Operations Manager, Democratic Republic Congo - Kasai Response
PURPOSE OF POSITION:
Ensure program planning is informed by technical standards & operational viability to meet humanitarian needs.
Establish, resource and staff Operations unit to meet response needs.
Conduct operational planning to ensure effective coordination & timely delivery of response activities.
Implement & monitor program to ensure achievement of response goals & objectives.
Develop and implement operations reporting systems to support timely and accurate Response reporting.
Implement response operations according to safety standards with support from the Security function.
Coordinate with Support Services for provision of funds, staff, equipment, vehicles & supplies to ensure rapid program implementation.
Identify, report & refer operational blockages caused by external actors to Liaison to be addressed through advocacy.
Meet WV minimum quality standards and support improvement, reflection, learning and innovation in sectors.
Ensure program planning is informed by technical standards and operational viability:
Contribute to planning of sector requirements for people, funding and supplies
Ensure all program designs are based on needs assessment findings (primary & secondary data) and analysis, targets the most vulnerable/chronically vulnerable and is operationally viable.
Ensure all programs refer to technical standards, consider government standards and are aligned with Strategic Guidance and Do-Assure Don’t Do (DADDs) for the First Phase of Emergency Responses and Sector Packages.
Ensure inclusion of advocacy issues and cross cutting themes are considered in design.
Ensure programs & projects are measured according to technical standards and Child Well-being targets.
Ensure Operations Plans are developed and implemented with community engagement, taking into account local capacities and utilising Do No Harm/Local Capacities for Peace (DNH/LCP).
Establish, resource and staff Operations unit to meet response needs:
Determine Operations 0rganizational structure and staffing plan with P&C.
Monitor recruitment and deployment of Operations staff and plan for capacity development.
Ensure Operations staff handovers are conducted.
Develop Operations budget in coordination with Finance.
Plan for Operations transition/ integration.
Conduct response operational planning to ensure effective coordination and timely delivery of response activities:
Plan and facilitate detailed operational plan and delegate responsibilities to carry out plan.
Ensure Accountability mechanisms are in place for Community and stakeholder feedback.
Planning process considers community requirements (i.e. timelines) and progress is monitored by DME.
Facilitate planning between sectors to meet overall program goals.
Facilitate requirements planning with Support Services.
Ensure collaborative planning with external stakeholders such as UN Agencies, other NGOs and Govt ministries where possible through coordination mechanisms.
Implement and monitor program to ensure achievement of response goals and objectives and inform operational improvement:
Monitor results against sector plans and address identified issues.
Monitor expenditure reports and take corrective action with Finance and Programs.
Review M&E and Accountability data with Sectors and Programs to identify and address any issues for operational improvement.
Review context analysis with Programs and Liaison for Operational Intent adaptation.
Review findings of learning events and evaluations with Programs to make operational improvements.
All evaluations of sector interventions are planned with DME to assess effectiveness and timeliness.
Develop and implement operations reporting systems to support timely and accurate Response reporting:
Establish and implement internal reporting system in coordination with DME.
Ensure Operations provide input for grant/donor and program milestone and reports to Programs.
Write report on quality risks and their resolution and submit to Response Manager on regular basis.
Ensure that Operations meets reporting requirements for Clusters, Ministries and/or in-country stakeholders.
Implement response operations according to safety standards with support from the Security function:
Organise security assessments for all field operations that inform a security plan.
Implement the recommendations of the security plan for all field operations.
Ensure security incident reporting protocols are complied with by operations staff.
Ensure Operations staff adhere to security standards for staff movement and communications.
Work with Security to ensure safe and effective Civil/Military relationships with armed actors.
Coordinate with Support Services function for ongoing provision of funds, staff, equipment, vehicles and supplies to ensure timely implementation of operations:
Ensure Ops submit clear and timely budgets and funds requests to Finance.
Ensure Ops submit clear and timely staff plans to P&C and immediately advises on changes.
Ensure Ops follow Finance procedures to rapidly process payments to suppliers.
Ensure Ops submit vehicle requirements to logistics and follow vehicles management guidelines.
Ensure Ops submit communications requirements to ICT and follow ICT procedures.
Address delays in Support Services to Response Manager for rapid resolution and waivers.
Identify, report and refer operational blockages caused by external actors to Liaison to be addressed through external advocacy:
Establish operation team protocols where sector and geographic leads identify and report where external actors are delaying/preventing implementation.
Refer issues delaying implementation to Liaison to resolve through inter-agency coordination and/or government relations.
Ensure protection issues are reported and addressed in coordination with Advocacy.
Meet WV minimum quality standards and support improvement, reflection, learning and innovation in sectors:
Ensure previous sectors learning from Global Learning Facilitator are reviewed.
Encourage the incorporation of sector best practice and innovation.
Ensure sector have a quality plan to meet quality criteria and minimum sector standards.
Ensure achievement of all function quality criteria is monitored and reported regularly.
Ensure risks limiting achievement of objective to quality criteria are reported & rapidly addressed.
Ensure mechanisms are established to identify, document, and share function lessons learned.
KNOWLEDGE, SKILLS & ABILITIES:
University degree in international relations or humanitarian industry. Masters degree in the same field is an added advantage.
A minimum of 5 years’ experience in complex humanitarian contexts.
Experience leading a multi-cultural team.
Experience working in a developing country outside the home country.
Proven experience working as a team leader.
At least 3 years of progressive work experience with international exposure/external engagement on humanitarian emergencies or fragile country contexts.
Excellent understanding of humanitarian principles and their operational application.
Experience in leading operations with a multi-cultural team.
Effective in written and verbal communication in English and French.
Preferred Skills, Knowledge and Experience:
Excellent understanding of internal and external requirements/ performance standards.
Experience in establishing and maintaining systems and structures to ensure operational safety and security.
Academic and on-the job training in at least one of the support services or response-sector relevant areas.
Having worked under time pressure and led diverse teams in complex emergency response environment.