Associate Director – Operations, Darfur
PURPOSE OF POSITION:
To lead the operations department (programme implementation unit) and enhance coordination with support departments to improve service delivery to the targeted communities and beneficiaries. Additionally, to ensure projects are in total alignment with response and sector strategies.The Associate Director – Operations (AD-OPS Darfur ) for Darfur will be responsible for providing leadership, coordination and support to the Darfur operations to attain high quality impact on child well-being, in alignment with World Vision International, World Vision East
Africa region, and World Vision Sudan strategic goals. The role will provide leadership and support in the integration and effective delivery of programme quality, ensuring alignment to World Vision Partnership Ministry policies, strategies and standards, regional and World Vision Sudan country program office priorities in order to achieve sustainable ministry outcomes and fulfil World Vision’s mission in the Darfur programme.
The Associate Director will also be responsible for providing leadership and management guidance in leading the expansion of operational activities in East Darfur as well as the planning and implementation of food and non food projects for the South Darfur program.
Specifically, for food aid programming, the position holder will be responsible for providing strategic leadership, technical management, and coordination to the South Darfur program so as to ensure that the receipt, storage, dispatch, distribution, monitoring, documentation, accounting and reporting of all commodities (food and non-food) entrusted to WV Sudan by the donors are handled as per the standards established by World Vision and the donors.
This position is located far away from the WV Sudan National Office and thus requires solid management and programming capacities to lead the Darfur program.
The Associate Director defines a clear landscape view of the needs and priorities of communities where World Vision Sudan operates in Darfur. World Vision Sudan Darfur Program has a staff complement of more than 200 national staff and over 70% of the National Office Budget is expended in this program, and the Associate Director is expected to demonstrate very strategic and accountable leadership capacity and exemplary stewardship role in the management of human, material, and financial resources entrusted to them. World Vision Sudan currently has huge program operations in South Darfur, is in process to expand its operations into East Darfur, and may expand its operations into other states of Darfur depending on needs and availability of funding.
The Associate Director will be responsible for all World Vision Sudan program operations that are carried out in Darfur. As such, he/she will:
Implement systems that effectively provide a network view of the field operations in South Darfur, East Darfur, and maybe in other states of Darfur if World Vision happens to further expands its operations. Focus will be on: improved operational excellence in project/grant management; improved quality of implementation; increased quality of evidence and analysis Provide leadership, coordination, and support to World Vision Sudan operations in South Darfur, East Darfur, and any other Darfur states if World Vision further expands its operations to ensure effective integration of projects and sustainable program impact, quality assurance, and mainstreaming of HEA into all programming
Provide operational and technical support for the development of programme quality and effectiveness strategies addressing country program level priorities and plans and improved impact on child well being.
Grow the Darfur Program capacity to deliver quality field programs together with World Visio Sudan Darfur team.
Implement processes addressing gaps/issues in program quality practices as necessary and appropriate
Advise and support World Vision Sudan leadership on program effectiveness & quality practices ensuring compliance with WVI partnership and donor standards, policies and procedures.
Provide World Vision Sudan Darfur Leadership Team the necessary Program Quality Data and Analysis that can influence effective decision making for overall good of programming initiatives.
Define a clear landscape view of the needs of communities in Darfur where World Vision Sudan operates..
Identify and foster connections between communities, donors and supporters.
Facilitate strong and effective working relationships between World Vision Sudan country office and Darfur programs offices.
Capacity to Deliver Quality Operations and Programmes:
Resources to Grow World Vision Sudan Darfur Program Capacity
Ensure collaborative arrangements between World Vision Sudan Darfur programs and other WV Sudan programs through encouraging the right behaviors and continuous improvements activities.
Support World Visio Sudan Darfur Program senior staff with strategic analysis of implementation capacity and resource utilization.
Contribute to the development and implementation of a people resource sharing system that will draw on the skills from World Vision Sudan country offices, World Vision Sudan Darfur program Offices, and other World Vision Sudan program offices. Advise World Vision Sudan Darfur program senior staff on core competencies and capacity requirements for program quality & effectiveness.
Ensure the existence of appropriate World Vision Sudan Darfur program Design, Monitoring & Evaluation and technical teams, in support of World Vision Sudan country program office strategy and WVI quality standards.
Ensure access to technical advisory & training resources and support opportunities for World Visio Sudan Darfur program offices. These may include identifying development needs, coordinating or conducting training, engagement of technical advisors and identifying opportunities for staff exchange or mentoring Establish and encourage coaching and mentoring relationships within the Country Program Offices.
Lead the process of continuous learning in program effectiveness & quality practices and tools that will enhance the efficiency and effectiveness in World Vision Sudan Darfur program offices. Facilitate program and project reflection and support to enhance continuous program wide learning.
