Operations Coordinator at Center for Victims of Torture (CVT)

Job Summary: The OC (Operations Coordinator) is responsible for supporting, coordinating and supervising timely and high -quality program implementation, with specific focus in ensuring effective functionality of all the support functions of the program.

The OC (Operations Coordinator) provides leadership, direction and management for the CVT operations in Nairobi and assists the Field Coordinators (Dadaab and Kakuma) in the day-to-day coordination and management ensuring adherence to agreed work plans, reporting schedules as well as full compliance to CVT policies in the areas of Finance, HR ,logistics and security.

Under the direction and support of the Country Director (CD), The Operations Coordinator (OC) will be responsible for:

Country Level:

Senior Leadership

• The OC deputizes CD when absent.
• The OC is responsible, under the direction of the CD, for maintaining country-wide policies (HR, finances, Logistics and security) in coordination with the Dadaab and Kakuma Field Coordinators and the Country Office Support Team to ensure CVT policies are relevant and adapted to the context.
• The OC works closely with the Country Director and Field Coordinators in Dadaab and Kakuma to ensure that strong partnership working is developed and maintained between Support and Clinical staff.
• The OC supports and advises the Country Director when taking key decisions – Country level.

Nairobi Project Level:

Coordination and Representation

• The OC ensures coordination, management and implementation of CVT’s Mental Health and Physiotherapy programs in the Nairobi Project in adherence to all CVT and donors policies.
• The OC provides general support, guidance and serves as the focal point during project and strategic planning, grant proposal writing and reporting.
• The OC represents the organization at the regional/county level including meetings with donors, humanitarian actors, local authorities, community leaders, donors, protocol meetings, security meetings as well as sectorial meetings. This might include any other meeting or event deemed necessary by the CD.

Project Management

• The OC oversees project implementation and day-to-day operations in Nairobi project, including management of clinical and support staff and security of CVT staff and premises in Nairobi.
• The OC directly supervises heads of department in the Nairobi project, including co-supervision of lead clinical staff along with headquarters-based Clinical Advisors.
• The OC ensures that deadlines for monthly and quarterly Project Reports are met, including the direct supervision of the Senior M&E Officer.
• The OC ensures compliance with CVT procedures/polices and donor regulations applicable to the project with regards to clinical program, security, Human Resource, Logistics, Finance and Administration.

Budget and Financial Management

• The OC is responsible for overseeing the management of Nairobi project Finances including the direct supervision of the Finance Controller and ensuring adherence to the CVT finance Policy and budget.
• The OC oversees the preparation of the Nairobi financial reports on monthly basis and deadlines are met.
• The OC provides direction in budgetary planning processes and prioritize activities for the finance department in Nairobi.

Logistics Management

• The OC oversees the logistics in the Nairobi project and directly supervises the Logistics Officer.
• The OC ensures the proper setup, maintenance and running of all CVT premises in Nairobi (office and clinics)
• The OC ensures a proper functioning of the procurement and delivery of program supplies.
• The OC ensures the organization, planning and maintenance of the vehicles fleet and all equipment in Nairobi, including the overseeing of the inventory, registration, insurance and use of CVT assets in Nairobi.

Management of Personnel and Human Resource Functions

• The OC oversees the management of the human resources in the Nairobi Office in accordance to the CVT policies and Kenya Labor Laws and directly supervises the HR/Admin Officer.
• The OC provides leadership support to staff and promotes the best human resource practices.
• The OC ensures project staffs observe organization policies, guidelines and work procedures and apply key principles of transparency, accountability and good stewardship.
• The OC oversees an effective and appropriate staff recruitment, induction and appraisal and development practices at all levels to ensure an optimum utilization and development of the team in Nairobi.
• The OC oversees staff development plans through training, coaching and mentoring.
• The OC establishes and maintains regular communication with all Nairobi staffs and discuss operational and management issues.

Security Management

• The OC is a member of the CVT Kenya Security Management Team.
• The OC manages and ensures the security and safety of the staff, premises, materials and assets in the Nairobi Project.
• The OC monitors the political, economic, environmental and social context in the area of operations.
• The OC consults with the CD on decisions regarding security issues, attending all security related meetings.

Education: Relevant degree in Business Management or Related area, or Diploma with relevant Previous Professional experience in managing similar responsibilities.

Experiences:

• At least 10 years of professional experience in humanitarian contexts
• At least 10 years of experience in senior management in the NGO sector.
• Experience working in a multicultural environment and engaging with traumatized and/or vulnerable populations.
• Experience establishing security and safety protocols and managing staff in insecure environments
• Previous experience in the region preferred
• Previous experience with CVT preferred

Competencies:

• Excellent oral and written English and Ki-Swahili languages skills, including the ability to quickly synthesize complex technical and programmatic issues into concise communications.
• Good understanding of proposal development and donors’ guidelines
• Strong computer skills (use of MS Word, Excel, Outlook and other relevant software).

Personal Qualities:

• Strong leadership and organizational skills & Strong supervisory skills.
• Excellent skills in managing people and programs
• Strong ethics and integrity, as well as an understanding of and compassion for the needs of refugees and survivors of trauma
• Autonomous and able to adjust to shifting priorities
• Extremely rigorous and precise, attention to details
• Strong sense of diplomacy
• Able to work collaboratively in a team
• Strong interpersonal and intercultural skills
• Practical and problem solver
• Ability to summarize, share and consolidate information

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.