Deputy Director Operations

Job Summary:

The Deputy Director of Operations will play a key role in the overall leadership of operations and coordination of support to programs to ensure efficiency and effectiveness in our operations. The day-to-day portfolio will include direct supervision of the operations teams including Administration, IT and Supply Chain working with the Finance department and the Country Director (CD) on overall financial management. The DDO together with other members of the SMT will ensure the missions workplans are executed in a timely manner and within budget.

Success in this position requires an individual with proven leadership skills in a complex security environment, while supporting rapid and speedy delivery of humanitarian supplies to clients in partnership with government and partner organizations. Individuals must have strong communications and interpersonal skills working in a multicultural environment. Given the operating environment, DDO will need to understand situation awareness and incorporate risk management into their planning.

Reporting to the Afghanistan Country Director and serving as member of the Senior Management Team (SMT), the DDO is expected to contribute to strategic thinking of the operations and overall coordination efforts. As required the DDO will act as head of office on behalf of the Country Director. The DDO will be based in Kabul with travel to the other IRC Field Offices as needed.

Responsibilities:

Administration & Supply Chain

• Supervision of Supply Chain Coordinator, Medlog Coordinator, Admin Manager.

• Verify that Administration & Supply Chain policies and procedures are documented, disseminated and consistently applied across the country program.

• Oversee external financial commitments including procurement contracts and lease agreements for office, guesthouse and warehouses.

• Ensure that compliance monitoring processes are developed and effectively implemented.

• Assist the Administration & Supply Chain staff in developing and managing appropriate coordination mechanisms to ensure that all operational units are interacting well with each other, as well as with the Regional Unit, Global Supply Chain (GSC), the Country Office, across different field sites, and other IRC support entities.

• Assist supply chain staff in partnering effectively and cooperatively with other units to improve planning and resource utilization. Work with program staff to ensure procurement planning and identification of operational support needs.

• In collaboration with the Deputy Director, Finance, and the Deputy Director Programs, ensure systems are streamlined between Supply Chain and Finance to support program implementation through timely procurement plans, spending plans and activity plans

• Provide input including operational risk analysis and recommendations to the Country Director and Director of Finance related to operations spending and effectiveness of in-country reporting and planning systems.

• Ensure full proactive involvement of key processes with the finance department including budget versus actual report input and necessary information for operational budget accuracy.

• 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.

Information Technology

• Manage the Information Technology (IT) Coordinator.

• Verify that information technology policies and procedures are documented, disseminated and consistently applied across the country program.

• Ensure that all staff have met the full IT compliance and ensure continuous monitoring of risks with Regional IT Director, HQ IT staff to effectively take mitigation measures.

• Support the IT staff to provide top-tier and effective IT services and support to the Country Office and across all field sites.

Programs Support, Strategy and Business Development

• Work with CD to identify opportunities for program expansion and support Field Office operations setup where applicable

• Support the Finance team in the development and updating of the country operating budget, while in coordination with the CD.

• Work with the CD on the Country Program Strategic Planning process.

• Provide added support to program coordinators as required.

Coordination & Representation

• Serve as an active member of the country program’s Senior Management Team and occasionally deputize for the Country Director when he/she is out of the country or on leave.

• Have knowledge of and provide input in discussions on safety and security for all staff.

• Ensure proactive communication within the Regional Unit, HQ Support Departments

• Support, where necessary, IRC partners assessment and improve/support their operational capacity

Key Working Relationships

Internal: Regional Supply Chain Director – Asia, Regional IT Director – Asia

Position Reports to: Country Director

Position directly supervises: Supply Chain Coordinator, IT Coordinator, Admin Manager, Medical Supply Chain Coordinator

Requirements:

• 5 years + work experience in an operational management role, with several of these being in an international NGO.

• MBA or comparable degree preferred.

• Prior and successful experience working within an insecure conflict prone environment.

• Regional experience: knowledge of the context (in experience and expertise) and understating of the culture is essential.

• Strong understanding of Gender, Diversity and Inclusion principles.

• Strong background in Supply Chain, Logistics and Administration.

• Strong finance background in financial management, budget development and analysis.

• Strong interpersonal and training skills, ability to work in multi-cultural environments.

• Diverse background in operations, with strong understanding of finance, administration, and logistics.

• Strong computer skills including Word, Excel, PowerPoint, and Outlook

Staff Member Signature:

I have read and understood the details of the above job description, the terms and conditions of my contract and the personnel policies for national staff and agree to abide by them at all times. I fully understand that my failure to do so could result in the termination of my work with IRC.