Operations Director at Concern Worldwide

Job Purpose:

• As a member of the Country Management Team, you will contribute to the development and management of the overall country programme, ensuring effective and efficient operations to support programme implementation in both a development and humanitarian context. You will have specific responsibility for coordinating and managing the support functions of Administration, HR, ICT, Security and Logistics including Procurement, Stores and Transport. You will represent Concern with relevant external stakeholders, as necessary.

Main Duties and Responsibilities:

Providing strategic leadership as part of the Country Management Team:

• Participate in the management of the country programme’s strategic issues through involvement in decision making
• Participate in the implementation of Concern Kenya’s Country Strategic Plan in collaboration with relevant staff and third parties, as necessary
• In conjunction with the Country Director and Country Financial Controller, to set, manage and monitor the Operations budgets for the support functions
• Ensure compliance with national legislation, donor requirements and Concern’s global policies and procedures while ensuring that accountability and transparency are upheld in all processes
• Ensure that all work is carried out in line with organizational policies, including safeguarding and protection; the Core Humanitarian Standards; and equality, diversity and inclusion.
• Demonstrate leadership on workplace equality, diversity and inclusion and to role model a positive safeguarding ethos

Management of Operations/Support Functions:

Human Resources:

• Ensure Human Resource policy and procedures are in place and kept up to date, incorporating best HR practice, in line with Concern Worldwide organizational policy and relevant labour legislation.
• Lead the country team in developing and rolling out the approved Human Resources Manual.
• Advise the Country Management Team on strategic HR issues and risks, taking the lead on key HR initiatives.
• Ensure that HR procedures, including recruitment and performance management are complied with by all staff and that managers receive the training and support that they need to manage their teams.
• Ensure that a training and development strategy and annual plan are developed.
• Uphold organizational values and comply with the Code of Conduct and Associated Policies.
• Promote an attractive working environment based on equality, caring attitudes and integrity, where staff feel safe, valued and respected.

Information Technology:

• Ensure Concern’s IT policy and procedures are understood and adhered to by all staff.
• Ensure provision of effective IT support, enabling the smooth operation of IT systems and management of information (including servers, encryption, back-up and protection mechanisms).
• Develop staff IT capacity, skills and confidence in using standard software packages.

Administration:

• Oversee the maintenance and running of Concern’s premises (offices, residences), ensuring that adequate supplies, staffing and support systems are in place and to the highest possible standards
• Oversee sustainable waste management practices within the organisation, seeking opportunities to reduce, reuse and recycle.
• Ensure that leases for all premises are pro-actively managed.
• Ensure that all premises meet acceptable health and safety standards.
• Ensure that annual Occupational Safety and Health audit is carried out and that any identified issues are rectified.

Security:

• In conjunction with the Country Director, take overall responsibility for the security of Concern Kenya’s employees, premises and assets.
• Liaise with relevant external bodies to keep abreast of current affairs in order to maintain an awareness of economic, political, humanitarian and security developments.
• Ensure that regular security meetings are held in all locations.
• Ensure that the Security Management Plan is regularly updated.

Logistics:

• Ensure that logistics systems including procurement, transportation, warehouse storage, control of and reporting on the use of supplies are carried out in accordance with Concern and donor procedures.
• In collaboration with Programmes Director, ensure the timely delivery of procurement plans
• Ensure that logistics systems are reviewed on a regular basis to ensure their efficiency and alignment with the needs of the Country strategy.
• Ensure the regular review of approved supplier and pre-qualification processes to ensure continued provision of high quality services and supplies, guided by Concern policies and procedures.
• Implement effective and efficient fleet management controls and procedures and monitor these on an on-going basis.

Financial Management:

• Ensure that annual support cost budgets and budget revisions re complete, realistic and comply with relevant Concern and donor requirements.
• Support the programme team in the preparation of proposals, ensuring that proposal include realistic support costs.
• Manage and monitor the support systems budgets and expenditures for Administration, Transport and International Staff.
• Advise on securing value for money and quality services and goods for Concern Kenya

People Management:

• Manage senior Operations Department staff, contributing to their capacity building and career development.
• Ensure that work within the team 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

Other Duties

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Participating and contributing towards Concern’s emergency response, as and when necessary
• Comply with Concern’s health, safety and security guidelines during emergencies
• Take all possible measure to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Minimum Education, Qualifications & Experience Required:

• Master’s degree in a relevant field – Business Administration, Human Resources, Supply Chain Management or other relevant discipline
• At least ten years’ progressive relevant experience, with at least five years in a similar position
• At least seven years’ budget and team management experience with an INGO
• Experience of donor rules and regulations
• Experience of both development and emergency contexts
• Strong financial management skills

Preference will be given to candidates who have:

• Proven strong management skills
• Proven experience in security management
• Excellent organizational and planning skills
• Strong problem solving and analytical skills
• Willingness to travel to remote rural locations
• Demonstrate experience of training and capacity building
• Ability to work under pressure with numerous deadlines and priorities
• Ability to work on own initiative
• High integrity and demonstrated ability to follow standards and policies

Competencies required:

• Good communication skills and can work well with others
• Deliver results
• Leadership skills
• Creative and innovative and open minded to changes