SUMMARY: Assist the Country Director in the overall management of International Medical Corps activities to ensure the effective and efficient use of financial and material resources within the rules and procedures of IMC and partners. Iraq is a large programme with currently 35 international and over 1300 local staff. Donors include OFDA, PRM, ECHO, UNICEF, UNFPA and GAC. Will work closely with the Deputy Director of Programmes (DDP) and is a member of the SMT of Iraq.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
GENERAL DUTIES AND RESPONSIBILITIES:
Participate in strategic and day to day management decisions as a member of the Senior Management Team
- Oversee, organize, manage and direct the work of the operations department, delegating responsibilities where necessary
- Oversee the implementation of processes, systems and procedures in order to ensure the efficient functioning of operations
- Provide policy guidance, training and ongoing guidance to all operations staff
- Ensure all activities are conducted in a timely, cost and quality effective manner
- Represent the organization and liaise with local and national authorities, UN, NGO, and donor agencies to facilitate successful coordination of activities and ensure transparency in the community where necessary
- Provide technical inputs and assistance to programs with particular reference to logistical management and reporting systems
- Work with the DDP to ensure there is active coordination between departments
- Ensure that meetings between all departments are held on a regular basis
- Ensure both the bases and sub offices are running efficiently, with frequent visits to them
- Work with the HR team to ensure all processes and procedures are in place and in line with Iraqi law
- Assist the team to ensure all necessary training is taking place and is recorded
- Oversee the recruitment, training, and capacity building of all staff in Finance, Admin, Logistics, HR, and IT in conjunction with the various line managers
- Review and assist in the maintenance of field site Operating Budgets.
- 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.
Logistics and IT
- Provide training and capacity building to logistics and IT staff; - Oversee processes and ensure compliance with IMC policies and donor regulations; - Review main contracts and ensure validation by HQ; - Oversee the implementation of logistics policies and procedures for purchasing, delivery, storage, communications and transport
- 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 in a field monitoring plan; Conduct analysis of staffing structure in coordination with Country Director and Deputy Director of Programs (DDP) - Play an active role in preparing internal and external audits with finance; ensure recommendations related to operations are followed and take all necessary measures to address audit findings. * Oversee the implementation of logistics policies and procedures for purchasing, delivery, storage, communications and transport; * Ensure that all IT equipment is maintained and secure and an appropriate replacement schedule is in place;
- Monitor and report on security in all program areas and in other areas likely to impact programmes and IMC compliance;
- Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.
"To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation."
Job Knowledge: Demonstrates a thorough understanding of the responsibilities specific to the job, as well as the ongoing capacity to stay abreast of changes in job functions.
Interpersonal/Communication Skills: Demonstrates the ability to work cooperatively and effectively with other employees. Maintains good work relationships both internally and externally and has the ability to work productively as a team.
Situational Judgment: Demonstrates the ability to make good decisions about what should be done given a specific situation. Thinks carefully before taking action and behaves appropriately for the circumstances.
Problem Solving Skills: Demonstrates the ability to use creativity, reasoning, past experience, information and available resources to resolve issues.
Compliance & Ethics: Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these standards to partners and requires them to adhere to these values.
Leadership: Takes responsibility for actions, decisions, and outcomes. Can confidently take the lead role on a team, if and when necessary.
- Bachelors Degree required; Masters Degree in a related field preferred
- Min. 8 years progressive NGO project and personnel management experience, including a minimum of 3 years international work experience in a operations management role, preferably in the region;
- Previous experience working in emergency and conflict situations
- Knowledge of IMC procedures and policies and donors regulations (ECHO, UNHCR, BPRM, OFDA, etc.) 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;
- Fluent in written and spoken English is essential; (Arabic an advantage)