Operations Coordinator

ADVERTISEMENT: OPERATIONS COORDINATOR

ROLE PURPOSE

The role of Operations Coordinator in Kenya is a strategic role that will require hands on support to ground teams while leading them in the field and at the same time engaging with senior leadership at country and field level to extend advice on all issues related to operations, programme implementation, humanitarian access and fleet management.

S/he supports the Operations Director to assure that the Save the Children teams in Kenya and Madagascar are able to reach children in need while maintaining highest possible levels of coordination and supporting teams.

The operation coordinator facilitates the synergy between the country office operations senior leadership team and the field operations team in the areas of information management, tracking of issues, both program and operational, that transcend field office scope and ensuring that collective operational issues that might otherwise suffer lack of attention are kept under the radar and are appropriately reported and addressed. Similarly, the operations coordinator oversees the humanitarian access through working with the team to fully understand the context, SCI engagements, actors on ground and to ensure that leadership at Kenya country and field offices are equally aware of ground developments and relevant mitigation/ engagement strategies with stake holders.

KEY AREAS OF ACCOUNTABILITY

COORDINATION AND REPRESENTATION

• Represent Save the Children in networks with INGOs/NGOs, UN agencies and partners. Work closely with the Operations director, programme managers and other staff members on advocacy and ensure a constant flow of information and updating on the situation.
• Identify, establish and maintain close working relationship with key stakeholders with a view of promoting learning and sharing of experiences/information; creating synergy in program planning and implementation;
• Ensuring the principles of ‘Do No Harm’ and creating a bigger voice on issues of common concern
• Ensure that key stakeholders including partners have clear understanding of Save the Children’s vision, mission, goals and guiding policies and strategies
• Ensure the strict adherence of team to the basic humanitarian principles at all times: neutrality, impartiality and independence
• Represent SCI at the inter-agency coordination meetings in Samburu and other forums assigned him/her by the operations director
• Liaise with the PMs, humanitarian manager and operations director to monitor the humanitarian context and liaise on the same with the main INGOs, NGOs, UN agencies and government countries.

SUPPORT TO OPERATIONS CORE BUSINESS PROCESSES

• Track and keep record of the field office meeting proceedings, actions taken and support requirements and bring it to the attention of the Operations Director
• Keep records of the Operation SLT meetings and follow up the action points
• Keep track of actions in the active grant analysis with significant variance and follow up with field/programme teams through the award manager and head of finance;
• On behalf of Operations director, keep track of the implementation of MEAL actions plans, report any significant delays of implementation to the attention of the operations director;
• Keep track of the implementation of operations’ specific risk management plan action points
• Keep track of the implementation and updating of essential standard of operations
• Keep track of operations improvement plan and reporting improvement plans
• Facilitate the support Field Offices or programme teams need from the CO and ensure information follow between the Field Office and operations team in Nairobi

FLEET MANAGEMENT

• Responsible for the Management of the fleet in line with Save the Children International standards; ensure that the allocation of vehicles and drivers is done in an effective manner, in response to authorised transport requisitions and support requirements of the programmes
• Lead the Fleet Service Charge (FSC) initiative at Country office level and ensure the full utilization of the initiative, including adequately budgeting, documentation and reporting
• Put in place a system to regularly brief drivers and ensure that they follow SCI regulations and policies
• Ensure an appropriate monthly vehicle analysis is compiled and sent to the Head of Supply Chain.
• In coordination of fleet officer and supply chain departments, ensure users are sensitized, trained and held accountable on the safe use of vehicles; and drivers are fully supported to assume their responsibilities effectively.
• In coordination of fleet officer and supply chain departments, ensure there is a robust vehicle tracking system is in place that can ensure early detection and relevant response for road accidents and possible security events during field missions
• Mission briefings/ de-briefing protocols are followed and inform into decision making of future field missions
• All road accidents are reported on SCI reporting system and critical road accidents are investigated by Supply chain and security team
• Ensure all vehicles meet Save the Children fleet requirements and other necessary standards.
• Ensure that drivers are meeting SCI standards and respecting all rules, policies and regulations.
• Ensure that there is no tolerance for breaking rules and that key sanction mechanism is in place for any wrongdoing that can expose SCI or SCI staff to any risk.

HUMANITARIAN ACCESS

• Provide timely, accurate and consultative situation analysis, actor mapping and risks assessment for country and field locations that will guide decision making for new awards/ proposals and inform decisions on geographical reach, program intervention and partners.
• Translate risks assessments into practical and pragmatic risk Management, Incident Management, Business Continuity and Contingency plans for all SCI locations. With rapidly changing environment, these plans should be reviewed every quarter or earlier if the need arise.
• Promote the concept that risk management plans and guidelines should be jointly developed by the whole team to create ownership and encourage compliance as a natural and integral part of programme planning and implementation
• Provide weekly/ bi-weekly humanitarian access updates to the Operations Director, SMT, Program Managers and ESA in face to face/ virtual meetings and Situation Reports.
• Providing humanitarian access training to country/ field leadership
• Lead and relevant humanitarian access trainings to country/field teams;
• Conducting and organizing First Aid, drivers training and any other relevant trainings
• Participate in formal or informal humanitarian access networks/forums in the area to share information with other NGOs, and gain access to risk analyses (if available), support the functioning of this forum
• With the help of local security team, the operation coordinator is expected to develop relationships with relevant host government mechanisms in all field locations that can ensure relevant support during program implementation and emergencies.
• Provide access briefings to incoming visitors within 24 hours of arrival and orientation to newly hired staff within first two weeks of starting the position with SCI.
• When required, provide pre-departure briefings to staff planning to come to Kenya (both CO and field) or Madagascar.
• Attend all staff meetings to share regular updates and to provide opportunity to staff for sharing concerns.

Contract Duration: 12 Months

Number of Vacancies: 1

Work Location: Samburu

QUALIFICATIONS AND EXPERIENCE

Essential

• Minimum Five years’ practical experience in coordination and programme implementation with a particular focus on coordination, humanitarian access and fleet management in large international non-governmental organization or other international relief/development body;
• University degree in a relevant academic discipline;
• Excellent planning, coordination and reporting skills, with the ability to organise a substantial workload comprised of complex, diverse tasks and responsibilities
• Strong capacity to coordinate, influence and support diversified stakeholders including government authority, community leaders, implementing similar programmes and donors were relevant.
• Solid experience in humanitarian access, security/crises management and soft skills on
• Extensive experience of designing and conducting humanitarian access trainings, First Aid, Drivers Trainings etc.
• Sound financial management skills, particularly in budgeting and reporting;
• Remote management experience of teams working in diverse and geographically separated locations
• Excellent understanding of Kenya and Madagascar context on ground. This includes familiarity with the various key actors including the UN, INGOs, NGOs, governments, and donors.
• Excellent interpersonal skills with the ability to communicate at all levels, establish information networks, and coordinate with country authorities, militias, donors, International Organisations and local NGOs. This includes ability to engage country and RO leadership and keep them abreast of all developments on ground.
• Strong communication, people management and interpersonal skills in English, with experience in leading multicultural, multi-location, values driven teams;
• Willingness to work and travel in often difficult and insecure environments;
• Commitment to Save the Children International global policies and values.

Desirable

• Humanitarian access
• Training and development of staff
• Working with local NGOs/ CBOs
• Working knowledge of French language

THE ORGANIZATION

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

HOW TO APPLY

Please apply in English saving your CV and covering letter as a single document, including your salary expectations for this role. To see a full a job description, please visit our website at

We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse. Employment is subject to our Child protection standards including background checks and adherence to our Child Safeguarding Policy.

Save the Children is an equal opportunity employer and seeks to employ and assign the best-qualified talent.

Female Candidates are encouraged to apply.

Disclaimer:

Save the Children International does not charge any kind of fee at whichever stage of the recruitment process, nor request for medical examination or records and does not act through recruitment agents whatsoever.