International Rescue Committee Deputy Director Operations in Sudan

ORGANIZATIONAL DESCRIPTION:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

COUNTRY BACKGROUND:

IRC began working in Southern Sudan in 1989. South Sudan declared independence in July 2011 following decades of brutal civil war rooted in disputes over religion, ethnicity, resources, governance and self-determination. The security situation remains fragile and operational challenges abound. IRC-South Sudan operates a country office in Juba with field offices in the former states of Lakes, Unity and Northern Bahr el Ghazal (the government of South Sudan has since created 28 new states). Currently, IRC South Sudan implements programs in primary health care, integrated community case management, environmental health, women’s protection and empowerment, protection and livelihoods. IRC South Sudan seeks a Deputy Director for Operations as the senior manager for assuring operational excellence in a challenging context.

SCOPE OF WORK: The Deputy Director for Operations (DDO) oversees the country program’s critical support functions: administration, supply chain, information technology and communications, ensuring that all the necessary systems, policies and procedures are updated, rolled out, understood, and implemented in all locations. The DDO will contribute to the design and development of the country’ operating budget and ensure appropriate support costs and country program asset needs are budgeted for in all new funding opportunities and budget realignments. The DDO is a member of the country senior management team, reporting to the Country Director. The DDO will work closely with the Finance Controller, HR Coordinator, Deputy Director Programs, Grants Coordinator and Security Coordinator.

RESPONSIBILITIES: The DDO’s main responsibilities will be inward-facing, ensuring efficient operations and administration, compliance, budget and grant management, supply chain and administration, information technology, safety and security. The DDO will directly supervise the seven Field Coordinators and the Supply Chain and IT Coordinators and the Safety and Security Manager.

Representation

  • Represent IRC South Sudan in interagency operations meetings, or related work with pertinent government officials.
  • Develop a sound understanding of the IRC’s programs such that the DDO can substitute for the CD when needed.
  • May be asked to serve as Country Director during absences from the mission, taking on all general management duties.

Policies, Procedures and Coordination

  • Ensure functional operational support is in place in all sites to achieve results across program sectors.
  • Implement IRC global operational policies at a national level. Review IRC South Sudan operational policy manuals, devise a plan for updating them and ensure their consistent enforcement. Identify operational policy voids and develop new policies as needed.
  • Develop an annual operations plan with regular follow-up of department leaders.
  • Serve as a focal point and maintain communication with HQ operations staff, and Regional support team.
  • Coordinate across operations units, across field sites and with programs and finance departments.

Budget and Grant Management

  • Produce content for new budgets covering operational requirements and provide advice on procurement related budgeting, including a capital equipment replacement plan.
  • Maintain close working relations with the Finance Controller to ensure full and coordinated support to operations.
  • Oversee grants operations budget lines;
  • Ensure compliance with donor regulations with regard to the supply chain.
  • Ensure compliance with internal and local administrative and human resources regulations.
  • Participate, or chair in the absence of the DDP, grant operating opening, interim, closing meetings with finance controller, grants controller and sector heads.

Administration and Human Resources

  • Ensure that the recruitment process is efficient, transparent and well managed.
  • Ensure that operations staff have annual performance plans and evaluations.
  • Review national staff salaries and benefits and recommend adjustments when needed.
  • Serve as focal point person for investigation into policy violations. Follow up on accusations of employee misconduct and advise on potential disciplinary actions.
  • Work with the Human Resources Coordinator in implementing / maintaining the global HRIS.
  • Within the organization and in collaboration with the HR coordinator, identify staff knowledge areas that require strengthening and work with supervisors and staff to provide the appropriate training, with a goal of contributing to staff retention.
  • Ensure all necessary support for the functioning of the office, including external relations with the government, is in place.

Supply Chain

  • Verify that country logistics policies are appropriate, documented, disseminated and required monitoring processes are effective.
  • Assist logistics staff in working effectively with other units to improve planning and resource utilization.
  • Undertake periodic system reviews of procurement, vehicle & fuel, asset, warehouse/inventory, suppliers and vendor contracts and communication systems to identify areas for improvement and compliance with IRC policy.
  • Review key/routine reports, (PO/PR tracking, fuel consumption, procurement plans) and provide feedback with recommendations.
  • Ensure the implementation and maintenance of BvA online system and Prologs.

Information Technology

  • In collaboration with the IT department in HQ support the all integration projects, and/or maintain and upgrade IT systems to support Internet communication throughout the country program.
  • Ensure optimal IT infrastructure is in place.

Safety and Security

  • Serve as security focal point for the country program and HQ by attending meetings, gathering relevant information, and ensuring incident reporting.
  • Ensure that the Security Management Plan and related SOP’ are regularly updated.
  • Support CD in trouble shooting specific safety and security incidents.
  • Provide management support and oversight in implementing safety and security policies and procedures. Ensure staff are trained in basic safety and security procedures.
  • Ensure all office and residential locations are safe and secure.

Professional Standards

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Personal specifications

  • Ability to work in unstable security environment and abide with the security policies.
  • Ability to work under pressure, long work hours, and high workload.
  • Ability to independently organize work and prioritize tasks.
  • Self-motivated, honest, highly responsible, and punctual.
  • Ability to work both independently and as part of a team.

Work Environment

The security level is orange but volatile with high criminality, extortion, internecine fighting, robberies and looting. The situation in South Sudan is calm at the moment but remains highly unpredictable.

Housing

Lodging in Juba is a self-contained bungalow. In field locations, there are primitive accommodations with individual sleeping quarters, and shared kitchen and bathing facilities. IRC Juba office and lodging has electricity and internet all day through. Food is the individual’s responsibility.

Requirements

  • At least 5 years’ experience of operational support or management of multi-sector humanitarian relief or development projects in middle east or similar context; preferably at senior level positions
  • Proven personnel management, administration, logistics and finance experience of large operations
  • Good security management skills and experience
  • NGO experience and knowledge of donor requirements
  • Excellent written and oral communication skills, strong interpersonal skills
  • Flexibility, adaptability, culturally sensitive, team player
  • Understanding of sexual abuse and exploitation principles
  • Experience directly supervising diverse teams.
  • Collegial and a good sense of humor

Sector: Operations

Location: South Sudan

Employee Type: Regular

Employee Category: Full Time