Senior Operations Coordinator

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small project to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Al Dhale, and expanded later in Sana’a and Hodeidah in the North.  Currently IRC Yemen is operating in eight governorates in the south of Yemen through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.

The International Rescue Committee (IRC) has been working in the Middle East, North Africa and Ukraine (MENAU) for more than forty years. Today, the IRC has more than 2,200 staff working across the region, including in Iraq, Jordan, Lebanon, Libya, Syria, Ukraine and Yemen to support those affected by some of the world’s most complex and protracted humanitarian crises.

SCOPE OF WORK:

Under supervision of the Country Director (CD), and as a member of the Country Program Senior Management Team the Senior Operations Coordinator (SOC) will work with the Supply Chain, Administration, ICT and Field Coordinators to manage existing structures and processes, and work to improve how the Operations Department works internally and, importantly, how the Operations Department supports program implementation in the most efficient and effective way. The SOC will be responsible for the implementation of standard IRC processes, including procurement planning, distribution planning, project cycle management (PCM), Integra (ERP), and Power BI. They will stabilize operations and ICT teams to ensure compliance, cost control, quality and stakeholder satisfaction by implementing service-oriented practices. Additionally, the SOC will strengthen the operational support provided to IRC partners through active participation in partner capacity assessments, development, and implementation of partner support plans. They will also support the smooth operation of the Aden office, working closely with other members of the Senior Management Team to represent IRC in Yemen.

The SOC position in Yemen is unaccompanied, based in Aden and requires extensive in-country and occasional regional travel.

JOB SUMMARY:

The Senior Operations Coordinator supports the Country Director in leading and improving IRC Yemen’s Operations functions, including Supply Chain, Administration, ICT, and Field Coordination, ensuring effective support to programs, partners, compliance, and office operations.

WORKING RELATIONS:

·       Position Reports to: Country Director

·       Position directly supervises: Supply Chain. Administration, ICT and Field Coordinators

·       Other Internal and/or external contacts:

o   Internal: Regular relationships with HQ and Regional Supply Chain colleagues, Deputy Director, Programs, Deputy Director, Finance, Program department leaders.

o   External: NGO Coordination, and other relevant coordination fora.

MAIN RESPONSIBILITIES:

Supply Chain Management:

·       Supports the development and implementation of comprehensive supply chain strategies, including procurement, warehousing, transportation, and distribution, to support the operation and program activities.

·       Monitors and evaluates supply chain performance, identifying opportunities for improvement and implementing best practices to enhance efficiency, cost-effectiveness, and accountability.

·       Coordinates with internal stakeholders, external partners, and relevant authorities to ensure compliance with donor requirements, local regulations, as per the IRC standards and policies.

·       Supports coordination with partners by the supply chain team

IT Management :

·       Promotes and ensures compliant use of IRC equipment and communication resources, including adherence to BIS licenses, confidentiality, and storage of data and similar.

·       Leads the planning, implementation, and maintenance of IT infrastructure and systems to support the operational needs of the organization, including hardware, software, networks, and telecommunications.

·       Ensures the security, reliability, and scalability of IT systems, implementing robust cybersecurity measures and disaster recovery plans.

·       Provides technical guidance and support to staff, ensuring proper utilization of IT resources and adherence to IRC IT policies and procedures.

Data Management :

·       Establishes and maintains robust data management systems and processes to collect, analyze, and disseminate information critically to operational decision-making.

·       Oversee data collection, storage, and analysis activities, ensuring data quality, accuracy, and integrity in accordance with organizational standards and ethical guidelines.

Programs Support, Strategy and Business Development:

·       Works with CD, DDP and Field Coordinators to identify opportunities for program expansion and support Field Office operations setup where applicable

·       Serves as point person for operational support to programs and in coordination with the DDP, provides strategic leadership to overall programming that is responsive to people’s needs in the designated area of operations.

·       Works with the Field Coordinators, Program Managers and relevant field teams during the preparatory work, assessments, technical requirements, and selection of external entities in support of specific projects/program.

·       Promotes strong linkages and exchanges between operations and programming teams, including in the field and other offices, to ensure the sharing of standard methodologies and expertise.

·       Provides added support to Program Coordinators as required.

Operational Support:

·       Ensures that all policies, procedures, and practices align with IRC and donor requirements.

·       In coordination with Finance, be responsible for the development and submission of the consolidated monthly spending plan for the field activities.

·       Works daily with support staff to ensure proper daily support functions and compliance with IRC and donor policies.

·       Interacts with contractors in coordination with the Supply Chain team.

·       Ensures that the required documentation of supplies and transactions are completed to IRC standards.

·       Coordinate with the Finance Department to ensure that payments to vendors are made on time and without any unnecessary strain on the financial systems of IRC.

Coordination & Representation:

• Serves as an active member of the country program’s Senior Management Team.

