Deputy Director of Operations at International Rescue Committee

Requisition ID: req10407

Job Title: Deputy Director of Operations

Sector: Administrative/General Office

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Dar es Salaam, Tanzania

Job Description

The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation and post-conflict reconstruction support to survivors of natural disaster, oppression and violent conflict in some 40 countries. IRC is committed to bold leadership, innovation, creative partnerships and assists people from harm to home.

This role is based in the Tanzania Country Programme, where IRC has worked since 1993. The IRC works with refugees and Tanzanian communities serving to deliver impact that empowers communities to make lasting changes to their lives. Our work currently focuses on the sectors of health, education and protection.

With the support of over two hundred staff and over 2,000 volunteers, IRC has served over 200,000 people in the past year, with plans to achieve even greater impact in the years ahead. Working with a range of partners we’re aiming for sustainable, durable solutions across all sectors of our work.

This is a growing and ambitious country programme with a positive, capable and supportive team, committed to working together to achieve the best possible results.

Job Overview/Summary

The Deputy Director of Operations (DDO) is one of the most senior roles in the country programme (one of only 3 Deputy Directors) and is responsible for leading and managing the operations teams to deliver maximum impact for our clients. Reporting to, and regularly deputizing for the Country Director, the DDO is a key member of the senior management team (SMT).

The DDO is expected to contribute to high levels of teamwork and inter-departmental and cross-sectoral collaboration.  Through her/his leadership, operations teams will be supportive of program delivery, results driven and guided by data analysis, problem identification and problem solving. The position is based in Dar es Salaam, with frequent travel to field locations.

Major Responsibilities

Ethics and Integrity

Adhere to and act in accordance with the IRC Way (code of conduct) and other Global HR Policies and Procedures, and communicate through word and example a high standard of compliance with all applicable policies and regulations

Beyond this, through your experience and leadership help identify ways to continuously improve IRC’s organizational culture and deliver our commitment to the equitable engagement of staff at all levels of the organization.

Management

Actively contribute to and participate in management and leadership platforms such as the Senior Management Team (SMT) and wider Country Management Team (CMT).

Demonstrate excellent personnel management, that drives trust and performance, with accountability.

Lead operational cross-cutting initiatives, including as the focal point for IRC’s Integra management platform, operations scorecards and other key initiatives.

Strategy

Be a champion for the implementation of the Tanzania Strategic Action Plan, working closely with the Deputy Director of Programmes and ensure quality and meaningful participation of operations teams in strategy related activities.

Human Resources

Provide leadership to the Human Resources and administration teams, ensuring the application of best practices and adherence to national NGO and other relevant regulations.

Through effective management of the HR Coordinator, working to ensure the proper functioning of the HR department and necessary support to all sectors and teams. Oversee the development/review of HR policies, guidelines and processes.

Provide strategic input to all people related matters, supporting developments in organizational culture, talent development and retention. Ensure recruitment, staff planning, training needs assessments and plans are carried out to meet the needs of all departments.

Oversee administration functions especially as they relate to accommodation, offices, warehouses and rental agreements.

Supply Chain, fleet management and warehousing

Lead an efficient and responsive supply chain system that meets the needs of program teams. Manage the Supply Chain Coordinator to ensure that all processes from procurement to warehousing meet IRC and donor compliance requirements. Working closely with the DDP, Supply Chain and Field Coordinators, ensure that program and field staff are jointly preparing, implementing and monitoring appropriate tools such as procurement and distribution plans.

Ensure the adequate provision of reliable and safe transport for all departments and particularly programs to allow the effective and efficient delivery of programs in sometimes remote locations with varied terrain. Lead assessments of fleet capacity and ensure proper fleet management including servicing, driver training etc.

Construction Coordination

Through the direct management of the Construction Coordinator, oversee IRC’s delivery of Construction Projects, including schools, health and protection facilities

Information Communications Technology

Based on comprehensive needs assessments ensure that all digital data and information needs of operations and program teams are catered for. This will involve the provisioning hardware, software and ongoing training. Given the remote and insecure location of field sites, particular attention should be paid to ensuring robust connectivity and communication channels both between field teams and offices and between offices.

Finance and Donor Compliance

In close collaboration with Deputy Director of Finance, the Deputy Director of Programmes and Grants Coordinator, ensure operating costs are included in operating budgets and funding proposals and that programmatic growth or scale downs are factored into operations planning.

Ensure the full cooperation of operations teams in proposal development and in programme implementation. Ensure support systems and operations teams are operating in accordance with IRC and donor compliance regulations and have necessary risk mitigation strategies in place.

Security

Ensure the highest possible standard of security management through participatory threat and risk analysis and the development and implementation of standard operating procedures. Guarantee widespread and cross-departmental understanding and ownership of security management. Oversee ongoing contextual and risk analysis ensuring all necessary teams have access to relevant security information.

Representation

The DDO will regular represent IRC with the Government of Tanzania, donors, partners and other key stakeholders. The role will consistently look for ways to represent the organization in a positive ways that delivers meaningful influence and positive impact for our clients.

Key Working Relationships

Position Reports to: Country Director

Position directly supervises:

The Deputy Director of Operations will directly supervise the following staff:

HR Coordinator; Supply Chain Coordinator; Construction Coordinator and Senior IT Manager

Through a “management in partnership approach” in collaboration with Country Director, the DDO will jointly supervise: Field Coordinators.

Management in Partnership is a type of matrix management used at the IRC. Management in Partnership aims to ensure effective and efficient management and supervision of multi-facing and cross-departmental roles.

Other key contacts:

Country Program:  All Senior Management Team members; Grants Coordinator, Senior Compliance Manager, Liaison Manager; M&E Coordinator; Sector technical coordinators; Research Coordinator

Organizationally: Regional Vice President, Deputy Regional Director, Regional Safety and Security Advisor, Regional Supply Chain Director, Regional HR Director, Regional IT Director, Global Supply Chain Quality Assurance Team, and others.

Update

Qualifications

•  Senior Leadership experience; essential to have served on leadership team of substantial organization either directly comparable to the IRC’s mission or with demonstrable transferable skills. Previous experience as organization Director/ Country Director preferred.

•  Relevant degree-level qualification required (management-related or general operations preferred).

•   Minimum of 5 years’ experience managing operations, including at field level.

•    Demonstrated ability to manage field staff and remote field offices.

•    Direct, hands on experience in logistics, HR and security management.

•   Experience having managed operations with refugees in fluid and/or conflict-impacted and politically sensitive settings.

•    Direct experience of working in Tanzania and/ or countries of origin of refugees in Tanzania

•    Excellent communication skills

•    Excellent staff capacity building and training skills

•   Strong problem-solving, analytical and decision-making skills;

•   Strong computer skills;

•    Flexibility, ability to work independently and meet deadlines

•    Fluency in English and Kiswahili

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