Operation Coordinator 69 views

Job Purpose:

• As a member of the Country Management Team (CMT), the SC contributes to the strategic development and management of the overall country programme, ensuring effective and efficient systems support to programme implementation in both development and emergency contexts.
• Reporting to the Systems Director, the SC is responsible for coordinating and managing the support systems (Admin and Logistics) and in conjunction with the SD will play a key role in operational security management for Concern’s in Ethiopia.
•  The SC must be aware of, understand and ensure staff and system compliance with all donor and Concern policies and procedures. The SC, in consultation with the SD, will assist in developing Concern’s systems, staffing and procedures to increase efficiencies and accountability, and to maximize our impact on poverty and crisis reduction.

Main duties & Responsibilities:

Management role:

• Participate in the management of the country programme’s strategic issues through involvement in decision making in the Country Management Team (CMT.
• Support the achievement of Concern Ethiopia’s Country Strategic Plan and other strategic frameworks (Preparing for Effective Emergency Response (PEER), Security Management Plan (SMP) etc.) in collaboration with all relevant staff and third parties
• Support the SD in the analysis of potential new programme areas, including ensuring comprehensive analyses of logistical and security issues and appropriate mitigating measures to address them.
• Assist the SD in ensuring that key Concern support policies and SoPs (Procurement and Logistics, Transport, Warehousing, security management planning, ICT policies) are continuously updated as required, fulfill Donor compliance requirements and are appropriate to the context.
• Support the roll out of organizational safeguarding and gender commitments, ensure Concern is a safe and family friendly organization for all staff. Participate in investigations and complaint response as required.

Representation:

• Deputize for the SD when necessary.
• Participate in Donor meetings as required.
• Participate in INGO forums as required.
• Participate in UN cluster meetings.
• Participate in OCHA access working group meetings as required.
• Participate in weekly UNDSS meetings.

Management of Systems/ Support Functions

Logistics

• Ensure that logistics systems including procurement, fixed asset management, transportation, warehouse storage, control of and reporting on the use of supplies are carried out in accordance with Concern and Donor procedures and policies
• Ensure efficient and timely procurement of goods and services in a transparent and accountable manner, ensuring value for money and justifiable use of funds.
• In collaboration with programme teams, prepare and oversee annual procurement planning and ensure each project has procurement plans
• Maintain a Pre-Qualified Suppliers list,
• Ensure price lists are available for effective budgeting.
• Train, support and check personnel involved in procurement – oversee compliance of the logistics team
• Lead on tendering, contracting and international procurement
• Ensure a clear, well-documented paper trail in systems files
• Implement effective and efficient asset management controls and procedures and monitor these on an ongoing basis
• Ensure that guidance, training and monitoring of all logistical procedures and policies are given to all field locations
• Review the SR tracker on a weekly basis and ensure that delays are rapidly identified and addressed in collaboration with programmes and logs teams.

 Transport

• In collaboration with the fleet and workshop managers, ensure cost effective maintenance of the Concern Worldwide fleet of vehicles
• Ensure accurate and timely transport reports and provide recommendations to CMT
• Assess the transport requirements of the country programme on a regular basis and ensure appropriate solutions are implemented
• Ensure all offices comply to the Transport and Fleet Management Policy

Administration and facility Management

• In collaboration with the Admin manager, ensure the maintenance and running of all of Concern’s premises (offices, stores and residences) ensuring that adequate supplies, staffing and support systems are in place in all locations.
• Ensure that the minimum standards for staff accommodation and offices are budgeted for and implemented in all field locations.
• Ensure the leases for all premises are pro-actively managed and closed out as required.
• Ensure that clear procedures for national and international travel arrangements are in place and are understood and complied with by all staff.
• Oversee all Government liaison activities, including international staff work permit processing.

ICT Management:

• Ensure that the ICT officer is fully supported and that all area offices receive sufficient ICT support on an ongoing basis.
• Encourage and explore innovative ways of utilizing ICT across the country programme.
• Ensure that all staff are aware of and are fully compliant with Concern’s ICT acceptable usage policies.
• Mange all aspects of ICT budgeting and the continued monitoring of all ICT assets.
• Oversee the rollout and updates of any introduced digital systems such as HR information system, digital data gathering devices, digital workspaces, procurement systems etc.