• Has knowledge of and provide input in discussions on safety and security for all staff,

• Ensure proactive communication within the Regional Office and HQ Support Departments as appropriate.

• Supports, where necessary, IRC partners assessment and improve/support their operational capacity

• Ensures IRC in-country legal registrations documents are in line and updated as per the Yemeni law

• Supports the Supply Chain Lead in coordinating with external entities like the log cluster for supplies and deliveries to the Yemen CP areas of operation.

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Team Management and leadership:

• Promotes a supportive, solution-oriented, respectful, and inclusive management culture within the Ops team and in the Country Program in general. 

• Implement personnel policies including regular one-on-one’s, ongoing coaching, performance evaluation, staff development & career pathways, and disciplinary measures.

• Ensure regular & reliable team meetings and maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable and empower staff to successfully perform in their positions.

• Ensures duty of care activities are regularly conducted within the team to promote staff well-being and keep morale high.

• Is mobile within the Country Program, visiting regularly field offices.

• Maintains constructive, proactive internal communication on the progress and obstacles faced by operations.

Partnership Responsibilities:

• Member of the Partnership Working Group (PWG), and co-responsible for delivering the functions of the PWG, including through appropriate delegation, ensuring it drives cross-departmental collaboration and the effective and efficient management of partnerships under the direction of the SMT.

• Hold direct responsibility for defining and delivering the operations components of the Strategic Action Plan (SAP) partnership ambition across supply chain, ICT, administration, and field coordination.

• Work with SMT colleagues to establish and promote IRC’s internal capacity to partner, including the six building blocks for partnership success, and ensure the office consistently uses the Partnership Excellence for Equality and Results System (PEERS) so that partnership decisions and actions are driven by IRC’s partnership principles.

• Participate in collaborative partnership risk management, in particular through effective due diligence (including the Partnership Capacity Analysis), mitigation, and monitoring, ensuring material risks are managed jointly and proportionately without transferring risk to partners.

• Hold oversight responsibility for effective and timely partnership project support and other capacity sharing commitments as they relate to operations components, ensuring support strengthens systems and capacities that are responsive to each partner’s needs rather than replicating IRC’s systems and policies.

• Ensure operations engagement across Partnership Cycle Management, including partnership project opening, review, and closing meetings, capturing effective operational practices and lessons learned for future partnerships.

• Where IRC procures on behalf of a partner, ensure a partner procurement plan is agreed with the partner and the relevant technical lead at the outset of the partnership agreement, and that project budgets reflect fair market value.

REQUIREMENTS: (Qualifications, Skills and Abilities):

A.    Education:

•        Bachelor’s degree in a relevant field such as Business Administration, Management, International Development, Social Sciences, or any related discipline.

•        Relevant professional training or certifications in project management, leadership, operations management, finance/budget management, safety and security, or humanitarian response are desirable.

B.     Experience:

•        At least five years of progressively responsible international work experience, including at least three years in a leadership role at the Senior Coordinator level in multi-site, multi-sectoral operations in a complex operating environment.

•        Demonstrated successful leadership and management experience with a multi-disciplinary team in a cross-cultural setting, including active mentoring and coaching.

•        Proven experience delivering appropriate levels of oversight of a portfolio consisting of a variety of complex, high-value donor-funded projects.

•        Previous experience working in the MENA region and/or with IRC is preferred.

•        Experience in IT and security is preferred.

C.     Skills and Abilities:

•        Ability to work, live and thrive in a complex environment.

•        Skilled at building trusting and effective relationships and coordinating operations within a large team.

•        Ability to respond to multiple priorities in a timely manner while producing high-quality outcomes.

•        Excellent leadership, people management, interpersonal and negotiation skills, with a demonstrated ability to develop harmonious teams in cross-cultural contexts.

•        Strong negotiation skills with contractors and vendors.

•        Strong budget and fiscal oversight capacities.

•        Established capacity to deal with ambiguity in stressful situations.

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D.    Proficiencies:

• Fluency in English is required; fluency in Arabic is an asset.

• Strong proficiency in budget monitoring, fiscal oversight, and operational coordination.

• Proficiency in managing complex, multi-sectoral, donor-funded projects.

• Proficiency in coordination, communication, negotiation, and relationship-building.

• Proficiency in safety, security, IT, and risk management is preferred.

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

We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, age, marital status, disability or any other characteristic protected by applicable law.

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Commitment to Client Responsiveness: By committing to Client-Centered Programming, at the IRC Yemen, we place the people we serve - our clients - at the center of our programming and services. The IRC Yemen Staff have an important role to play in supporting the implementation of client-responsive programming through raising awareness among the community and clients about the existing feedback mechanisms and how to use them including the response processes, access, and eligibility to services, and contribute to building an institutional culture that prompts staff to listen to clients.

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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