Deputy Director of Operations at International Rescue Committee (IRC)

Description

BACKGROUND:
Founded in 1933, the International Rescue Committee is a prominent international organization working in relief, rehabilitation, protection, post-conflict development, resettlement services and advocacy for those uprooted or affected by violent conflict and oppression.

IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state.In early 2014, IRC opened a field office in Mubi town of Adamawa state in NE Nigeria.IRC has ECHO, OFDA, and Gates funds to respond to health, nutrition, GBV, and WASH activities.In September 2014, IRC received additional funds to carry out emergency food distributions, shelter support, and NFI distributions to newly displaced IDPs in Yola, the capital of Adamawa state.IRC also received funds to carry out a child protection rapid assessment and program start up activities.IRC is now preparing for an October 2015 opening in Maiduguri, the capital of Borno state, where program activities will include WASH, health, nutrition, and protection-related work.

SCOPE OF WORK:
The Deputy Director of Operations (DDO) plays a key role in the overall leadership and management of the IRC Nigeria country office and is a member of the senior management team. The DDO’s day-to-day responsibilities will include direct supervision of and/or support to the operations teams including Supply Chain, Administration, Information Technology, and Safety & Security, and Field 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. 

The position will be based in Yola, the state capital of Adamawa, but will require frequent travel to all of IRC’s field offices.The time estimate will be approximately as follows:Maiduguri – 35%, Mubi – 20% and Abuja – 5%, but this will depend on the priorities and competing needs of the various field offices.During Borno state startup, the DDO will likely need to focus particular emphasis on that office to ensure all operational systems are in place and well-functioning. S/He will work closely with the Adamawa and Borno state Field Coordinators, Senior Program Coordinator (SPC), and various operations support staff as well as the CD and, when required, the RSSA. The DDO works closely with other senior management in the field and Abuja to ensure effective communication and coordination.The DDO will report directly to the CD.

RESPONSIBILITIES

Field Operations Management

• Directly supervise and coordinate the managers of the support departments (Logs, Admin. and HR) across all IRC Nigeria field offices including Abuja, Yola, Mubi, and Maiduguri
• Ensure and facilitate efficient and effective coordination between the various operations departments and programs 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, Review, and Closing meetings to incorporate operations planning into overall project planning and evaluation

Supply Chain and IT

• Supervise the supply chain staff in all field offices (procurement, fleet management, transport, IT) and provide direction to the logistics officers
• 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 various field offices to monitor logistics functions.
• Review, update, and 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
• Supervise IT staff to ensure effective IT support is available to all staff
• Verify that information technology policies and procedures are documented, disseminated and consistently applied across the country program at all sites

Human Resources and Administration

• Supervise and provide direction to HR/Admin Manager and Officers in all field offices
• 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 HR initiatives are correctly and timely implemented.
• 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

Strategic Planning

• Participate in the finalization of the strategic action plan (SAP) for IRC Nigeria Country Office (CO)
• Develop an operations plan to support the program activities and the scale up programming once SAP is validated and operational

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 INGOs 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 yearsexperience 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 DDO 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.There are two shared guesthouses in Yola with similar accommodation available in the other field offices.