CARE is Looking for Area Operations Coordinator

CARE International has been responding to the Syrian crisis since 2012, commencing with support to refugees in Jordan. The CARE Turkey Country Office was established and registered in August 2013 in response to the dire humanitarian situation experienced by civilian populations across northern Syria. Significant influxes of refugees to Turkey in 2014 expanded CARE’s Turkey operations and resulted in a significant program and operational growth. This pace of growth has continued into 2020. CARE supports communities affected by conflict and/or displacement – especially women, girls and boys – to become self-reliant, empowered and able to achieve basic needs and rights.

CARE seeks a world of hope, inclusion and social justice, where poverty has been overcome and all people live in dignity and security. In response to CARE increased Syrian response cross-border humanitarian works the program is now endeavoring to undertake an inside NW Syria direct implementation to address humanitarian needs, enhance the quality of our programming and maximum response capacity and support to CARE’s partners. We are looking for a trustworthy, dynamic, innovative and resourceful person to join the Area office in the capacity of Area Operations Coordinator to be based in Jarablus, Syria.

The Area Office Operations Coordinator will be a member of the Area office team and report directly to the Head of Area Office with a technical reporting line to Director of Operations/ Deputy Director of Operations at the Country Office. The Area Office Operations Coordinator provides leadership, and management of Program Support functions which including Procurement, Administration, Information Technology (ICT) Logistics, and fleet management for NW Syria Area office “Jarablus”. A significant part of the Area Office Operations Coordinator’s responsibility is the oversight of the program support activities to ensure timely delivery of programs, reduce risk and ensure the programs compliance of donor and CARE policies as well as accepted practices in the target areas.

The Area Office Operations Coordinator will manage, supervise, and monitor all aspects of the AO’s administrative, procurement, logistics and ICT activities based on CARE policies and procedures. Ensure that functions are implemented efficiently and cost-effectively, and the services provided to projects are adequate. Provide coaching, mentoring, and training to staff to develop their skills and knowledge. Provide leadership to the AO as part of the management team in the areas of program support strategic planning and policy development. In addition, this position has the responsibility to account for AO program support resources, ensuring the proper authorization for and use of the resources, and managing any risk of misuse or loss of the resources.

The Area Office Operations Coordinator will also need to work closely with the Area Program teams, WASH, Shelter, LER, and Protection Ensuring effective supportive collaboration between the support and program teams will be a major component of work. The position requires the development of AO annual plans related to program support functions and the management of annual objectives to completion. Additionally, the position requires the application of skills that promote staff development through team building, coaching, mentoring and performance management.

The person will be leading diverse teams and engaging with many internal and external stakeholders and is therefore expected to have strong interpersonal skills, understanding, cooperative, organized, a high ability to work within a team to take initiative and skills in influencing to support policy and advocacy.

Responsibilities and Tasks

Job Responsibility #1 Administrative Management 25%

• Supervise the management of the administrative department’s staffing, organization, and development. Provide direction in the administrative budgetary planning process and prioritize activities for the administrative department.
• Manage the negotiation, documentation, and payment of Lease Agreements. Supervise the management of offices, residences, and compounds to ensure appropriate maintenance, repair, and organization.
• Supervise the fleet management of vehicles, and generators, inclusive of monitoring maintenance schedules, fuel consumption, registration, and insurance. Also, monitor maintenance and fuel usage cost to ensure cost-efficiency.
• Support with the management, maintenance, and usage of communications. Including internet connectivity, Mobile phones, etc.
• Manage and supervise administrative functions in Area Office to administrative tasks are completed per policy and procedures, reports are accurate and timely, and activities are efficient and cost-effective. Ongoing monitoring, analysis, training, and follow-up are required. Also, develop and implement recommendations to reduce costs in administrative areas.
• Provide leadership for all administrative activities of the AO to include the following: donor requirements, ongoing cost and system analyses, structures and cost centers; efficient integration of administrative activities, and policy and procedure development and implementation
• Ensure that program activities and supply chain functions are carried out effectively, efficiently, and safely, in furtherance of objectives established by the Area office and taking into consideration all internal and external factors affecting the operational environment.
• Drive operational excellence to achieve optimal efficiency and cost-effectiveness in all functions and operations of Area office programs.
• Build consensus around priorities to improve the delivery of assistance inside Syria; streamline business processes between the Supply Chain, and Programs units (e.g., financial, procurement, and reporting).
• Identify key areas for improvements in these processes and practices and work to push them forward.
• Play an active role in preparing for internal and external audits; ensure recommendations related to operations are followed and take all necessary measures to address audit findings.

