Operations Manager

Port-au-Prince

Organization: IRC - International Rescue Committee
Location: Port-au-Prince
Grade: Mid level - Mid level
Occupational Groups:
- Operations and Administrations
- Managerial positions
Closing Date: Closed

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

The IRC worked in Haiti from 2010 through 2016, initially launching an emergency response to the 2010 earthquake and later delivering child protection, water and sanitation, health, women’s protection and empowerment, and economic recovery programs in Port-au-Prince and beyond. Since the closure of its country office in 2016, the IRC has continued to provide operational, technical, and financial support to a small number of Haitian NGO partners, including in response to the 2021 earthquake.

The IRC is scaling up its support to partner-led programs in Haiti in response to the recent escalation of violence in Port-au-Prince and the resulting rise in humanitarian needs related to cholera, food insecurity, protection, and displacement. The IRC is working with local NGOs and CBOs with the knowledge and ability to deliver emergency services in affected communities, and establishing collaborative partnerships to fund, complement, and scale the work of these organizations. Technical experts from IRC’s Emergency Response Team (ERT) will work closely with Haitian partners on the design and delivery of programs.

Job overview

The Operations Manager (OM) will support the Head of Office in setting up the appropriate facilities and services to support the IRC humanitarian work in Haiti. These facilities include functional workspaces/offices and accommodations, ensure appropriate timely maintenance and any recommended security upgrades that may be necessary to meet IRC’s standards. The OM will supervise a small team that will responsible to provide support in the following areas: Procurement, Transportation, Administration, Office Service, Human Resources Management and implementation of Safety and Security Standards. The OM will also support the delivery of and adequate support to programs led by IRC’s partners.

The OM will directly supervise HR/Admin Officer, and Security Guards. The OM will work closely with Partnership Finance Manager and Program & Partnership Manager. This position is based in Port-au-Prince with possible travel to other parts of the country. This position reports to Haiti Head of Office.

Specific responsibilities

Human Resources

• In collaboration with legal counsel and HR team in NY, support in the development of national staff policies, in line with local labor laws

• If and when necessary, and where funds are available, lead in the recruitment of other relevant operational staff to support the growth of our operations to support programs.

• Support the recruitment of relevant program staff for the response as needed.

• Ensure all personnel has proper personnel files and relevant HR information database in place.

• Work with a local accounting and tax services to put in place an adequate payroll system in place and ensure the timely payment of all staff salaries & benefits and similarly payment of taxes to the appropriate State agencies.

• Conduct trainings to ensure all staff members are aware and

Global Supply Chain

• With technical support from emergency and regional supply chain directors, develop and institute relevant GSC policies and procedures (SOPs) for Haiti operations.

• Responsible for all procurement of good and services for the country office. Ensure appropriate support documents and auditable records, including receipts, invoices, delivery reports and contracts for all transactions.

• Responsible to update the shared program cost of operating budget and spending plans in collaboration with Partnership Finance Manager.

• Support the implementation of IRC’s partners implementation programs.

• Conduct procurement of goods and services needed to support staff, office operations, guesthouses and other IRC facilities in Haiti.

• Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money.

• Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.

• Manage and be accountable for the vehicle fleet, sourcing and contracting rental vehicles to meet programs and operations needs

• Evaluate, manage and monitor drivers.

• Ensure that appropriate vehicle movement and tracking systems are in place

• Ensure the timely routine maintenance and repair of vehicles and generators are undertaken.

• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).

• Ensure that all vehicles carry log books that are accurately filled out by drivers and passengers

Administration

• Manage lease agreements for office and guesthouse facilities and ensure all facilities have adequate furnishing (furniture and equipment) for the staff size, both current and anticipated in the near future.

• Ensure timely payment of all leases, utility bills and applicable taxes to the relevant parties

• Coordinate acquisition of work permits, visas and other travel documents for international staff.

• Responsible for Due Diligence checks for suppliers, vendors, service providers, and site visits where needed.

• Manage Contracted and Authorized Suppliers in terms of quality, delivery time, value for money, etc.

Safety and Security

• Stabilize operational presence throughout the duration of the mission; maintaining living/working space and transportation (confirming contracts and reservations), and continuously reviewing security and comms protocols to ensure staff safety and security with technical support from Regional Safety and Security Director for Latin America(RSSD) and ERT Safety and Security Coordinator

• Support the Head of Office in managing critical incidents, escalating and reporting all incidents to the RSSD and global security leadership according to the crisis management matrix.

Other

• Any other relevant duties as assigned by supervisor.

Job requirements

• Excellent professional track record with a minimum of 3 years of related work experience, including leadership of multi-sector humanitarian programs in complex operating environments.

• Knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous).

• Ability to negotiate and work with local vendors, service providers, government agencies, partners, and civil societies. Experience with organizational capacity strengthening and partnership building is preferred.

• Ability to develop networks and build strong working relationships and diversify program resources.

• Experience managing security in a complex and rapidly changing security context.

• Ability to respond to multi-task and problem solve with short turnaround producing quality result.

• Fluent in French and Haitian Creole. Professional proficiency in English.

Working Environment: This position is based in Port-au-Prince, Haiti.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. 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.

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