Head of Operations, Burundi at Catholic Relief Services 55 views0 applications

Position Title: Head of Operations (HoOps)
Dept/Country: Burundi
Region: CARO
Reports To: Country Manager, Burundi
Dotted Line: Country Representative — Burundi & Rwanda; Deputy Regional Director, Operations
Band: D
FLSA: Exempt

Job Summary:

The Head of Operations’ (HoOps) primary function is to provide strategic leadership and management oversight of the Country Program’s operational support departments including Finance and Compliance; Human Resources; Administration; Logistics; Information and Communication Technology; Supply Chain Management; and Security. The HoOps ensures that programs are supported to effectively meet articulated needs, manage risk, and increase efficiency. The HoOps ensures that all offices have corresponding systems in place and that applicable CRS and donor policies and procedures are consistently applied. The HoOps leads and oversees activities to strengthen the capacities of partners in these same functions. S/he is a member of the Burundi Leadership Team and plays a key role in all senior management decisions and initiatives. The position is based in Bujumbura, but with an expectation of travel to support field office operations at least 50% of the time.

Responsibilities:

Leadership:

1. As a member of the Burundi Leadership Team, collaborate with senior colleagues to coordinate efforts with the aim of best serving program participants.
2. Incorporate Operations issues into country strategic planning process. Assess and advocate for needed investments in Operations capacity.
3. Serve as officer in charge of the country program during absence of Country Manager, if requested.
4. Attend relevant interagency, sector coordination, and representational meetings as required. Network with equivalent staff in colleague organizations.
5. Work with technical leads to improve Operations capacity, including deployment of enhanced systems and recruitment of strong Operations staff.
6. Oversee Operations functions in field offices by directly supervising Field Office Managers and conducting regular visits to these offices.
7. Actively participate in regional Operations Excellence events (i.e. monthly calls, annual 3D meeting, etc.).
8. Engage the CPs Operations team in proposal development, ensuring collaboration with the program and finance departments that promotes optimal/efficient planning and costing for staffing, goods/services, office space, etc.
9. Serve as the CP’s leading change agent for the deployment of Project Insight (i.e. adopting agency wide Oracle Software for Finance, HR and Supply Chain Management).

Functional Management to Increase Effectiveness:

Human Resource:

1. Supervise the HR Manager in strategic management of human resources, including engagement, talent mapping, succession planning and career development. Communicate CP priorities and guide him/her to ensure alignment of efforts.
2. Ensure that the CP is adequately staffed to meet the needs of the Agency per the direction of the Country Manager and the Country Representative. Ensure that recruitments are conducted as per policy.
3. Ensure compensation policies and practices are regularly reviewed and administered to support internal equity, market competitiveness and policy adherence.
4. Ensure effective implementation of performance management and staff development systems.
5. Ensure the creation of an environment of care and comfort for all staff.
6. Ensure the integrity (accuracy, security) of information in HR information systems (e.g. NED).

Finance:

1. Supervise the Finance Manager in the strategic management of financial resources. Communicate CP priorities and guide him/her to ensure alignment of efforts.
2. Engage the Finance team in proposal development, ensuring collaboration with the Operations and Programs point persons to promote optimal resource planning/budgeting in cost applications.
3. Review APP’s and program budgets to ensure that they reflect overall program priorities and expectations; mitigate risks; and reflect maximum obtainable efficiency. Conduct periodic forecasting and cost efficiency forensics exercises with these objectives in mind.
4. Review financial statements to ensure accuracy and compliance and promote effective cash management. Collaborate with the Finance Manager to initiate corrective actions, when required.
5. Authorize CP Operations expenses and oversee cost pool management.

Information and Communication Technology:

1. Supervise the ICT Manager in the strategic management of ICT resources.
2. Communicate CP priorities and guide him/her to ensure alignment of efforts.Apply ICT-enabled change management principles and act as a sponsor for and supporter of change agents. Promote adoption of standardized systems by all staff.
3. Where CP’s engage in ICT4D and other location-specific development projects, ensure the application of GKIM policies, and project management and ICT system planning and implementation principles.
4. Ensure the application of ICT system operation, maintenance, and support principles. Ensure adherence to GKIM standards and protocols related to IT systems. Support management of service requests by facilitating integration with the Global Help Desk.
5. Ensure the application of unique principles of managing ICT vendors.

Supply Chain Management/Logistics:

1. Supervise the Deputy Operations Manager, Procurement Manager and Administration Manager in the strategic management of material resources and in line with the agency’s Supply Chain Management Handbook, Procure-2-Pay Manual and Fleet Management Toolkit. Communicate CP priorities and guide him/her to ensure alignment of efforts.
2. Ensure efficiency and compliance in local and international procurement. This includes ensuring regular reviews and updates of the CPs Approved Supplier List.
3. Ensure proper stewardship of CRS resources, and the optimal utilization and maintenance of program assets and resources including ensuring proper inventory controls; effective fleet management/planning; and appropriate asset management and disposition planning.
4. Ensure high quality reporting that allows for proper tracing and tracking of inventory and assets. Ensure that in-kind transactions are reflected appropriately in financial statements according to CRS policy.
5. Ensure integrity (accuracy, security) of Supply Chain Management and Vehicle Management information systems.

Process Management to Reduce Risk

Security:

1. Serve as the CPs Security Focal Point, representing the CP within United Nations and US Government security fora. Coordinate activities of other staff with security responsibilities in the main office and in field offices.
2. Ensure compliance with CRS policies on security, particularly related to capacity building of staff through tracking participation in online and in-person trainings.
3. Ensure regular updating and dissemination of the Field Security Plan; ensure timely and up to date security briefings are provided to all visitors.
4. Develop and coordinate with the Country Manager to ensure adherence to security protocols.
5. Ensure monitoring of the security situation in the country generally, and in CRS operational areas in particular, and communication of appropriate messages to staff.
6. Assume direct responsibility for liaising with relevant international security officials (such as the UN Integrated Office for Safety and Security) and local authorities to address security incidents as they arise.

Administration:

1. Supervise the Administration Manager. Communicate CP priorities and guide him/her to ensure alignment of efforts.
2. Ensure that the physical plant is appropriate to need and that it is managed in conformity with CRS policies.
3. Ensure that transportation services other than fleet management are appropriate to need and delivered in conformity with CRS policies.
4. Ensure that risk mitigation strategies including insurance are undertaken. Lead preparation of agency risk reporting.

Relationship Management to Build Capacity and Ensure Compliance

Donor and Government Compliance:

1. Perform periodic conduct systems checks in all Operations and Finance departments and offices to ensure that CP compliance with CRS and donor standards, and to ensure responsive support to staff, programs, and partners.
2. Identify management system weaknesses; establish priorities; provide recommendations for improved systems performance; and ensure compliance.
3. Oversee compliance with US Law as it pertains to CRS’ operations. This includes the Patriot Act; FFATA; and U.S. export licensing regulations under OFAC and Commerce programs, in coordination with HQ Office of General Counsel.
4. Oversee compliance with local laws. Ensure that legal commitments are made in accordance with local law and US law, where applicable. Manage responsibilities that go with an international presence, including country agreements and visa and registration requirements. Identify and work with local counsel.
5. Act as lead contact for and lead responder to any issues that emerge from internal and external audits.
6. Plan, organize, liaise, oversee, and monitor CAP implementation for Uniform Guidance, Internal Control Strengthening Plan and other audits of subrecipients.

Partner Capacity Building:

1. Lead relevant CRS efforts to help partners identify and resolve management quality issues, and to continually improve quality and strengthen capacities.
2. Provide timely, efficient, appropriate technical assistance to staff and partners in management issues.
3. Ensure that the CPs data related to SRFMP on Gateway is accurate and up to date and ensure that all SRFMP policy requirements are adhered to.

Agency-wide Competencies (for all CRS Staff)

These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Head of Operations Competencies

• Promotes Stewardship of Resources
• Ensures Principled compliance
• Proactively Manages Risk
• Leads Operational Improvements

Key Working Relationships:

Supervisory:

Deputy Operations Manager, Finance Manager, Human Resources Manager, ICT Manager, Procurement Manager, Administration Manager and other Operations managers as appropriate.

Internal:

Country Manager, Country Representative, Chief of Party, Team Leader — Programs, Head of Programming, Department Managers, Project Managers, Regional Office (particularly the DRD-Operations); HQ- MPI, HQ Human Resources, HQ Finance, HQ GKIM, OGC, HQ Internal Audit

External:

Heads of Caritas Internationalis representatives; Church partners; CRS implementing partners; operational partners and colleague organizations; USAID Mission, EU, and other international donors; Local Government; auditors; banking and insurance Institutions; service providers and vendors

Qualifications:

1. Master’s in business administration, finance, accounting, human resources, or other relevant field.
2. Minimum five years work experience in a management of non-profit, development, and/or humanitarian organization. At least two years of this should be in a developing country outside candidate’s country of origin.
3. At least three years’s supervisory experience
4. Understanding of CRS financial and administrative systems (Sun Systems and Vision accounting software), policies, and procedures preferred.
5. Experience managing large, complex U.S. government awards; knowledge of relevant regulations.
6. Experience working in emergency or complex security environments required.
7. Knowledge of procurement and general office administration/management issues.
8. Ability to work in a complex environment and to lead and work with a multi-cultural team.
9. Computer literate in MS Office, internet, email.
10. Strong communications and analytical abilities.
11. Willingness to travel

Foreign Language Required: French and English

CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.