Regional Operations Coordinator

TITLE: Regional Operations Coordinator

TEAM/PROGRAM: Program Operations

LOCATION: Dakar (Senegal) with possible travel to Country Offices

GRADE: TBC

CONTRACT LENGTH: Two years

CHILD SAFEGUARDING:

Level 3: The role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Regional Operations Coordinator is a member of the WCA’s Program Operations Department. The purpose of the role is to provide core operational and administrative support to the regional Operations team (primarily the Regional Program Operations Director and the two Regional Operations Manager), in the oversight it has and support it provides to Country Offices’ and regional programs. Such support could entail travelling to Country Offices.

SCOPE OF ROLE:

Reports to: Regional Operations Manager #1

Dotted Line Management: Regional Operations Manager #2 & Regional Program Operations Director

Dimensions: Save the Children works in 9 countries in WCA (Burkina Faso, Côte d’Ivoire, DRC, Liberia Mali, Niger, Nigeria, Senegal, Sierra Leone)

KEY AREAS OF ACCOUNTABILITY:

Program Operations Support

• Provide overall support to the Regional Program Operations Director and the Regional Operations Managers in their oversight and management of Country Office Operations and regional programs, through various tasks assigned
• Attending meetings and calls as required and serve as note taker and action tracker (weekly operations meetings, monthly project reviews, meetings with Country Offices’ Directors of Program Operations, etc.)
• Support in drafting all key Operations communications from the Regional Office to Country Offices: weekly spending status updates, monthly Key Performance Indicators (KPIs) status updates, etc.
• Coordinate with the other regional departments (finance, supply chain, HR, Safety & Security, Program Development & Quality) requests / needs of the operations team
• Help coordinate regional and country programs start-ups as needed with all the other regional functional departments and country offices departments
• Engage in and review of key projects documents / reports and provide inputs
• Supporting the Regional Program Operations Director in coordinating core risk management processes at regional level such as the updating, review and consolidation of Country Offices’ Risk Management Plans, Anti-Aid Diversion Risk Assessments and Letters of Assurance on behalf of the Operations team core, and support the production of risk management reports to Save the Children International HQ
• Support on key Operations recruitment processes and serve as interface with HR (screening of CVs, attendance on panels, etc.)
• Working with Country Offices’ Directors of Program Operations and the Regional Operations team, establish and maintain the regional roster of Operations talents across West & Central Africa
• Assist in the induction process of new Save the Children staff on the operations team and its role

Information management:

• Ensure strong coordination with all functions at Regional Office to facilitate smooth information flow and sharing when related to operational matters
• Lead on information filing and archiving using Microsoft Teams or SharePoint
• Contribute to regional reporting on operational matters (Regional Quarterly Reports, or any other regional reporting as deemed necessary)
• Collect, interpret, and analyze Country Offices’ key performance indicators and benchmarks
• Create and maintain a folder with all key operational documents and serve as custodian
• Translation of documents in French or English

Administrative support:

• Support the operations team overall planner (field visits, trainings, workshops, etc.)
• Administrative and logistical support (visas, airline tickets, hotel reservations, transport to/from airport, per diem, expense reconciliation)
• Facilitate procurement of supplies for the operations team

QUALIFICATIONS AND EXPERIENCE:

Essential

• Recommended a minimum of 3 years of project management experience in INGO/NGO environment
• Willingness to learn and quickly adapt to a fast-pacing working environment
• Excellent interpersonal, communication and presentation skills
• Experience of INGO/NGO program management, administrative and operations support in a regional office
• Solid project management skills related to organizational development projects and international, cross-functional and integrated teams
• Ability to analyze information, evaluate options, think and plan
• Fluency in written and spoken French and good command of English
• Conversant with MS Office pack (Word, Excel, PowerPoint, Outlook, Teams)
• Knowledge on data analysis and presentation using diverse mediums
• Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches

Desirable:

• Experience in promoting children’s participation in programming, design, implementation and evaluation
• Working experience in challenging and insecure contexts and/or similar.
• Capacity and willingness to be extremely flexible and accommodating in difficult working circumstances.