learning & development ensuring equal opportunity.
•Ensure proper functioning of the HR department and necessary support to all sectors and teams.
•Oversee the development/review of HR policies, guidelines, and processes, and ensure they are fully disseminated and understood by all staff.
•Provide guidance and supervision to the Operations teams; to discuss job expectations, set objectives and provide appropriate and timely feedback on performance of direct reports, including timely implementation of performance management system.
•Create an inclusive team climate focused on the achievement of team and individual results that emphasizes the importance of mutual respect, trust, listening, ownership, learning, productivity, accountability, and openness
•Adhere to IRC's performance management system, providing regular, timely and thoughtful coaching, feedback, performance assessment,
•Provide leadership support for the successful implementation of and adherence to the IRC Global HR Operating Policies and Procedures.
•Hold high-quality meetings with each direct report on a regular and predictable basis, at least bi-weekly, focusing equally on interpersonal exchange, as well as work
•Promote and monitor staff care and well-being and ensure to create systems and practices where work supports life and continuously role model such practices.
Information Communications Technology
•Champion and provide leadership for the smooth roll out and utilization of IT core systems (ERP, BVA, and Information sharing and collaboration tools) and ensure that all requirements are met and resources are committed.
•Based on comprehensive needs assessments ensure that all digital data and information needs of operations and program teams are catered for, including the provisioning of hardware and software by following the IRC IT lifecycle.
•Uphold and promote IT Standards and policies regarding security, equipment, Internet bandwidth and network infrastructure and ensure and monitor compliance that the Country Program complies.
•Ensure that IT compliance monitoring processes are developed and effectively implemented.
•Support the IT staff to provide top-tier and effective services and support to the Country Office and across all field sites.
•Manage key supplier relationships and build strategic relationships with senior internal stakeholders, providing appropriated solutions for their needs.
•Represent IRC Sudan operations in meetings as required, including government meetings, donor, and other partners.
•Actively develop and maintain effective working relationships with key stakeholders at field level, including donors, government actors, UN agencies, international and local NGOs, and other relevant humanitarian actors.
•Establish a good rapport with local and national level administrative, labor, customs, immigration, security, and other officials to ensure that IRC projects conform to local laws and customs and security constraints.