CARE
Work Location : Malawi – Lilongwe Type of Post : Not Applicable
Other Possible Location : Funding : APPROVED
Expected Travel : up to 10% Type of Contract :
Language Requirement : Application Deadline :
Employee Duration : Active Full-Time
JOB SUMMARY
The Head of Operations based in Lilongwe, Malawi provides leadership and direction for CARE Malawi’s Operations function line with the CO’s strategy and vision. The Head of Operations works closely with the Country Director to develop effective, efficient and results driven Operations team and is responsible for operational oversight and smooth functioning of Administration and Logistics& Procurement, ICT, and Field Office operations.
S/he will provide strategic oversight of Operations processes and the development of its functions in line with the changing demands and priorities of the Country Office. CARE Malawi views Operations as an integral foundation of its programming; the Head Operations is expected to contribute to strengthening the integration of all Operations with program by working closely with the program team and fostering positive collaboration. This will be done through structured and systematic capacity building of Operations staff to address operational challenges; using existing resources and tailored to the specific staffing needs. The Head of Operations will foster a values-based organizational culture, ensuring good internal controls and conscientious stewardship of organization resources. S/he will promote a performance-based culture ensuring performance management systems are in place, functional and effective. The position requires advanced operations and business management skills, excellent team building and people coaching skills, extensive experience and in-depth understanding of finance administrative support processes and compliance requirements. Furthermore, the successful candidate must demonstrate an understanding of CARE’s programmatic needs and concerns for ensuring effective administrative support.
A key element of the post will be to constantly review the structure and roles within the operations team to respond to CO’s operational support needs in a particular time.
1. STRATEGIC AND OPERATIONAL MANAGEMENT
Sets direction and takes responsibility for provision of overall strategic management across all Operations functions (Procurement and Logistics, Administration, IT and Field/sub office operations) by providing strategic leadership, advise and oversight to the Operations team.
Develop and organize activities of Operations units to provide timely and effective support to CO program to ensure objectives are met.
Fosters links between Programs and Operations ensuring seamless coordination and support for program management.
Ensure Operations strategies are integrated into the overall CO strategy, work with the senior leader team to ensure that CARE has the appropriate staffing structures, management systems, and support systems to implement high quality emergency response and longer-term programming
Lead business process improvements for the CO operations to bring about cost efficiency and effectiveness to the CO. Responsible for staff performance management, development and talent management, capacity building of the Operations team and the CO.
Influences ways of working within the Operations Team to have a positive impact on the efficiency of the different units and value addition to the CO.
Ensure human and material resources are effectively and efficiently obtained and made available for the sound execution of CO program and operations.
Work closely with CD and SLT to ensure value for money, critical financial analysis and decision making for the operations and CO mission.
Ensure CO compliance with CARE’s donor policies and procedures, donor rules and regulations and generally standards.
In collaboration with program team ensure effective partnership management including due diligence review, capacity building and implementation of preventive/corrective actions.
Negotiate/and review donor contracts to ensure full understanding of the donor agreement and possible implications on the CO.
2. PROCUREMENT MANAGEMENT
Support the implementation of procurement activities to ensure adherence to policy and procedures, cost-efficiency, and timely receipt and recording of materials, equipment and services.
Ensure all projects have procurement plans in place and consolidate the plans into a single Country procurement plan
Support procurement and other project teams in timely trouble-shooting system (PEOPLESOFT) related issues.
Coach project team on systems (PEOPLESOFT) software as needed.
Support procurement team in month-end closure processes to ensure timely clearance of old outstanding PO’s
Provide support to procurement team and Internal Procurement Committee (IPC) in understanding donor regulations.
Support audit processes and help teams to resolve audit queries.
Lead the annual vendor verification review in line with CARE International Procurement policy
Ensure the CO’s compliance with semi-annual Bridger check and share results with CARE USA
3. LOGISTICS AND FLEET MANAGEMENT
Support the implementation of stores/commodities management activities to ensure adherence to commodity management policy. Ensure that on monthly basis all charges are correctly submitted to finance for recovery of costs.
Ensure adequate controls are in place for usage of items from stores.
Supervise the maintenance and repair of vehicles, motorcycles and generators, inclusive of monitoring maintenance schedules, fuel consumption, reporting, registration and insurance.
Review the monitoring mechanism for tracking vehicles and ensure it is reviewed on monthly basis.
Review monthly vehicle performance reports and ensure actions are taken on any red flags – Provide input including operational risk analysis and recommendations to the Country Director related to effectiveness of CO reporting and planning systems.