Develop a culture of action, learning and initiative. Contribute to organizational cultural and behavioral changes away from a fear-based, compliance culture to one that takes action and values learning and initiative in order to amplify and expedite change for children and to simplify policies and systems of accountability.
Develop empowering leaders. Build capacity of World Vision Sudan Darfur program senior staff (Area coordinators, program coordinators, project officers, sector officers, & support services) through coaching for performance, supervision and support that develop their capacities and skills, and enhance their performance.
Improve program-staff competencies in critical areas. Identify key competencies and contribute to organizational learning system. Support Human Resources and OD in the development of Capacity Building Proposals.
Accountability & Quality Assurance:
Strengthen evidence-based programming. Support Area Coordinators, program coordinators, project officers, sector officers, & support services department head on situation analysis, baselines, design framework, concept paper and proposal writing, multi-year and annual planning and budgeting, in project monitoring performance and progress against objectives, and in the planning, preparation and implementation of periodic evaluations with community, partners, staff, and with support office involvement. Enable operations team to use evidence for improved decision-making.
Ensure the integration of all sectors activities including context based Advocacy and HEA into operations.
Provide leadership to Area Coordinators, Program Coordinators, Project Officers, and sector officers, support service heads according to performance seeking continuous improvements. Agree on performance agreement plans when necessary. Ensure timely follow-up on Operational Audits.
Visit World Vision Sudan Darfur Program Operational area programs and s projects, communities and operations area offices and teams for the purposes of: regularly interacting with children, women and men within families and communities; confirming that the community are in fact benefiting from World Vision Sudan programs; providing encouragement, support, and building relationships; and reinforcing WV’s vision, mission and core values.
Resource Acquisition & Management:
Strengthen World Vision Sudan Darfur ability to do more with what we have. Create an enabling environment so that programs are able to meet ministry standards (LEAP, DADDs, TD, etc.) and are community based, sustainable, holistic, and focused on the well being of children. Provide leadership on overall efficiency of Operations budgeting processes. Ensure proper management of grant /budget expenditures and accomplishment of ministry objectives.
Realign program scale to our strategic priorities. Be resourceful in contributing to funding negotiations with support offices and other donors so that increased resources go towards child well being. Develop a strategy to identify and prioritize program ideas and diversify types and sources of funding opportunities for World Vision Sudan Darfur program Stewardship and financial management. Support and promote WV’s core value “we are stewards” throughout World Vision Sudan Darfur programs and Operation areas. Review and approve project expenditures in line with assigned levels of authority, and ensure high standards of stewardship and accountability and compliance with WV financial policies and procedures, grant policies, government policy, including participation in and follow up of periodic audits.
Build strong transforming partnerships. Support Area Coordinators, Program Coordinators, Project Officers, sector officers, support service heads to strengthen World Vision Sudan’s relationship with WV global support offices and donors. This includes the fulfillment of agreed donor requests, managing SO/donor visits, meetings, telephone contacts, e-mail and other communications.
Leadership, Coordination and Support:
Provide strategic leadership on programs quality and program operations to ensure efficient and effective delivery of goals and objectives of World Vision Sudan Darfur Programs and community partners.
Promote and support common organizational culture/processes and behaviors that contribute to the cascading and implementation of World Vision Sudan Strategy.
Provide performance-based leadership that builds and motivates effective operations to achieve the complex scope of World Vision Sudan ministry and ensures accountability through appropriate performance management.
Lead the implementation of the way of working within the Ministry areas of World Vision Sudan.
Support the improvement and implementation of WV ministry effectiveness & quality goals and priorities ensuring integration of different sectors, cross cutting themes, and partnership quality requirements.
Act as a strategic link and focal point for World Vision Sudan Darfur programs and World Vision Sudan program effectiveness & quality.
Ensure that high quality reports are prepared and sent on time demonstrating impact on child wellbeing.
Cross Functional Integration and Alignment.
Ensure comprehensive systems are established and maintained in order (a) to monitor and report on World Vision Sudan Darfur program ability to deliver with good impact on Child well-being and (b) to integrate and align functional capabilities across projects and sectors of World Vision Sudan Darfur programs.
Direct and implement improved processes and decision making frameworks that support the delivery of integrated and aligned operations across projects and sectors in all World Vision Sudan Darfur program.
Establish a Portfolio Management approach to provide a single point for coordination across World Vision Sudan Darfur Program offices.
Provide a network view of pipeline projects implementation.
Ensure integration of all projects and programs in the operating and funding context.
Maintain peer relationships to ensure strong connection between the operational areas and other functional areas to support implementation.
Strategy Development & Planning:
Strategic development, review and monitoring: Contribute to the development, review and monitoring of National strategy, organizational directions and programming guidance as well as prepare annual operational plans for sectoral and emergency programs, ensuring programs are guided by sound development principles.