Job Responsibility #2 Procurement Management 40%

• Support with the management of the entire process in the planning of procurement activities, ensuring effectively functioning processes to avoid costly delays.
• work with the CO technical instructions and requests and, foster close communication and provide reports and documentation as requested.
• Ensure effective lines of communication between the Programs Coordinators and the procurement team to ensure priority requirements, timely delivery of goods, works, and services using the CARE procurement procedures and guidelines:
• Ensure full compliance of procurement activities with the CARE’s Procurement Manual, Donor’s Regulations;
• Implement effective internal control, proper design, and functioning of a client-oriented procurement management system for projects and related reporting requirements.
• Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvements in systems and processes.
• Ensure timely preparation of procurement plans for projects and monitor their implementation by controlling processes including receipt of requisitions, organization of RFQ, ITB, and RFP, receipt of quotations, bids, and proposals, evaluation and negotiation of certain conditions of contracts in full compliance with CARE Procurement Policy & Procedures;
• Review and sign on all Summary of Bid Analysis (SBA) ensuring that the products or services are of high quality with reasonable prices including the preparation of a clear justification for vendor selection;
• Review weekly, monthly and quarterly procurement status report for all purchases and share Offline Report with HoAO / DHoAO on a weekly basis;
• Promote a zero-tolerance for violations of procurement policies and procedures;
• Coordinate with various teams on the delivery schedule, payment approvals and vendor payments to avoid any unnecessary delays;
• Making sure that all the sections within the procurement function work effectively and efficiently.

Job Responsibility #3 Logistics, Warehouse and Asset Management 25%

• Ensure that warehouses are managed in compliance with CARE Turkey’s policies and procedures;
• Ensure that all inventory is processed and documented according to the CARE policies and procedures;
• work with the CO technical instructions and requests and, foster close communication and provide reports and documentation as requested.
• Adhere to all warehousing, handling, and shipping legislation requirements and maintain standards of health and safety, hygiene and security in all the CARE Storage facilities;
• Provide the needed logistics support to the procurement and logistics team and the Program management ensuring customs clearing formalities and hand over of commodities to the respective program;
• Develop and implements training, supervision, and monitoring plan to ensure that logistics policies and procedures are adhered to by staff;
• Make recommendations to improve productivity, quality, and efficiency of operations during times of Disaster Response;
• Conduct assessments and create implementation plans for Disaster Response needs and assure appropriate use of logistics resources for all activities;
• Work with the warehouse assistant in controlling inventory levels by ensuring of regular physical counts; reconciling with data storage system;
• Contributes to team effort by accomplishing related results as needed.
• Provide input and advice on key strategies, policies, procedures, systems, and processes as they relate to assets management;
• Lead the development and implementation of CARE’s Area Office Asset Management Plan/s for offices buildings, apartments assigned to CARE, Employee, Guesthouses etc;
• Ensure the timely submission of the property insurance report to CARE CO, with the necessary approvals;
• Ensure yearly physical count process of AO Assets with full documentation and reconciling with the Master Asset register;
• Manage AO assets according to CARE Turkey policy & procedures and donor’s rules and regulations;
• Have a good understanding of the asset module and be able to comfortably process transactions through PeopleSoft.
• Ensure the AO has the required BIS license, tracked, updated and planned a head.

