Operations Manager- National Position at Catholic Relief Services 83 views1 applications

Job Title : Operations Manager

Department : Field Office Operations

Band : 10

Reports To : Head of Office

Country/Location : Uganda/Yumbe

About CRS

Catholic Relief Services (CRS) carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners, people of all faiths and secular traditions who share our values and our commitment to serving those in need.

Job Summary:

The Operations Manager manages and coordinates the following field office operational functions – Logistics, Procurement, Administration, and Information and Communication Technology (ICT) – in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will promote stewardship of resources, help ensure principled compliance, proactively identify risk issues, and under supervision lead operational improvements.

Job Responsibilities:

• Coordinate operations capacity – systems, processes and staffing – that meet CRS’ standards, donor requirements, and local regulations and support high-quality programming. Collaborate with emergency coordinator to ensure appropriate project expenditures in line with financial plans and proper stewardship of material sources.
• Coordinate and monitor day-to-day field office operations to ensure support services are delivered with high-quality in an efficient manner. Identify and help address challenges that affect the proper stewardship and optimal utilization of program assets and resources (financial, human, and material).
• Effectively manage talent and supervise. Manage team dynamics and staff well-being. Provide coaching, strategically tailor individual development plans, and complete performance management for direct reports. Monitor and assess performance to ensure adequate capacity for successful support of high quality programming.
• Provide technical guidance of internal processes for approving expenses, monitoring spending, and making budget adjustments in line with operational and programmatic needs and with donor requirements.
• Contribute to effective staffing of field office needs and adherence to HR systems, policies and practices that support a high-performance culture, staff development and retention. Help assure quality personnel administration and a work environment that truly reflects the agency’s guiding principles.
• Coordinate compliance with agency and donor requirements and local laws and regulations through periodic systems checks, review and assessment of operations policies and procedures. Coordinate response to issues that emerge from internal and external audits and provide guidance to implement improvements.
• Help maintain the proper conditions for learning – a safe environment for the sharing of ideas, solutions, and difficulties and the capacity to detect, analyze and respond quickly to small deficiencies. Identify capacity strengthening needs and provide guidance for project teams and partners, which includes cross-departmental learning.

Scope: The position will directly supervise the Logistics, Procurement, Administration, and Information and Communication Technology staff.

Typical Background, Experience & Requirements:

Education and Experience

• Bachelor’s Degree in Business Administration, Finance, Accounting, or other relevant field. Masters would be a plus.
• Minimum of 3 years work experience in finance, human resources, logistics, or administration officer level position with progressive responsibilities. Experience with an NGO preferred.
• Understanding of financial systems, including budgeting and budget/expense analysis experience preferred. Knowledge of SunSystems and Vision accounting software or similar financial reporting software a plus.
• Knowledge of multiple public donors’ regulations, including USAID, a plus.
• Staff management experience and abilities that are conducive to a learning environment a plus.
• Proficient in MS Office package (Excel, Word, PowerPoint, Visio), Web Conferencing Applications, and information and budget management systems.

Personal Skills

• Good strategic, analytical, systems thinking, and problem-solving skills and ability to make sound judgment and decisions.
• Good relations management abilities. Ability to work collaboratively
• Ethical conduct in accordance with recognized professional and organizational codes of ethics
• Proactive, resourceful, solutions-oriented and results-oriented

Required/Desired Foreign Language

Travel Required (10%)

Key Working Relationships:

Supervisory:

Internal: Head of office, Emergency coordinator, Head of Operations, Yumbe-based operations staff, and Kampala-based operations staff.

External: Government of Uganda Office of the Prime Minister Department of Refugees (OPM), UNHCR, local/international NGO offices, other UN agencies, Centenary Bank.

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.

1. Serves with Integrity
2. Models Stewardship
3. Cultivates Constructive Relationships
4. Promotes Learning

Program Manager Competencies

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

1. Sets clear goals and manages toward them
2. Collaborates effectively with staff and stakeholders
3. Manages financial resources with integrity
4. Applies program quality standards to project design and organizational learning

Key Working Relationships

Internal: Chief of Party, DCOP for Operational Excellence, Head of Programs, Country Representative and DFSA team.

External: Local Caritas partners, technical partners, local government authorities, community volunteers, USAID and other donors.

Qualifications

1. Master’s Degree or equivalent experience in International Relations or Economics/Social Sciences or other relevant field.
2. Minimum of 15 years’ experience with CRS or other humanitarian agencies.
3. Minimum 10 years’ experience in a senior program management position that demonstrates mentoring staff to achieve programmatic excellence, experience in Uganda preferred.
4. Experience in establishing MEAL systems and conducting participative research of qualitative and quantitative nature.
5. Proven experience in food security and nutrition programming, particularly in the areas of health and nutrition, agricultural livelihoods, community-led savings and gender integration as well as community empowerment and community systems strengthening.
6. Demonstrated ability to strategically lead high quality technical staff and program managers.
7. Demonstrated analytic capacity and ability to write high quality reports
8. Excellent partnership skills and the ability to interact effectively with donors, collaborating agencies, local and government partners
9. Demonstrated experience in USAID relationship management, preferred experience with the Food for Peace, Feed the Future, or Vulnerable Populations Teams in the Local Mission.
10. Excellent organization and planning skills and ability to resolve problems constructively
11. Understanding of current best practices and challenges while coordinating to implement DFSA program strategies through a participatory approach
12. Computer literate, with strong knowledge of MS Office applications, spread sheets, database programs, and statistical software packages.
13. Flexibility, persistence, and ability to work well in a multi-sectoral and multi-cultural team
14. Ability to work in a challenging and stressful environment with unexpected challenges
15. Knowledge of USAID and USG grant rules and regulations, specifically relating to ADS 205 preferred.
16. Excellent written and oral communication skills in English required.

Agency-wide Competencies (for all CRS Staff):

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

• Trusting Relationships
• Professional Growth
• Partnership
• Accountability

Agency-Wide Competencies

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.

1. Serves with Integrity
2. Develops Constructive Relationships
3. Models Stewardship
4. Promotes Learning

How to apply:

Disclaimer Clause:

This job description is not an exhaustive list of skills, effort, duties and responsibilities associated with the position. CRS’ recruitment and selection procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation. “I understand that CRS takes all allegations of abuse and exploitation seriously. Abuse or exploitation of children or vulnerable adults is grounds for immediate dismissal.” Note: Please submit cover letter, CV and three work references (names and contact information only) to [email protected] by October 20th, 2017.

Only selected candidates that meet the requirements will be notified. EOE/M/F/D/V**