Operations Manager

BrightSpyre.com

  • Full Time
  • Islamabad, Islamabad Capital Territory

  • Published : 2023-01-18
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Job Description

  • Job Title Operations Manager

Description

General mission

Depending on the organization, reporting to the Regional / Country Director or the Country manager, the operations manager contributes in the area where s/he is based to the implementation of the mandate and the 10-year strategy of Humanity & Inclusion. S/he ensures optimal quality and the impact of the projects implemented in his/her area by means of a delegation system with appropriate oversight mechanisms. With all the other HI managers, s/he shares responsibility for the sound management and effective functioning of the global organisation through paradigm changes. The operations manager manages a team of project managers in his/her country.

Missions / responsibilities

  • The Operations Manager is  responsible for developing and implementing,  in the area where he/she is based,  the projects part of the Programme operational strategy .

  • Under the guidance of his/ her line management and other relevant departments (most especially Technical Unit, Shared Services, MEAL), he/she  deploys all adequate tools that will allow project monitoring, financial controlling and compliance with HI policies and frameworks  (in particular HI Project Monitoring & Evaluation policy), and the respect of  contractual obligations towards donors .

  • He/she contributes to  monitor and analyse context developments  in his/her geographical area, in order to identify operational risks and opportunities, and proposes actions to his / her line management.

  • He/she contributes to  organizational transformation  in line with Lean, Shared Services and ROOTS projects.

  • Depending on projects volume and area complexity: follow up security management, coordinate shared services and operations team on a daily basis to facilitate activities implementation

  • Representation of the organization at appropriate level with support of Line manager.

  • Missions

    1. Management

    1.1: Be the manager (direct report) of the Project managers’ team in the area of assignment

  • Foster a team spirit and team functioning guaranteeing synergies and exchange of good practices between the Project managers. 
  • Size and plan human resources needs of the projects in the Area or Programme.
  • Recruit and contribute to the professional development, autonomy and well-being at work of the project managers: set formalized individual objectives, ensure coherence between HI’s needs and competencies and motivation of his/her teams, develop and monitor competence development plan, evaluate individual performance, contribute to career evolution. 
  • Acknowledge individual and collective efforts and performance.
  • Embody and transmit HI values, ensure compliance with code of conduct and institutional policies, ensure the expected mind set and individual and collective behaviors, and disciplinary measures when necessary.
  • Ensure good collaboration between project managers and support teams (technical and shared services), in order to facilitate project implementation in the area/country; conduct regular project reviews with project managers and relevant departments. 
  • Participate to the Programme Steering Committee conducted by the line manager when relevant.
  • 1.2: Steer organization transformation, in particular through managerial and work practice change and  continuous improvement of working processes.

    1.3 Ensures the functional animation of the teams on its area

  • Facilitates coordination meetings between his direct team of project managers and the support services present in his area when necessary
  • Ensures a functional follow-up of the teams in its area in connection with their direct managers.
  • 2. Contribution to the Programme’s Operational strategy and HI frameworks & regulations

    2.1: Contribute to the development of the Programme’s Operational Strategy, and to its implementation  and annual monitoring

  • With assessment of ongoing projects, contribution to context and sectorial analysis, contribution to fundraising strategy, to resource sizing, to M&E tool…
  • [At least once a year] Contribute, with his/her portfolio of projects and donors’ data, to the  annual monitoring  of the StratOp and to  next year’s Programme planning  (namely support missions and evaluations).
  • In case of crisis/emergency, implement the framework and set-up decided with HI’s Emergency Direction, the Program Director and Geographical Director
  • 2.2 : Implement the project part of the Programme’s Operational Strategy:

  • Size and plan necessary resources, recruit the project managers  (ensure the fit between competencies and the projects’ challenges and ambitions) , develop and monitor their competence development plan , in link with the corresponding professional channels and with Human Resources department.
  • When relevant, develop regular contacts with current and potential  donors  at field level and liaise with line Manager to check coherence with overall Programming and fundraising strategy.
  • Within the operational framework defined in the StratOp,  identify and transform funding opportunities  in the area of assignment,  conduct the design and writing of new projects  (country perimeter)  and contribute to the design, writing and fundraising of major multi-country projects (under the responsibility of the TUM) .
  • In link with the Technical Unit,  identify and develop local partnerships and/or consortia with NGOs, institutions, companies ; on technical priorities or important topics in the area/Country.
  • 2.3: Ensure the deployment of and compliance with HI global frameworks, institutional policies and  standards . These include: the mandatory reference frameworks (such as HI Mission & Values or HI Theory of Change: Access to services), all HI's institutional policies (Security / Code of Conduct and Safeguarding / Bribery prevention / PME and Project Quality Framework / Age-Gender-Disability), all institutional directives and processes; delegation thresholds; security levels…

