Deputy Director of Operations

BACKGROUND

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

SCOPE OF WORK

The IRC Kenya country program is looking for a Deputy Director Operations (DDO) to maintain and improve effective support systems (administrative, supply chain (SC), IT and field management).  The DDO will be responsible for ensuring that all the necessary systems, policies and procedures are rolled out, understood, and implemented by the relevant staff in all program areas. In addition he/she will ensure that the Country Director is briefed on security and advice on security policies and procedures.  Lastly, the DDO will assist in the overall management of the organization, by contributing to the development and achievement of the strategic objectives as a member of the Senior Management Team (SMT). 

He/she will provide technical supervision to the operations staff in the field offices. The DDO will report to the Country Director and will directly supervisor 3 senior staff based in Nairobi and 3 Field Coordinators.

RESPONSIBILITIES:

General Management

• Continue the improvement of operations within the country program with the development of a yearly operations work plan;
• Participate in strategic and day to day management decisions as a member of the Senior Management Team;
• Act as line manager for Supply Chain Coordinator, Information Communications Technology (ICT) Manager, Field Coordinators, and Security Manager;
• Ensure that the IRC complies with all aspects of Kenyan law (employment, tax, contract etc.);
• Ensure all policies and procedures are up to date and understood by all staff.
• In collaboration with the Finance department, ensure that appropriate Field Office oversight is in place and documented;  
• Conduct analysis of staffing structure in coordination with Country Director and Deputy Director of Programs (DDP) 
• Actively participate in grants opening and closing meetings;
• Play an active role in preparing internal and external audits; ensure recommendations related to operations are followed and take all necessary measures to address audit findings.

Supply Chain

• Provide training and capacity building to SC staff;
• Oversee processes and ensure compliance with IRC policies and donor regulations;
• Review main contracts and ensure validation by NY;
• Oversee the implementation of GSC policies and procedures for purchasing, delivery, storage, communications, transport and travel
• Update/design procedures when necessary;
• Assist the Supply Chain Coordinator in the implementation of administrative systems and procedures;
• Update/design procedures when necessary;
• Ensure that all leased properties conform to health and safety standards;
• Ensure the processing of all expatriate staff paperwork for visas, work permits, and travel arrangements;

Information Communications Technology

• Provide training and capacity building to IT staff;
• Update  IT policy and procedures and ensure implementation of these through the IT manager;
• Ensure that all IT equipment is maintained and secure and an appropriate replacement schedule is in place;

Security

• Monitor and report on security in all program areas and in other areas likely to impact the IRC;
• Update the Security Management Plan for the IRC in Kenya and train staff where necessary in security procedures and thinking;
• Provide security orientation to all new staff and refresher orientation as needed.

Field Office Management and Control

• Provide oversight and guidance to Field Coordinators/Managers in three field offices.  Support will focus upon all aspects of field office control and efficiency.
• Work in collaboration with the Safety and Security Manager to ensure that field staffs are well trained and operating in compliance with the country security protocols and procedures.
• Provide management support and oversight to the Field Coordinators/Managers in implementing security policies and procedures.
• Develop and maintain a management information system that effectively captures performance data from country and field offices. Work with the Finance Controller, DDP and CD to proactively identify, analyze and respond to trends either through reinforcement or corrective action.
• Participate in the development and/or review of new proposals, operating plans and strategic plans ensuring that the views of field staff are captured and reflected wherever appropriate.

Professional Standards

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

REQUIREMENTS

• Bachelors Degree required; Masters Degree in a related field preferred
•  At least 8 years experience of operational support or management of multi-sector humanitarian relief or development projects in Africa or similar context; including a minimum of 3 years in a senior level position.
• Proven personnel management, administration, logistics, communications, and security experience of large operationsPrevious experience working in emergency or post-conflict contexts;
• NGO experience and donor requirements; Knowledge of IRC procedures and policies preferred;
• Excellent written and oral communication skills;
• Solid organizational skills: ability to be flexible & work well under pressure in a fast-paced multi-task team environment;
• Strong Computer skills: facility with MS Word, Excel, Access, and email/internet software.

Kenyan Nationals are encouraged to apply.