Operations and Risk Management Officer
PURPOSE OF THE POSITION:
The Position of Operations and Risk Management Officer will provide Operations Coordination, Analysis and Administrative Functional support to the Senior Director of Operations (SDO)and the Global Field Operations Director(GFO) to enable efficient and effective delivery of quality leadership and achievement of program and strategic objectives for the regional and national offices. The position will also support the global centre integrated incident management (IIM) program, and be the Regional Enterprise Risk Management (ERM)focal person.
Co-ordination, documentation and analysis of support to national offices
MMR coordination, compilation of key themes and areas of support to National Offices and sharing that with the SDO, functional directors as well as operations team on a monthly basis.
Tracks support provided to national offices through regular review of the national office support plan smartsheet progress report, and other consolidated reports.
Monthly and quarterly reporting: follow up as well as collation of monthly and quarterly reports from the Regional Functions and sharing this information with the SDO. (Ensuring key highlights from both monthly and quarterly reports feed into the quarterly Regional GFO report).
National office mission trips or programme support visit: coordination and support (as and when needed) and follow up on the support of the mission trip action points at regional level with each function for purposes of ensuring that both NO/RO remain accountable to each other.
Ensures information from MMR, operations meeting, national office support plan, and SMT meetings feeds into the Quarterly Regional report that is sent to GFO (Global Field Operations) on quarterly basis
Plans and coordinates monthly operations team meetings and ensures National Office MMRs are received and collated and shared with SDO and entire SLT.
Documents the feedback provided by SDO & SLT members and collates this information and data to be used in operations meetings.
Liaises with the SDO in developing the agenda for the operations and SLT meetings.
Takes minutes of key regional meetings chaired by the SDO and follows up of action points with the SLT & other operations team members to ensure necessary action is taken and progress is shared with the SDO.
Plans and coordinates monthly senior management team and retreats, taking of minutes, and follow up of action points.
Integrated Incident Management (IIM) program
Advices the IIM stakeholder group, resolving case management issues, and supporting regional and national office case managers as needed.
Chairs and facilitates the IIM governing group.
Under the Global Field Operations Directors Enterprise risk management – Integrated Incident Management (IIM),
Initiates, schedules and facilitates meetings of the governing group.
Collects and proposes agenda items prior to the meeting and reporting to the larger group any changes/issues related to the program.
Records and executes any decision points made by the group.
Identifies and responds to concerns or questions raised by global center/regional office stakeholders and users. Typical examples include use of the analytics tool, cross-functional case access questions/conflicts, system capability questions, and addressing website change requests.
Acts as point of contact for orienting and onboarding new stakeholders (providing overall system orientation, identifying stakeholder business needs, advising stakeholders on designing case management workflows, user access decisions, and cost sharing commitments). Participate on stakeholder meetings and calls as requested.
Owns and manages the core document repositories for IIM, including IIM WV Central site and document library, updating and obtaining feedback/edits to any existing or future IIM documents including (User guides, Access logs, terms of reference, etc.)
Acts as mediator between user groups (global center, regional, national office, etc.)
Technical Support/Master Admin:
Provides technical support and partnership with ERM staff by working together in implementing agreed to changes to the software/system, and advising on technology capability and capacity.
Advises stakeholders on general system capabilities in response to requested system changes/issue resolution.
Resolves any high level technical issues arising with the infrastructure, or issues where master admin level access is required. Refer issues as needed to ERM master admin.
Participates in working group meetings as a representative of the Global Field Operations Director.
Adhoc analysis and reporting as and when required by the Global Field Operations Director
Office management, coordination and administrative support:
Booking and managing calendar appointments meetings and conference calls for the SDO, Global Director of Field Operations (GFOD) & Integrated Programming and Strategy Director on daily and weekly basis.
Coordinates domestic and international travel arrangements of the SDO and GFOD, in sync with their calendars liaising with travel agent to find the most economical and time efficient flight schedules); visa arrangements (travel agent and EA); arranging for travel advance, and ensuring timely EER settlement and reconciliation.
Makes routine administrative and operational decisions and keeping the directors updated.
Prepares preapprovals of costs for the GFO Director for management and booking by the regional finance team as well as working closely with regional finance team to monitor GFO Director’s pre-approvals of in country costs is done.
Administratively coordinates and follow up on SDO projects for the SMT members’ i.e. process improvement projects and functional coordination and collaboration.
Assists in scheduling performance review meetings with SDOs’ direct reports, and IPS Director as well as collating supporting documentation for the review meetings.
Regional Enterprise Risk management (ERM) and coordination,
Is the regional office risk prime risk focal person. Focuses on strengthening enterprise risk management culture, coordination, support and reporting of the National Offices & the regional office.
Regional office enterprise risk management coordination: Coordinates and monitors risk quarterly risk register submission
Conducts monthly compilation of updates from all national offices to ensure that national office entities and the regional office are putting in place risk mitigation measures on their identified risks.
Engages and liaises with national offices to assess the maturity of their ERM program, identify opportunities for improvement, capacity building and building awareness of risk management (virtually or in country)
Works with national offices, to identify opportunities to integrate risk management into existing business practices, processes to further embed ERM in the organization and build its value.
Builds the capacity of national office focal persons to enhance understanding, adoption and effectively use the risk register templates for efficiency and uniformity in reporting.
Organizes, participates and convenes quarterly risk management committee meetings, review of regional functional risk areas and sharing of outcomes.
Engages senior leadership and seeks opportunities for and to influence change in some of the process and practices, which would potentially put the organization at risk.
Works closely with audit to ensure alignment and compliance of risk management reporting.
Ensures compliance with semiannual enterprise risk management reporting to the Global Enterprise Risk Management Director.
Any other responsibility as directed by management Senior Director of Operations, Global Director of Field Operations (GFOD)
KNOWLEDGE, SKILLS AND ABILITIES:
Minimum of a University Degree in any discipline (or related or transferable field of study required in related field desired)
Technical Training qualifications required: Business Administration skills preferred. Must have computer aptitude and experience in database management, spreadsheet software and Internet usage. Proficient using Word, Excel, Power Point, or similar programs; email systems; extensive website and on-line skills.
Experience: 2 years of experience in administration field and Senior Management support.
WORKING ENVIRONMENT / CONDITIONS:
The position is office based and has occasional travel of up to 5% Domestic/International travel to the field.
One would be On call when needed