Deputy Director, Operations

Job Description

The International Rescue Committee responds to theworld?s worst humanitarian crisesand helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance torefugees forced to flee from war or disaster. At work today in more than40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the wayfrom harm to home.CONTEXTUAL BACKGROUNDAcross northern Jordan, IRC assists Syrian refugees and Jordanian host communities in achieving improvements in economic wellbeing, health, and safety. IRC operates in Amman, Mafraq, Zarqa and Irbid governorates, with offices in Amman and Mafraq; programming includes women?s protection and empowerment, livelihoods, and primary and reproductive health care. IRC also operates specialized child protection programs for unaccompanied and separated children in the country?s two largest Syrian refugee camps, Za?atari and Azraq. IRC Jordan?s portfolio is currently approximately $25 million.SCOPEThe Deputy Director, Operations(DDO)plays a key role in the overall leadership and management of the IRC Jordan program. The day to day portfolio will include direct supervision of the operations teamsincluding Supply Chain, Cash Unit and support to field level management, working with the Finance department and the Country Director (CD) on overall financial management. Secondary responsibilities will include working with the CD and program teams to ensure quality program support services according to IRC principles and donor guidelines and that these services are completed in a timely manner and within budget.Reporting to the Country Director and serving as member of the Senior Management Team (SMT), the Deputy Director, Operations is expected to contribute to organizational strategic thinking, planning, and overall coordination efforts.This position has close working relations with the Finance Controller, Deputy Director Programs, Grants Coordinator as well as other program and region-based staff.RESPONSIBILITIESStaff Management, Learning & Development

• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting quarterly performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, at least bi-weekly.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• Promote and monitor staff care, well-being and self-care; approve and manage all time, attendance and leave requests to ensure adequate departmental coverage.
• Offer leadership support for successful adherence by staff to IRC?s country and Global HR Operating Policies and Procedures.

Shared Services Unit (SSU)

• Directly line manage the SSU Coordinator to ensure efficient and effective management and planning of support functions for the Middle East SSU based in Amman.
• Work with all SSU stakeholders to ensure administration, IT, facilities management, travel and fleet management support functions work effectively and efficiently for the end users in the Jordan, Syria and Regional programs.

Supply Chain

• Ensuring that the Supply Chain team meets the needs of the programs in a timely manner and does so in accordance with IRC policies and procedures,
• Direct supervision of the Supply Chain Coordinator and oversight of all Supply Chain staff,
• Verify that Supply Chain policies and procedures are documented, disseminated and consistently applied across the country program.
• Ensure that compliance monitoring processes are developed and effectively implemented.
• Assist the Supply Chain staff in developing and managing appropriate coordination mechanisms to ensure that all operational units are interacting well with each other, as well as with the Regional Unit, Global Supply Chain (GSC), the Country Office, across different field sites, and other IRC support entities.
• Assist supply chain staff in partnering effectively and cooperatively with other units to improve planning and resource utilization. Work with program staff to ensure procurement planning and identification of operational support needs.
• Ensure full proactive involvement of key processes with the finance department including Budget Versus Actual (BVA) report input and necessary information for operational budget accuracy.
• In collaboration with the Finance Controller and CD, ensure systems are streamlined between HR, Administration, Supply Chain, Finance and Programs.
• Provide input including operational risk analysis and recommendations to the Country Director and Finance Controller related to operations spending and effectiveness of in-country reporting and planning systems.
• Ensure designated SC staff are trained and able to support partners as part of IRC?s partnership system (PEERS)

Field operations

• Work with field management teams in North of Jordan and in east Amman to ensure smooth running of operations in both areas of responsibility
• Provide daily support (via daily calls, and at least 1 visit per week) to the Field Manager based in field offices, ensuring that program operation departments are managing workload in a timely manner;
• Review the workload/priorities for the field operations team on a weekly bases (during the field visit), in order to ensure that priorities are met and resources are available to meet these priorities.
• Provide guidance and support to ensure that program needs are met and delivered in a timely manner
• Provide support to all field and program teams to ensure all field offices are functioning efficiently and transparently and in compliance with IRC procurement guidelines.

Cash Unit

• Provide support and supervision to the Cash Unit Manager to ensure smooth day to day running of operation
• Ensure that cash unit?s CROPs are up to date and are being properly followed
• Ensure that Cash Unit?s response time is in line with set targets
• Provide support to Cash Unit Manager to ensure reconciliations are done in due time
• Work with DDP to ensure program support and response to cash unit activities
• Work with Cash Technical Unit to enhance the work of Cash Unit and build capacity of Cash Unit staff

Programs Support, Strategy and Business Development

• Work with CD and DDs to identify opportunities for program expansion and support development of funding proposals.
• Work with the CD and DDs on the Country Program Strategic Planning process.
• Attend Project Cycle Meetings to ensure operational input and response during project implementation
• Provide added support to program coordinators as required.
• Ensure all new proposals have received thorough Operations review and appropriate operations platform is maintained

Key Working RelationshipsPosition Reports to:Country DirectorPosition directly supervises:Supply Chain Coordinator, Shared Services Unit Coordinator, Cash Unit Manager, senior field managersOther Internal and/or external contacts:DD Programs, Financial Controller, Regional HR Director, Regional Security, Regional Supply Chain Director, Program Coordinators, Grants Coordinator, SSU teamUpdate

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