    2.4: Ensure sound management and monitoring of projects under his/her responsibility :

  • In link with the Technical Unit and the MEAL Unit,  ensure   that   HI technical quality standards are applied in the projects , and monitor the  implementation of recommendations from support missions, evaluations and donor audits .
  • Ensure compliance with project donors’ rules and regulations , including visibility. 
  • With the support of the MEAL Unit,  deploy all adequate tools that will allow financial control and project monitoring, compliance with HI policies and frameworks, and the respect of contractual obligations towards donors : consolidation, control and reporting to the line Manager of operational and organizational elements (dashboards and corrective measures, unrestricted funds consumption, beneficiaries data…).
  • Facilitate  internal audits  (operational, financial and organizational), and ensure the implementation of their recommendations on his/her responsibility area
  • 2.5: With both operational opportunities and risks in mind, contribute to the monitoring and analysis  made by the line Manager, and propose mitigation measures when relevant

  • In link with the line Manager, implement  analysis and monitoring of risks & opportunities  related to HI presence and activities; implement risk mitigation actions at his/her level; and ensure the implementation of a  humanitarian watch  and (when decided by the [Regional] Director) of an emergency preparedness plan in the area.
  • [KEEP THIS PARAGRAPH IF RELEVANT FOR MANAGEMENT OF AREAS] 2.6: Support the Director /  Country Manager in monitoring the security of the area and ensure adequate resources for employees according to the context

  • Analyze and monitor the security context under his area of responsibility on a daily basis. 
  • In collaboration with the Director / Country Manager, make decisions concerning whether or not to deploy / withdraw the project teams on / from sensitive area. 
  • Report directly any incidents to the Director / Country Manager
  • Develop a network of contacts with security/context staff of fellow INGOs, represent HI in access, security and safety meetings (at the request of the Director / Country Manager) 
  • Provide feedback and advice on security risks, as well as on security management resources, such as SOPs, and proposals
  • In collaboration with the Director / Country Manager and Senior Management Team, update the security and contingency plans according to the evolution of the context
  • Support the Director / Country Manager on exploratory mission assessments, identification of office/guesthouses, and the opening of new areas
  • Assist the Director / Country Manager in sensitizing HI staff (national and international) to security risks and ensuring the understanding and implementation of security documents
  • 3. Proposal development

  • Coordinate proposal development, distributing tasks among the key people involved the writing of the project proposal for submission to the donor, in accordance with HI's proposal writing process and tools (PD-tool, project development tracking tool, etc.), including the development of: logical frameworks, MEAL plan, narrative description of technical approach, planning, staffing and budgeting
  • Ensure coordination and triangulation framing with O², IPSO, HQ shared services, HQ PDO and technical staff and the HI mission
  • Proactively coordinate the involvement and input of all relevant technical advisors (HQ and mission staff) for all proposal development
  • Identify, where appropriate, relevant/competitive arrangements (consortia, multi-country projects, etc.) and
  • facilitate negotiations;
  • For consortia: ensure coordination and communication, and manage stakeholder input during project development;
  • Review the project proposal/final concept note prior to submission for compliance with donor guidelines and expectations, consistency between the budget and the technical description, and overall quality;
  • Proceed (if necessary) with the final submission of concept notes and project proposals to donors.
  • Coordinate and collaborate with HI national associations (IPO/IPSO) for all relevant donor proposals
  • 4. Donor Compliance & reporting

