Latest Job Opportunity at Catholic Relief Services (CRS)

Reference Code: #1869584
Location: Maiduguri

Job Summary

• The Head of Operations (HoOp/NE) primary function is to provide leadership and oversight of the operational support departments in northeast Nigeria including Human Resources, Facilities and Fleet, Finance, Supply Chain Management, and general administration.
• The HoOps/NE ensures that programs are supported to effectively meet articulated needs, manage risk, and increase efficiency.
• The HoOps/NE ensures that all offices have corresponding systems in place and that applicable CRS and donor policies are consistently applied.
• The HoOps/NE leads and oversees activities to strengthen the capacities of partners in these same functions.
• The HoOps/NE is a senior member of CRS NE Nigeria team and will play a key role in n all senior management decisions and initiatives relating to the NE, and will therefore be well placed to deputize for the Emergency Director as appropriate.

Responsibilities
Leadership:

• As a member of the North East senior management team, work with senior colleagues to coordinate efforts with the aim of best serving program participants.
• Incorporate Operations issues into emergency response program strategic planning process. Assess and advocate for needed investments in Operations capacity.
• Serve as officer in charge of during absence of Emergency Director if requested.
• Attend relevant interagency, sector coordination, and representational meetings as required. Network with equivalent staff in colleague organizations.
• Work with technical leads to improve Operations capacity, including systems and staffing.
• Oversee Operations functions in NE field offices by indirectly supervising operations technical leads and conducting regular visits to these offices.
• Actively participate in regional OpEx events (i.e. monthly calls, annual 3D meeting, etc.).
• Engage the operations team in proposal development, ensuring collaboration with the program department that ensures optimal application of operational items, like: staffing, goods/services, office space, etc.

Functional Management to Increase Effectiveness
(Inclusion of all functional areas here is fundamental to the position.)
Human Resource:

• Supervise the HR Manager in strategic management of human resources, including talent mapping, succession planning and career development. Communicate priorities and guide him/her to ensure alignment of efforts.
• Ensure that the program is adequately staffed to meet the needs per the direction of the Emergency Director. Ensure that recruitment processes and procedures respect CRS standards and policies.
• Ensure implementation and continuation of performance management and staff development system.
• Ensure the creation of an environment of care and comfort for all staff.
• Ensure the integrity (accuracy, security) of information from HR information systems (e.g. NED) .

Finance:

• Supervise the Finance Manager in the strategic management of financial resources. Communicate NE priorities and guide him/her to ensure alignment of efforts.
• Engage the finance team in proposal development, ensuring collaboration with the program department that ensures optimal proposal cost applications.
• Review APPs and program budgets to ensure that they reflect overall program priorities and expectations, mitigate risks, and reflect maximum obtainable efficiency. Review periodic forecasts with these objectives in mind. At the same time conducting periodic Cost Efficiency Forensics (based also on data provided through agency wide tools, i.e. FAST, KPI Dashboard, etc.).
• Review financial statements to ensure that inter-department coordination and dispensing department behavior is such as to promote budget conformity and good cash management. Work with the Finance Manager to take corrective action when required.
• Authorize NE program expenses according to the approval matrix.

Information and Communication Technology:

• Supervise the IT Officer in the operational management of ICT resources. Communicate NE priorities and guide him/her to ensure alignment of efforts.
• Apply ICT-enabled change management principles and act as a sponsor for and supporter of change agents. Promote adoption of standardized systems by all staff.
• Ensure the application of ICT system operation, maintenance, and support principles. Ensure adherence to GKIM standards and protocols related to IT systems. Support management of service requests by facilitating integration with the Global Help Desk.
• Ensure the application of unique principles of managing ICT vendors.

Supply Chain Management/Logistics:

• Supervise the SCM and/or Procurement Manager in the strategic management of material resources. Communicate NE priorities and guide him/her to ensure alignment of efforts.
• Ensure efficiency and compliance in local and international procurement. This includes ensuring maintenance of the NEs ASL.
• Ensure proper stewardship of CRS resources, and the optimal utilization and maintenance of program assets and resources including proper inventory controls (includes oversight of inventory receiving and shipping as well as warehouse, fleet and asset management and the disposition of assets (i.e. ICT equipment and Vehicle Acquisition and Disposition Plans).
• Ensure high quality reporting that allows for proper tracing and tracking of inventory and assets. Ensure that in-kind transactions are reflected appropriately in financial statements according to CRS policy.
• Ensure integrity (accuracy, security) of SCM information systems.

Process Management to Reduce Risk
Administration:

• Supervise the Administration Manager. Communicate NE priorities and guide him/her to ensure alignment of efforts.
• Ensure that the physical plant is appropriate to need and that it is managed in conformity with CRS policies.
• Ensure that transportation services other than fleet management are appropriate to need and delivered in conformity with CRS policies.
• Ensure that risk mitigation strategies including insurance are undertaken. Lead preparation of agency risk reporting.

Relationship Management to Build Capacity and ensure Compliance
Donor and Government Compliance:

• Perform periodic conduct systems checks in all support departments and offices to ensure that CRS is in compliance with CRS and donor standards, and to ensure responsive support to staff, programs, and partners.
• Identify management system weaknesses, establish priorities, provide recommendations for improved systems performance and ensure compliance.
• Oversee compliance with US Law as it pertains to CRS’ operations. This includes the Patriot Act, FFATA, U.S. export licensing regulations under OFAC and Commerce programs in coordination with HQ Office of General Counsel.
• Oversee compliance with local laws. Ensure that legal commitments are made in accordance with local law and US law where applicable. Manage responsibilities that go with an international presence, including country agreements and visa and registration requirements. Identify and work with local counsel.
• Act as lead contact for and lead responder to any issues that emerge from internal and external audits.
• Plan, organize, liaise, oversee, and monitor CAP implementation for A-133 and other audits of subrecipients.

Partner Capacity Building:

• Lead relevant CRS staff to help partners identify and resolve management quality issues, and to continually improve quality and strengthen capacities.
• Provide timely, efficient, appropriate technical assistance to staff and partners in management issues.
• Ensure that NE data related to SRFMP on Gateway is accurate and up to date. This automatically implies that the requirements from this particular policy are adhered to.

Qualifications

• Master's in business administration, finance, accounting, human resources, or other relevant field.
• Minimum five years work experience in a management of non-profit, development, and/or humanitarian organization.
• Understanding of CRS financial and administrative systems (Sun Systems and Vision accounting software), policies, and procedures preferred.
• Experience managing large, complex U.S. government awards; knowledge of relevant regulations.
• Knowledge of procurement and general office administration/management issues.
• Ability to work in a complex environment and to lead and work with a multi-cultural team.
• Computer literate in MS Office, internet, email.
• Strong communications and analytical abilities.
• Willingness to travel
• Required Language Skills: English Fluency.Hausa and Kanuri is an added value.