Security Management:

• In conjunction with the SD ensure robust security management for the Country programme.
• Ensure all new staff and visitors receive security briefings and apply Concern’s security protocols at all times
• Liaise with necessary external bodies to keep abreast of current affairs in order to maintain an awareness of economic, political, humanitarian and security developments in Ethiopia.

• Keep fully up to date with security incidents in all field locations.
• Work closely with ACs to ensure humanitarian access and staff safety
• Report access incidents on the OCHA Access.
• Undertake and/or ensure that Concern Ethiopia staff receive regular health and safety trainings and that evacuation/fire drills are carried out on a regular basis.

Financial Management:

• In conjunction with the SD ensure that annual support cost budgets (and budget revisions) are complete, realistic and comply with relevant Concern and donor requirements
• Support the programme team in the preparation of proposals, ensuring in particular that proposal budgets include complete and realistic support costs.

People Management / Capacity Building:

• Manage senior logistics and Admin staff, contributing to their capacity building and career development through technical support and on-the-job training and coaching, including in particular a thorough induction at the start of their contract.
• Ensure that all department positions have accurate job descriptions and that each member of the team fully understands outcomes which are expected of them, by setting SMART objectives, and that they are aware of the success criteria relating to their work.
• Ensure that all department staff are aware of and comply with all of Concern’s policies and procedures, in particular our safeguarding policies.
• Monitor and review performance of the department staff and hold them accountable for meeting their success criteria; give corrective feedback where required and take decisive action in the case of poor performance.
• Ensure that work within the team(s) is planned and organized in a way which will meet the organization’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.

Gender Equity:

• Provide leadership to demonstrate that Concern strives to become a gender equitable organization with a positive gender sensitive working environment
• Ensure the implementation of Concern’s gender equality strategy in relation to HR policies and procedures
• Ensure all new team members are acquainted and familiar with Concern’s gender equality strategy

Other:

• Ensure the highest standards of accountability through ensuring good communication and information sharing within and outside the organization.
• Be aware of, understand and comply with all of Concern’s policies and procedures (HR, finance, logistics etc).
• Be aware of, understand, comply with and be a model of Concern’s HR policies like P4 Code of Conduct and associated policies.
• Actively participate in any emergency response if necessary.Undertake other related duties as may reasonably be assigned by the Systems Director.

Gender Equity         

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy
• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect
• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities

Accountability

• In line with Concern’s commitments under the Core Humanitarian Standard (CHS):
• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Emergency response       

• Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.
• Understands local safeguarding structures and arrangements.
• Practises in a manner that seeks to reduce the risk of abuse, harm or neglect.
• Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.
• Able to document safeguarding concerns, and maintain appropriate record keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Personal specification

• Essential
• 6/8 years of related experience with postgraduate or with first degree in supply Chain, logistics, and related field respectively.
• At least 6 years’ experience with an NGO in a systems management role.
• Experience of leading and managing a diverse team of senior staff.
• Proven strong management ability, including ability to motivate and develop skills of others.
• Empathy with Concern’s vision, mission, goal, objectives, and commitment to capacity building, protection and participation.

Desirable

• Experience working overseas
• Experience of a range of donor rules and regulations, particularly OFDA, UN-OCHA, EU and ECHO
• Knowledge of Concern Policies and procedures
• Experience of both development and emergency contexts

Special Skills, Aptitude or Personality Requirements:

Essential:

• Fluent English (written and spoken) and excellent communication skills
• Excellent organisational and planning skills. Strong problem solving and analytical skills.
• Willingness to travel frequently to rural field locations and experience basic conditions.
• Excellent interpersonal skills, Cross cultural awareness and sensitivity.
• Resilient with a good sense of humor
• Demonstrated experience of team building and working in a participatory manner.
• Ability to work on own initiative.
• Flexible and adaptable approach to working in a changing environment.
• Ability to work under pressure with numerous deadlines, and priorities.

What we offer

• A competitive salary and benefit package
• Excellent medical benefits (100% cover including dependents)
• 20 days annual leave
• 26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave