Operations Director 293 views1 applications

The Operations Director will work closely with the Country Director to provide overall leadership,
management and strategic vision to the implementation of JAMSA’s humanitarian portfolio,
supported by various in-country donors. S/he supports the management of all managers as well as
the Technical Advisors, providing strong leadership and ensuring proper coordination in order to
operate effectively and deliver on the intended impact.

The Operations Director serves as a strong team leader for JAMSA programs, represents the
interests of the agency and partners, and ensures all parties are working effectively and efficiently.
S/he is detail oriented and has excellent planning and strategic thinking skills. S/he will also be
experienced in networking and donor representation. S/he will be an effective communicator with
exceptional team building and coordination skills. The Operations Director will participate in
providing strategic leadership to its direct reports, coordinate the delivery of inclusive high-quality
programming and reporting, and overview the relationship with current and future primary donors.
S/he will be the first program representative to donors, coordination system, relevant government
entities, partners, other implementers and external stakeholders. S/he will also support the Country
Director and Programs Manager in the identification of new funding opportunities, as well as
proposal design and development.

DUTIES AND RESPONSIBILITIES

Program Management & Reporting (40%)

Liaise with various stakeholders to ensure timely award and donor amendment processing

Support the program, finance and operations teams throughout the entire donor/project lifecycle. This includes:

• Ensure program involvement throughout budget development
• Work with the Program Manager and relevant CDO’s to support mobilization of
• projects prior to award signature
• Support recruitment and procurement planning with program teams during
• mobilization and regular project reviews
• Support the facilitation of status meetings with donos, quarterly project review
• meetings, and project close out meetings in collaboration with the Finance Manager and Program Manager
• Coordinate the development of agreements and any subsequent modifications;
• Lead, follow up, and coordinate the timely close out of project contracts
• Work closely with the program, M&E and finance teams to develop standard reporting
• templates, and a reporting calendar for all report submissions (establishing clear internal and external deadlines)
• Share email reminders each month with reporting templates that will support improved narrative and logframe reporting and timely project submissions
• Maintain knowledge of project agreement language and regulations, serving as a knowledge resource on assigned projects and escalating questions where needed.
• Raise compliance issues proactively with the Finance and Programs Manager, and Country Director.
• Must possess strong communication skills and should be confident meeting and engaging with donors along with the Program Manager and Technical Leads
• Keep internal project tracker updated with all relevant milestones, the status of amendments and/or extensions, and ensure essential documents are uploaded properly.
• Support the back up of important program documentation to internal server for JAMSA Programs. This includes review session meeting notes, spend down plans and work plans
• for all projects, and other project documentation.

Program Development (30%)

• Support the development of high quality proposals and budgets that are relevant and includ input from key stakeholders (finance, operations, programs, partners, etc.). This may include leading needs assessments, compiling/editing of the technical narrative,
• incorporating feedback from a variety of stakeholders, writing budget narratives, drafting of
• required annexes, etc.
• Conduct field brainstorming meetings (e.g. co-facilitate program design and lessons learned meetings) and synthesize informational for technical proposals, competitive positioning, and strategic decision-making
• Conduct regular donor mapping as needed, collating cross-sector information management and drafting funding requests in coordination with the Program Manager.

Communication (10%)

• Participate in sector/cluster working groups in collaboration with technical program leads as needed.
• Develop capacity statements to facilitate regular donor communication and updates. This includes consolidated monthly “Country Updates” and grant/project/donor specific updates as needed.
• Ensure efficient and effective information management and communication on projects This includes updating colleagues on amendment processes, and communicating internall with Finance/Operations/Programs to ensure all stakeholders know where each project stands.
• Participate in organizational level coordination and coordination calls Lead and facilitate the organization’s visibility activities in collaboration with field area offices and project managers
• Maintain effective and professional communication with key stakeholders, partners and other organizations

Support to Country Director (20%)

• Ensure current operational policies and procedures are implemented across the Program
• Ensure compliance with key policies and procedures
• Explore specific system requirements and coordinate implementation of such system within time and budget.
• Review, recommend and implement changes to workflow processes across and within different units of Operations team to increase speed, efficiency and value for money.
• Immediate stand-in in the absence of the CD.

REQUIREMENTS

• BA/S or equivalent experience in international development, management, humanitarian response or other relevant field; MA/S preferred.
• At least 5 years of international relief and development program management experience,with progressively greater responsibility.
• At least 3 years in a senior management role is required with experience in managing humanitarian assistance projects in developing countries.
• Combination of direct and remote management experience preferred.
• Demonstrated ability to build and maintain relationships with governments, donors, other donor- funded projects and stakeholders, local organizations, and partners.
• Experience managing programmatic and financial reporting requirements. Experience with donor rules, regulations and requirements is preferred.
• Excellent verbal and written communication skills in English required.
• Demonstrated flexibility and creativity in planning and problem solving.
• Effective verbal and written communication, multi-tasking, organizational and prioritization skills.
• Strong computer literacy with a full knowledge of office applications.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.