Ensure country risk mitigation and response by coordinating the updating of the risk register for the CO and follow up with Risk owners on implementation of mitigation measures
Provide oversight support on annual budgeting process and proposal budgeting ensure full cost recovery of SPC and funding gaps from potential donors. Make use of the Master budget tool to inform decision making in the CO.
Oversee Monthly analysis of expenditure budget versus actual monitoring and ensure required actions and adjustments are done timely.
Ensure the effective and efficient implementation of PeopleSoft (CAREs financial software) at all applicable levels of program support.
Ensure effective internal control systems and that assets and resources and CARE are appropriately safeguarded.
Work with program teams to ensure full donor compliance for all projects and programs under existing and new donors e.g financial and narrative reports, audits and evaluations.
4. ADMINISTRATION AND FIELD OFFICE MANAGEMENT
Provide support in the annual administrative planning process and prioritize activities for the administrative department.
Monitor the implementation of property management activities to ensure adherence to policy and procedures. Ensure safe-custody of all fixed assets and inventory of the country office.
Manage the negotiation, documentation and payment of Lease Agreements, including the supervision of maintenance and repair. Manage effective use of office space by each team.
Ensure the timely preparation of staff payroll, leave balances and medical aid requests. Ensure all documentations and records maintained correctly.
Ensure timely filing of all payroll related returns to revenue authorities.
Support audit processes and help teams in the closure the audit queries.
Provide leadership for administrative activities to include ongoing cost and system analyses, structures and cost centers, efficient integration of administrative activities, and policy and procedure development.
Prepare submit reports on monthly/annual basis as required by CARE USA.
Provide support to all field offices in implementation of CARE standardized policies and procedures in procurement, logistics, and fleet management
Providing training and management support to field offices for smooth running of all program support functions at field office le
Oversee CO relationship with various departments, local authorities, and line ministries, ensuring that CO’s interests are being served at all times, and advising SLT on how those relationships can be strengthened.
Ensure that there is a coherence in the Operations support provided amongst the field offices.
5. IT MANAGEMENT
Ensure that there are reliable Internet connections available to all offices.
Ensure that IT technical support for software applications, hardware, Local Area Network (LAN), wireless, VOIP and back-up systems is available to all offices.
Ensure IT software, hardware and configuration standards are developed, maintained and monitored, and training is provided.
Ensure IT data security and storage, including anti-virus applications.
Ensure IT supports program staff in data management and knowledge management as required.
6. TEAM MANAGEMENT AND OVERSIGHT
Provide proper supervision and management for all direct reports and lead the establishment and functioning of a strong, effective and coordinated team in Finance and Operations.
Ensure the proper and timely implementation of CARE’s performance management systems for direct reports including job description, regular feedback, midterm reviews and annual performance appraisals.
Proactively address performance issues through regular, and constructive feedback and coaching; identify necessary staff development, and career development strategies for direct reports.
Ensure that functional units under Operations are organized in the best way possible, i.e.the structure is the most appropriate aligning to the goals of the unit and the situation
Ensure staff has clear, well-designed roles and responsibilities, KPI’s are developed and consistently used to measure staff’s performance
Ensure staff are well trained and motivated
Ensure services are effectively and efficiently rendered to support program delivery
Ensure that these units achieve the goals they have set for themselves by providing guidance and momentum to the planning process, monitoring progress on a regular basis, and checking that the objectives remain relevant and redirecting efforts as needed.
QUALIFICATIONS:
Bachelor’s degree in Business Administration, Supply chain and logistics.
Minimum of 8 years’ experience in operations in large international NGO with a minimum of 5 years at the senior leadership position.
Good knowledge and experience in institutionalizing compliance and accountability system and procedures.
Sound knowledge and hands on experience of internal and external audit requirements.
Experience in managing complex budgets and donor compliance and reporting.
Demonstrated skills and motivation towards gender and cultural sensitivities, valuing diversity and championing organizational and staff diversity, upholding the organizational core values
Excellent knowledge of Host Government regulations on NGO’s
Strong analytical skills, able to interpret complex data into meaningful reports to senior management.
Excellent interpersonal skills; ability to listen, to build support from staff across teams and across stakeholders, and to build the capacity of others.
Excellent computer knowledge with command of Microsoft Office 365 especially Word, Excel and PowerPoint.
Sound facilitation and presentation skills to ensure productive meetings, trainings, and consultations with project teams, partners and other stakeholders.