  • In link with the Operation Officer, support the team on contractual issues and link with headquarters / partners: contracting process with partners and questions on donor rules, in line with HQ compliance and risk unit and IPOs (if relevant)
  • Organize Grant Opening and Grant Closing Meetings for all relevant staff members / departments to ensure coherence in the understanding of the grant design across departments and bases, as well as to promote sharing of achievements and lessons learned
  • Ensure regular communication and coordination with relevant IPSO and IPOs in NAs, Operations and Compliance and risk manager at HQ level for all updates on donor rules, regulations and strategies or possible fraud cases or violations to donor guidelines that occurred.
  • Responsible under the PD management to manage any dispute with donor on the grants followed, to mobilized HQ unit concerned (Financial controller, Institutional funding compliance & risks Manager, IPO)
  • Coordinate the project reporting phases: Draw up retro-plannings for each report, collaborating with the different departments involved (operations, finance, logistics, technical unit, security, HR and MEAL, headquarters and national association)Ensure coordination between Project Managers, Area Manager, Technical Specialists (field and HQ) for the compilation of narrative report contributions and in the monitoring of donor contracts (a monitoring tool, used at the level of the geographical directorate, should be adapted)Ensure coordination with shared services to ensure overall consistency of narrative and financial reports and completeness of annexesEnsure that concept notes, project proposals and narrative reports (including logical framework and timeline) are submitted on time and in accordance with donor proceduresEnsure that internal reporting tools are properly used and shared (Grant follow-up, Psquare)
  • Skills

    Management skills

  • Being capable of helping team members to progress: developing his/her staff‘s ability to work autonomously.

  • Knowing how to position oneself so things can move forward.

  • Knowing how to simplify and prioritize.

  • “Project management” professional path skills 

    Knows

    Practices

    Proficient

    Expert

    Assessment

    Intervention strategy

    Planning, monitoring & coordination

    Operational partnerships

    Emergency Preparedness and Response skills  

    Knows

    Practices

    Proficient

    Expert

    Emergency response

    Humanitarian monitoring and emergency preparedness

    Other professional skills

    Knows

    Practices

    Proficient

    Expert

    MEAL/IM

    Results and indicators monitoring

    MEAL/IM

    Planning and coordination of qualitative and quantitative surveys, dissemination of results

    MEAL/IM

    Project evaluation

    MEAL/IM

    Accountability to affected populations: participatory, non-discriminatory and responsible approaches.

    MEAL/IM

    Capitalisation and continuous learning

    MEAL/IM

    Quantitative and qualitative data collection, qualitative analysis

    MEAL/IM

    Responsible data management

    MEAL/IM

    Statistical analysis and data visualisation

    Log/supply

    Planning (supply)

    Finance

    Cash management

    Finance

    Financial/budget management

    Finance

    Donor financial management

    Human

    Resources

    Facilitation and/or design of classroom-based or remote

    training and skills development systems 

    Human

    Resources

    Organisation design

    Institutional fundings

    Analysis & monitoring of Donor knowledge

    Institutional fundings

    Proposal and narrative report writing

    Institutional fundings

    Negociation (contract,

    litigation, consortia development)

    Security

    Personal security management

    (if security responsibil

    ity)

    Security

    Security context analysis

    (if security responsibility)

    Security

    Security risk analysis

    (if security responsibility)

    Security

    Develop mitigation measures linked to humanitarian security approaches

    (if security responsibility)

    Security

    Security incidents and crises management

    (if security responsibility)

    Advocacy

    Convincing & negotiating policy outcomes

    Advocacy

    Networking & promotion of HI advocacy messages to external stakeholders

    Global programmes management

    Management of major risks (safeguarding, fraud & corruption, security and major financial risks)

    (if security responsibility)

    Global programmes management

    Analysis of the context and the stakeholders’ role in conjunction with the programme partnership strategy

    Global programmes management

    Public

    relations/representation/ internal-external communication/partner relationships

    Cross-sector skills (take from the cross-sector skills base)

    Knows

    Practices

    Proficient

    Expert

    Frameworks and references

    Office and collaborative tools

    Stress management

    Collaborating in a global organisation

    Cross-sector skills (take from the cross-sector skills base)

    A1

    A2

    B1

    B2

    C1

    C2

    HI official

    languages

    Language of the country

    Required for the job

    Qualification: depending on the context

    Experience: minimum of four years of professional project management experience

    Applicable framework documents: to be defined

    Federation Handicap International is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities or any limitation, to apply to become a part of the organization.

    Federation Handicap International has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Federation Handicap International, including sexual exploitation and abuse, sexual harassment, PSEA (Sexual Exploitation and Abuse of Beneficiaries) abuse of authority and discrimination. Federation Handicap International also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. - This position involves working with children, women and is subject to strict safer recruitment checks. The successful candidate will be required to complete a police check and self-declaration form to help verify their suitability to work with children and women.

    HI is an equal employment opportunities provider. Women and persons with disabilities are encouraged to apply

       
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