Deputy Director Operations
Ouagadougou (Burkina Faso)
In April 2019, the IRC began life saving interventions in the Sahel region of Burkina Faso to respond to the deteriorating humanitarian situation. The IRC is pursuing opportunities to expand the scope and scale of interventions with integrated programming in Protection, WASH and health.
Scope of work
The DDO is the focal point for ensuring the quality, timeliness and security of all IRC operational functions, ensuring that policies and procedures are developed and consistently applied. He will directly supervise the senior human resource and administration manager, senior logistics manager and indirectly two field coordinators. The DDO reports to the Country Director and is a member of the senior country management team. The Deputy Director for Operations will travel at least 25% of the time to field sites in North and Sahel regions.
•Represent IRC Burkina Faso operations in meetings as required.
•Develop a sound understanding of the IRC’s programs and mission’s context such that the DDO can substitute for the CD or DDP when needed.
2.Policies, Procedures and Coordination
•Provide direct support to the Field Coordinators for North and Sahel regions through remote support and visits whenever feasible.
•Ensure coordination between Admin, HR and Logistics
•Provide leadership on the operational objectives of the Country Program Strategic Plan. Work with Senior Management Team to ensure operational support is in place to achieve all yearly results and targets
•Ensure donor compliance requirements, especially as it relates to purchasing.
•Liaise regularly with Deputy Director Programs (DDP) to ensure that operational needs to run programs smoothly are met
•Implement IRC global operational policies at a national level, working in collaboration with the Country Director and Deputy Director Finance
•Identify operational policy voids and develop new policies as appropriate.
•Review existing operational policy manuals, devise a plan for updating them and then ensure their consistent enforcement
•Serve as a focal point and maintain communication with HQ Field operations staff, DRDO adviser in order to maintain operational excellence.
•Ensure that annual operations plan is in place with regular follow-up department leaders .
•Serve as focal point and lead on Scorecards ensuring quarterly reviews of objectives, and developing adequate and relevant work plans
3.Budget & Finance
•Produce content for new budgets covering operational requirements and provide advice on procurement related budgeting
•Maintain close working relations with the Deputy Finance Director to ensure full and coordinated support to operations.
•Manage operations budget lines on all projects
4.Admin and Human Resources
•Ensure that operational staff have annual performance plans, goals, and are evaluated each year
•Participate in periodic reviews of national staff salaries and benefits and recommend adjustments as appropriate.
•Ensure that the recruitment process is efficient, transparent and well managed
•Follow up on accusations of employee misconduct and advise on potential discipline
•Serve as focal point person for investigation and follow up of MRPs
•Review Key performance indicators report, (on the general performance of HR core function) and provide feedback and recommendation
•Within the organization and in collaboration with the senior HR manager, identify staff knowledge areas that require strengthening and work with the requisite supervisors and staff to provide the appropriate training or guidance, with a goal of contributing to staff retention.
•Ensure all necessary support for the functioning of the office, including external relations with the government, is in place.
•Identify skill gaps and work with the HR department on a capacity building strategy and plan for the mission.
•Work with the senior HR manager on transversals aspects such as gender, woman at work, IRC way and Diversity Equality and Inclusion
•Verify that country logistics policies are appropriate, documented, disseminated and required monitoring processes are effective.
•Assist logistics staff in working effectively with other units to improve planning and resource utilization.
•Ensure Project Procurement plans, MPAs, MSAs are in place and aligned to ensure swift procurement of items.
•Undertake periodic system reviews of procurement, vehicle & fuel, asset, warehouse/inventory, suppliers and vendor contracts and communication systems to identify areas for improvement and compliance with IRC policy.
•Review key/routine reports, (PO/PR tracking, fuel consumption, procurement plans) and provide feedback and recommendations.
•Ensure that the IT department adequately supports the mission to operate smoothly in terms of service level, internet bandwidth, equipment standardization..
•Support CD in troubleshooting specific security incidents.
•Coordinate regularly with the safety and security coordinator on matters of security, including operationalization of security (vehicles, hibernation kits, equipment, communication…)
•BA in a relevant field such as management, supply chain, or HR
•5 years of experience in a management role, supply chain or HR preferably with an NGO
•Prior experience in grant management and familiarity with the regulations, procedures and requirements of Donors of the United Nations (USAID/OFDA, BPRM), Europe (DFID, ECHO, AIDS) and the United Nations (UNHCR, UNFPA, UNICEF, CHF);
•Ability to effectively manage competing priorities;
•Excellent oral and written communication skills and demonstrated ability to produce and edit documents under pressure on time;
•Practical knowledge of budget development and management
•Work experience in a multicultural environment and preferably in Africa
•Skill with Windows, Microsoft Office
•Ability to work in unstable security environment;
•Written and spoken English and French.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Equality, Accountability and Service. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.