Job Responsibility #5 Manage the IT 10%

• Coach and mentor CARE staff on different areas related to Operations.
• With the technical support from ICT officer, manage information technology and computer systems, plan, organize, control and evaluate IT and electronic data operations for the AO;
• work with the CO technical instructions and requests and, foster close communication and provide reports and documentation as requested.
• Design, develop, implement and coordinate systems, policies, and procedures, ensure the security of data, network access, and backup systems;
• Act in alignment with user needs and system functionality to contribute to organizational policy and identify problematic areas and implement timely and strategic solutions;
• Preserve assets, information security and control structures;
• Develop implementation plans for dealing with complex requests for change or for the introduction of new services, evaluating risks to the integrity and safety of the IT infrastructure;
• Under the guidance of the CO IT unit, conduct security risk and vulnerability assessments for defined business applications or IT installations in defined areas, and provide advice and guidance on the application and operation of elementary physical, procedural and technical security controls;
• Analyze business processes identifying alternative solutions and recommending new approaches. Establish requirements for the implementation of changes in business processes;
• With the assistance of CO IT unit, design and create structured documentation that deals with complex information and manage the configuration of documentation items and files, within own area of responsibility;
• Lead, and manage the team to support all aspects of the ICT Support Service, taking operational responsibility for the team, including where day-to-day management has been delegated, maintenance of the LAN system, PeopleSoft etc;
• Any other duties as required.

Qualifications (Know-How)

Education/Training

Required

• University Degree in Management with 2-3 years’ experience in Supply Chain, or 7 years total experience in relevant position, or degree in Business Administration. Technical degree or certification in related field with significant applicable experience.

Desired

• A Master’s Degree in a related field

Experience

Required

• At least 3 years of experience in humanitarian experience, including at least 2 years specifically focused on operations, procurement and logistics.
• Established success in managing teams working remotely, under difficult conditions, with less-than-ideal communications systems
• Demonstrated ability to work effectively, both independently and in a team environment, in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
• Experience of conducting trainings and coaching/mentoring.
• Experience with remote management preferred

Desired

• Experience in do-no-harm approaches in a humanitarian context, preferably in Syrian context
• Experience in working with INGOs and fully understand Accountability system.
• Demonstrated understanding of and experience with policies, protocols, and procedures of international NGO’s and donor agencies.
• Proficient in USAID rules and regulations; prior experience working on USAID BAHA funded programs preferred and other donors such as GFFO, ECHO, etc
• Familiarity with Oracle accounting software – PeopleSoft

Technical Skills

Required

• Can-Do Attitude
• Highly skilled in organizing large-scale, fast-paced, responsive field programs.
• Solid ability to provide team-building, coaching, and development for staff as well as encourage cross-functional collaboration and cooperation.
• Advanced professional competency in Microsoft Office Suite, and knowledge of IT system.
• Excellent proven communication skills, including working with multiple stakeholder groups, including children.
• Ability to work both in an advisory and a hands on implementation capacity
• Excellent communication and influencing skills.
• Ability to handle a high workload and to work independently.
• Politically and culturally sensitive with qualities of patience, tact and diplomacy
• The capacity and willingness to be extremely flexible and accommodating in difficult and sometimes insecure working circumstances.
• Flexibility and ability to multi-task under pressure.
• Ability to work well in unstable and changing security environments.
• Strong organization, multi-tasking and time management skills.
• Strong skills in inter-personal communications, able to work effectively with multiple stakeholders in a complex, multi-actor environment.
• Strong skills in written communication, including effective report writing
• Sensitivity to cultural differences and the ability to work effectively across a wide variety of cultural contexts.
• Ability to communicate ideas in a culturally-sensitive manner and conducive to their practical application
• Fluent both in Arabic and English.

Child Protection Policy

Child abuse in all forms is unacceptable to CARE Turkey, which recognizes its responsibility to protect children from harm in all areas of its work. CARE Turkey is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

Discrimination, Abuse and Harassment Policy

CARE Turkey expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, sexual orientation, marital status, citizenship status, disability, or military status. CARE employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside CARE.

IMPORTANT NOTICE:

Employment is subject to the possession of valid identification documents (passport, residency card, temporary protection card, etc.) and successfully obtaining permission to work by the Government of Turkey (work permit). CARE will submit the work permit application on behalf of the selected candidate after the job offer accepted. Candidate can start to work for CARE only after the work permit is received. Failure to provide the required documents or rejection of a work permit application by the Government of Turkey will result in your employment offer being rescinded.