Director, Operations at MSI Reproductive Choices

The Role

• The Director, Operations is a key member of the Programme Operations Team and will work closely with Regional Managers, project team, Security and Fleet managers as well as other units to achieve MSIN objectives.
• S/he is responsible for supporting the delivery of strategies targeted to field operations implementation of MSIN’s channel objectives in all the regions, drawing support from the Deputy Country Director.
• She/he supports the Programme Operations Director in directing the operational activities of the organisation to ensure effective implementation, continual improvement, and strengthening of MSIN’s service delivery channels and regions. These include security management, donor project implementation, relationship management, partnership management with partner institutions, procurement, fleet management, and coordination for the MSIN field implementation team members.
• Reporting to the Deputy Country Director, the holder will be responsible for achieving the operation’s productivity growth and effective management.
• He/she supports the coordination, preparation, and execution of field operating budgets and work plans; ensures that financial, administrative, and logistical resources to the field programme operations team adhere to MSIN minimum standards; and assures quality operations in line with annual and long-term strategic goals and objectives.

Key Responsibilities
Field Operations Coordination:

• Support regional and state teams in the development of annual and quarterly budgets and financial performance targets and monitoring budget management and performance including determining and managing risk to programme
• Ensure equitable distribution of resources according to the workplans and resource needs of all MSIN’s regions.
• Monitor progress of field activities and make adjustments as necessary to ensure successful completion of set objectives, working with and through the regional managers in the assigned region. This will include managing the regional managers’ performance on delegated responsibility with periodic feedback as necessary
• In coordination with HR, Finance, Procurement & Logistics team
  • Coordinate support of field logistics to operations team, ensuring that systems, including ordering, transportation, delivery, storage, and control and reporting on the use of program, projects, and team supplies, are in accordance with MSIN policies
  • Work with regional teams to implement an effective system for the supply of commodities to match client demands while ensuring all regional staff have adequate working tools to aid delivery of objectives.
• Support the Director Programme Operations in ensuring that all relevant regional team members are trained in all aspects of compliance with donor rules and regulations and related MSIN standards and policies
• Set up new teams and/or regions; leading in launching new offices and supporting them to grow to high productivity and efficiency.
• Work closely with field operations team members in taking a strategic, forward-looking role in establishing MSIN future programme direction, with particularly focusing on driving MSIN programme towards sustainability, and ensuring the organisation plays a leading role in improving health demographics in Nigeria
• Work with RMs to draft and implement field operations workplans in consultation and coordination with other departments, including overseeing field operations budget management, reviews and approvals in assigned regions
• Ensure clear, timely communication between all departments on all aspects of regional programme implementation and management

Fleet and Logistics Management:

• Provide leadership and oversight of the Fleet and Logistics unit in the assigned regions to ensure operational efficiency.
• Collate monthly fleet data drilling down of all vehicles in fleet for informed decision-making.
• Monitor and review monthly fuel consumption via MY TOTAL PLATFORM.
• Conduct quarterly fleet assessments and recommend improvements.
• Coordinate managing the distribution of commodities, consumables, and other goods across the assigned region.
• Lead in working with HR Business partner to manage outsourced driver arrangements and monitor performance.
• Promote the use of the organisation’s approved software as a primary tool for managing fleet and reduce duplication of effort.

Advocacy and Stakeholder Management:

• Support the regional managers in the formation of effective partnerships within the development arena to increase the status and level of recognition for MSIN’s work and to influence policy, practice and grant making decisions of donors and the NGO sector in assigned region.
• Ensure visibility and raise the profile of MSIN among key stakeholders, including selected donors partners, by organizing and attending meetings and maintaining professional relationships with strategically placed individuals within target institutions for smooth regional operations and overall MSIN programme success
• Create and support opportunities to highlight MSIN policy messages and technical expertise to a wider audience through media channels and special events, linking with communications and clinical teams as required
• Build strong relationships with key policy makers and cooperating partners in order to influence policy change and place MSIN in a strong position
• Work with the external engagement unit to regularly take stock of the external environment through external stakeholder assessments and evaluations and allowing the results to help guide MSIN’s strategic and external relations plans
• Support the regional teams in leveraging on relationships with influential people to the benefit of the region and country programme, such as in recognition or funding.

Security and Risk Coordination and Management:

• Oversee the activities of Risk and security advisor in reviewing and providing timely update on country and regional threat level and risk assessment.
• Ensure standard operating procedures comply with MSIN’s regional operations within his/her duty station. Make contingency plans and special situation reports to the Line Manager/ Security & Risk Advisor.
• Ensure high level of procedural security is in place and operational in SO and all the region’s offices including access control visitor protocols, keys and guard’s management.

Reporting, Monitoring and Evaluation:

• Collate monthly, quarterly and annual Operations reports flowing from each regional/state reports
• Produce operations monthly factsheet and quarterly MSIN Newsletter;
• Manage and report periodically on the field implementation of MSIN annual work-plan among others.
• Work with the Operations Director to ensure operations data management alignment with field strategy, agreement on annual targets and inclusion of data collection and analysis activities in the work plan
• Work with RMs to ensure at least one human interest story or success story are produced monthly. This must be well documented and presented as part of quarterly reports
• Produce progress reports for the Line Manager for assigned regions on a regular basis

Leadership:

• As a senior member of the operations team, demonstrate a strong commitment to MSIN’s mission and goals and encourage a similar commitment from all team members
• Link, train and harmonise different departments of the organisation to work efficiently together in order to meet field operations requirements as well as achieve MSIN goals
• Ensure that a high level of communication is maintained with other MSIN departments, as well as with external partners and MSI
• Encourage a positive culture, work environment and attitude among all team members
• From time to time represent the organisation at meetings, workshops, press conferences, or other forums.

Qualification, Experiences & Skills

• Master's Degree in Management, Administration, Health Science, Social Science, or International Development Management;
• Fluent in both oral and written English
• Over 10 years post NYSC experience in INGO managing programmes, operations and field support
• Experience in a senior management role of a medium to large organisation, with a proven track record of leading and motivating dynamic teams in developing countries
• Significant experience in managing donor -funded, health related projects, including technical and financial management and compliance (USAID, EC, and DFID experience valued)
• Thorough understanding of health interventions and approaches in developing country setting.
• Proven track record in external relations, fundraising and communication
• Sound knowledge of family planning, reproductive and maternal health an advantage
• Excellent leadership skills; with the ability to motivate others to exceed expectations and to up skill other managers to reflect the same behaviours
• Conflict management, negotiation and resolution skills and experience
• Strong management skills; able to manage performance effectively and support others during times of change
• Ability to influence and communicate with stakeholders, both internal and external
• Strong analytical skills – the ability to accurately interpret data both financial and statistical and take relevant actions
• Track record of delivering quality results and impact in previous roles
• Adaptable during times of change and ambiguity and able to quickly gain the cooperation of other departments and external parties.