Annual program and budget planning: Provide leadership and support in coordination and planning of overall countrywide program and budget aligned with World Vision Sudan strategic priorities and WV partnership directions. Prepare, review and submit to the Operations Director annual plans of action, annual budgets and monthly reports for World Vision Sudan Darfur programs.
Identification and development of new areas of operations within Darfur: Provide leadership and support to operations Area Coordinators, Program Coordinators, Project Officers, sector officers, support service heads in planning for and developing new operational areas within Darfur including area selection and needs assessment, development of project designs, writing and submission of concept papers and project proposals.
Program Management and Leadership:
Provide overall guidance and support to the WV Sudan teams based in South Darfur, East Darfur, and other states of Darfur if World Vision Sudan further expands its operations.
Manage Area Coordinators to ensure smooth implementation of all WV Programs in South Darfur, East Darfur, and other Darfur states if World Vision Sudan further expands its operations in Darfur in accordance with the overall WV Sudan country strategy, Operations Plan, policies, procedures and objectives.
In conjunction with the Operations Director and in collaboration with the Program Development and Quality Assurance Department, lead the review and design of Darfur-level overall and sector strategies on the basis of which programming is designed and implemented.
Ensure that all food and non food assistance programs are integrated and get adequate planning and monitoring supports.
Lead, coordinate, and participate in the assessment of community needs and response planning in South Darfur, East Darfur, and other Darfur states if World Vision Sudan further expands its operations.
Provide direction for the preparation of food aid and non-food aid project proposals and budgets, seeking to diversify funding and other resources.
Maintain an ongoing familiarity with the requirements and compliance procedures of current and new program donors.
Provide managerial support for monitoring and evaluation of food and non food projects implemented by World Vision Sudan in South Darfur, East Darfur, and other states of Darfur if Program as per donor regulations and World Vision Monitoring and Evaluation guidelines.
Ensure compliance and work towards meeting standards for the implementation of food assistance projects as per contractual agreements (FLA, MoU, IA, and TAs) and Food Resources Manual.
Work in conjunction with the Operations Director and closely with the Program Development and Quality Assurance Director to ensure that all World Vision Sudan South Darfur, East Darfur, and other states of Darfur if World Vision Sudan further expands its operations food and non food programs are planned and executed with proper accountability to the benefiting community members.
Maintain team spirit and ensure welfare, safety, and security of WV staff in South Darfur, East Darfur, and other states if World Vision Sudan further expands its operations.
Adopt participatory performance based management and servant leadership style in people management.
Consult, listen and use suggestions from team members in decision making and acknowledge and appreciate efforts others put in the work and consider technical/professional inputs from team.
Lead the process of continuous learning in program effectiveness & quality practices and tools that will enhance the efficiency and effectiveness World Vision Sudan Darfur programs.
Coordinate program/project reflection processes in order to ensure continuous learning and improvement for World Vision Sudan Darfur programs.
Work closely with the team to help them set goals and build in them confidence that they can achieve set goals.
Create a supportive work environment.
Be an example in stress management.
Networking, Partnering, External Engagement:
Maintain effective communications and proactive relationships with World Vision’s Support Office partners, and donors.
In coordination with Operations Director and Support Offices, develop and maintain proactive relationships with bilateral and multilateral donor representatives in country.
In coordination with the Operations Director, develop and maintain good relationships with national government ministries, other NGOs and the development sector in general.
In coordination with the Senior Management team work closely with regional office directors in relation to implementation of Partnership initiatives, capacity building of national office staff and knowledge sharing within the region.
In coordination with the Operations Director and program staff, participate in national level forums on specific advocacy issues.
In the spirit of twin citizenship, contribute to knowledge sharing and collaborative learning through internal leaning channels such as the Livelihood and Resilience Community of Practice.
Represent World Vision in external workshops and technical forums, engaging with Ministry of Health, donors and other health partners. Ensure World Vision’s visibility and influence at all levels
With MoH, contribute to national strategy or national plans (e.g. the CHW plan, the malaria strategy, the HIV strategy).
Partnership agreements with government institutions, NGOs and international bodies.
Develop strategic partnerships with private sector, corporates with guidance of partnership and innovation team at World Vision’s Global Center.
Compile updated fact sheets on health programming to support the Partnering Specialists.
Incorporate local-to-national Health and Nutrition advocacy and campaigning in Health and Nutrition Technical Approach and programming, with assistance of advocacy specialist staff.
Accompany advocacy and Senior Leadership Team (SLT) members to meetings with health departments.
Provide technical input into policy briefings/ensure quality of advocacy product content.
Obtain evidence from health programs and data from Citizens Voice and Action (CVA) to inform policy at sub-national and national level and to be used in government relations.
Engage where appropriate in advocacy-related coalitions.
Staff Capacity Building:
Build the capacity of World Vision Sudan senior national staff through coaching for performance, supervision and support that develop their capacities and skills, and enhance their performance.
