Operations Coordinator at International Rescue Committee (IRC)

SCOPE OF WORK:

The Operations Coordinator is responsible for overseeing all operational support departments (Logistics, Administration, HR, and Security) for IRC in Nigeria.  The Operations Coordinator’s primary duties are to assure effective and efficient support services to IRC’s programs and ensure that IRC and other applicable procedures and regulations are respected.

The position will be based in Yola, the state capital of Adamawa, but may require some travel. S/He will work closely with the Field Coordinator and various operations support staff as well as the CD and, when required, the RSSA.   The Operations Coordinator works closely with other senior management in Yola and Abuja ensure effective communication and coordination.  The Operations Coordinator reports directly to the Field Coordinator. 

RESPONSIBILITIES:

Operations Management

• Directly supervise and coordinate the managers of the support departments (Logs, Admin. and HR)
• Ensure and facilitate efficient and effective coordination between the various departments to ensure a results-oriented approach
• Implement, document and ensure that all IRC operations (administrative, HR, logistics, and security) procedures are applied at all times by all staff and propose/develop improvements when required, in close cooperation with the Program Sector Coordinators, field based logisticians, HR/Admin department staff, and the CD 
• Promote continuous training and mentoring to operations staff including identification of capacity building opportunities 
• Participate in weekly, quarterly, and other coordination meetings as scheduled
• Participate in Grant Opening and Closing meetings to incorporate operations planning into overall project planning and evaluation  Ensure and facilitate efficient and effective coordination between the various departments to ensure a results-oriented approach
• Implement, document and ensure that all IRC operations (administrative, HR, logistics, and security) procedures are applied at all times by all staff and propose/develop improvements when required, in close cooperation with the Area Program Coordinators, field based logisticians, HR/Admin department staff, and the CD 
• Promote continuous training and mentoring to operations staff including identification of capacity building opportunities 
• Participate in weekly, quarterly, and other coordination meetings as scheduled
• Participate in Grant Opening and Closing meetings to incorporate operations planning into overall project planning and evaluation

Logistics and IT

• Supervise the logistics staff in Yola and Abuja (procurement, fleet management, transport, IT) and provide direction to the logistics officers in Yola  
• Ensure that all procurement is done according to IRC guidelines (and donor requirements where necessary).
• Conduct spot checks to ensure compliance with IRC guidelines (inventory control, fuel usage, procurement, warehouse control, etc.)
• Ensure that all reporting for the logistics department is completed accurately and in a timely fashion; where necessary, train national staff to produce high quality reporting.
• Ensure that all IRC logistics procedures are correctly followed by all staff and propose/develop improvements when required.
• Make regular trips to the field sites to monitor logistics functions.
• Enforce the SOPs as they relate to the role of the logistics department.
• Ensure proper and sufficient equipment is in place and well maintained for smooth functioning of IRC IT department and maximum preservation of assets

Human Resources and Administration

• Supervise and provide direction to HR/Admin officers in Yola  
• Ensure that all administrative requirements and documentation are updated and respected (INGO registration, SS taxes, expatriate and office housing contracts, etc)
• Ensure that all HR procedures (recruitment process, contracts, new staff orientation, evaluations of performance) are done according to IRC guidelines (and donor requirements where necessary) and in complete transparency
• Ensure that all reporting for the HR/Admin department is completed accurately and in a timely fashion; where necessary
•  Provide intensive training and mentoring to national staff to increase capacity
• Ensure that all IRC HR/Admin procedures are correctly followed by all staff and propose/develop improvements when required.
• Ensure Abuja-based HR/Admin department makes regular trips to the field sites to monitor HR/Admin functions and support field based staff
• Enforce the SOPs as they relate to the role of the HR/Admin department.

Security

• Assume overall responsibility for the security and safety of program staff and assets.
• Promote the development of a security culture and exchange within the entire team
• Develop and continually update written security procedures and protocols.
• Train staff where necessary in safety and security procedures and protocols
• Liaise with international agencies (INGOs and UN) on security matters when required
• With RSSA support, Design/conduct training on best safety and security practices
• Make and maintain contact with security focal points at the national and local level to ensure steady exchange of updates around security in country
• Build security network with local stakeholders
• Ensure timely and quality reporting of incidents including lessons learned and corrective measures implemented
• Ensure timely security reporting to CD and RSSA

Representation

• Establish a good rapport with local and national level administrative, labor, customs, immigration, and other officials to ensure that IRC projects conform to local laws and customs and to minimize bureaucratic restraints on project implementation.
• Establish good rapport with other INGO’s and humanitarian actors
• Attend all meetings organized to discuss security, logistical, and administrative issues impacting IRC operations on the ground

Requirements

• Masters degree required (management-related or general operations preferred);
• Minimum of 5 years experience managing operations and/or projects in developing countries, preferably in Africa;
• Demonstrated ability to manage field staff and remote field offices;
• Experience in logistics, HR/Admin, and security management
• Experience having managed operations (including security)  in conflict-impacted setting
• Excellent cross-cultural communication skills
• Excellent staff capacity building and training skills
• Strong problem-solving, analytical and decision-making skills;
• Strong computer skills;
• Flexibility, ability to work independently and meet deadlines

Specific Security Situation/Housing

Yola is security phase 3 (ORANGE) so the Ops Coordinator will be expected to respect the various security protocols in place in country.  Phase 3 requires clear contingency planning in place with staff prepared should hibernation or evacuation be called.  A government curfew exists and remains 9pm to 6am, meaning expatriate staff have to be at the hotel/guesthouse in Yola no later than 8:30pm.

Communications: The Ops Coordinator will travel with a thuraya phone when going to outside the state capital, Yola, and will be provided at least two local mobile phone SIM cards and internet modem upon arrival in country.