Identify key competencies and contribute to organizational learning system. Support in Human Resources development and Organisation Development in the development of Capacity Building Proposals.
The Associate Director will be World Vision’s official representative in Darfur.
Responsible for networking and building relations with HAC (NGO’s governing body in Sudan), Commission of Refugees, Line Ministries, donors, other NGOs, and UN agencies.
Maintain good working relationships with local authorities and community leaders, without compromising the independence of WV Sudan.
Prepare annual, quarterly, and monthly reports as required by WV Sudan, Support Offices, HAC, Government line ministries, and donors.
Solicit and coordinate inputs for proposal development from Area Coordinators, sector officers, advisors, and Project Officers.
Work with and supervise staff safety teams to ensure the safety and security of staff and assets in compliance with security protocols and Standard Operating Procedures (SoPs). Work with the National Director and the Operations Director to support World Vision Sudan South Darfur, East Darfur, and other Darfur states staff safety teams to deliver appropriate security advice and communication services to the field team and to ensure adherence to WV security standards.
Responsible for appropriately briefing guests visiting Darfur operational sites within 24 hours of arrival on the security situation in general and areas they visit in particular.
The role will be responsible for ensuring Make sure that World Vision Sudan’s South Darfur, East Darfur, and other Darfur state program security and evacuation plans are up to date and security incidents are reported timely.
In close coordination with communication’s team, manage public relations for World Vision’s Sudan Darfur programs, including planning schedules for VIP guests, media visits and other visits to Darfur programs, transport, lodging, arranging of appointments, and project orientation.
In close coordination with the communication’s team, the role when appropriate, keep WV Sudan leadership informed of media opportunities.
Work closely with the Communications Manager on risk and reputation to protect the reputation of World Vision in Darfur from actual and potential crises.
Work with the Finance Director and the Operations Director to support the Darfur finance staff to deliver appropriate financial services to field operations.
Ensure that financial and food budgets are spent according to plan and ensure accountability according to World Vision finance standards.
Ensure accountability according to World Vision’s procurement and financial control standards.
Work with the National Office People & Culture department and the Operations Director to support World Vision to deliver appropriate services to the field team.
Ensure the application of P & C policies and procedures in line with World Vision standards.
Administration and Community Relations:
Manage the South Darfur, East Darfur, and other Darfur state Administration and Community Relations team to deliver appropriate services to the field team.
Ensure that standard World Vision administration guidelines and community relations are managed very well.
Work with the IT Manager in Khartoum to support South Darfur, East Darfur, and other Darfur state IT staff to deliver appropriate IT services to the field teams.
Ensure the application of policies and procedures that are in line with World Vision’s standards.
Humanitarian and Emergency Affairs & Disaster Management:
Coordinate the establishment and proper functioning of emergency disaster management committees (NEDMC) for World Vision Sudan South, East Darfur, and other Darfur states.
In conjunction with the Operations Director and Area Coordinators develop a HEA exit strategy and early warning system for World Vision Sudan Darfur Programs.
Work closely with and provide support to area coordinators to identify and capacity build local NGOs for program planning and implementation.
Ensure that mitigation measures are in place to minimize the risk of working on project implementation in partnership with local NGOs.
KNOWLEDGE, SKILLS & ABILITIES:
A degree from a recognised university in development studies or related field, a Masters degree would be an added advantage.
More than 10 years field experience of program management of which 3 years must be at program operations associate director or equivalent level with NGOs in developing countries, especially in fragile contexts.
Experience in working in relief situations in a leadership position.
World Vision experience in managing food and non food programs is an added value.
Project management experience (including team leadership and financial management).
Experience in developing and implementing all types of food programming (General Food Distribution (GFD), Food for Education (FFE), Food for Work (FFW), SFP, cash transfers) is preferred.
Extensive experience in project design, implementation, monitoring, evaluation and reporting writing.
Excellent interpersonal, organizational and time management skills.
Excellent English communication skills (oral and written).
Thorough knowledge of MS Office and Lotus Notes.
Good understanding of World Vision and Sphere relief standards.
Knowledge of and adherence to the Red Cross and NGO Code of Conduct.
Cross-cultural sensitivity, flexible worldview, emotional maturity, and physical stamina.
Demonstrated capacity to function well in a team and contribute effectively to team efforts.
Ability to maintain performance expectations in diverse cultural contexts, psychologically stressful environments, and physical conditions with limited resources.
Commitment to World Vision Core Values and Mission Statement and participation in devotions.
Ability to exhibit exemplary lifestyles as interpreted in specific local cultural context.
Demonstrate an understanding of Commodity Tracking Systems.
Must be fluent in English and have strong written and oral communication skills.
Master’s degree in relevant field.
Working knowledge of Arabic language and Muslim culture.