Field Offices (FO) Operations Coordinator
|Location||Addis Ababa, Ethiopia|
|Date Posted||June 29, 2022|
|Category|| Operations |
|Job Type|| Full-time |
The FO Operations Coordinator is expected to provide strategic and practical liaison between the head office and field offices (FO), facilitating efficient and effective program-program support functions. At the head office level (Addis Ababa), the FO Operations Coordinator will work with both the program and the operations team and will report to the Deputy Country Director Operations envisaging strong cooperation and joint decision making between program and operation teams.
The FO Operations Coordinator will line manage the head of operations in each field office who are responsible for the smooth operational functioning in their FO. The position will work closely with each head of operations to make sure that field office systems are in place and functioning effectively. S/he will troubleshoot as needed in all CARE Ethiopia field offices, supporting the head of operations on all operational matters.
The FO Operations Coordinator will ensure that operational policies and procedures and systems are in place and are consistently complied with. S/he shall take appropriate measures to eliminate or at least reduce risks related to program implementation, ensuring that the necessary program support functions-finance, procurement, HR, Business Services (logistics and administration, staff safety and security)--are operating smoothly and efficiently and meeting the needs of the program team.
The FO Operations Coordinator is also required to ensure effective representation of CARE Ethiopia in various forums (networks, partnerships, consortiums, etc.), both at federal and region level. She/he will provide the required support to FO Head of Operations in their effort towards the representation of CARE in regional/local governments.
Job Responsibility #1: Program Development and Implementation (25 %)
- Foster links between programs and operations ensuring seamless coordination and support for effective program management.
- Actively participate in new proposal developments; ensure the use of approved CARE Ethiopia Flexible Office structures in the budgets for new proposals.
- Participate in new projects launching/startups; ensures that project kick off/start up meetings are organized for all new projects so that key compliance and operational requirements are oriented/sensitized to all project team members.
- In coordination with Awards/Grants and HR, assist programs in preparation of procurement and HR plans.
- Regularly participate in periodic projects follow up meetings and monitoring visits. Ensure that operational issues/concerns raised are noted and timely addressed in consultation with the DCD Operations and other Operation units (Finance, HR, Procurement, BSM).
- Organize program and operations team meetings. Follow up on decisions from these meetings for timely implementation of recommendations/action items.
- Lead project close meetings; ensures that action items are properly followed and all close out minutes are properly documented.
- Ensure required reports for signatory GoE offices are met on quarterly and annual basis, ensure tracking of FOs Head of Operations level submissions to woreda, zonal, and regional levels; and particularly for Agency for CSOs.
- Set up and manage overall Government reporting systems for the CO. Ensure that donor reports are reconciled with government reports.
Job Responsibility #2: Oversight for Strategic Leadership and Management of FOs (40 %)
- Ensure that FOLT meetings are consistently conducted and the FOLT provide strategic leadership for the overall programmatic coordination, synergy, operational efficiency, and participatory decision making.
- Follow up and ensure that the FOLT is overseeing the strategic leadership of FOs based on its ToR.
- Support FO implementation of effective and efficient operations systems and processes (grants/donor financial reporting, HR, IT, procurement, general administration, and transport).
- Assist the head of operations in ensuring full compliance and adherence to all CARE and donor rules and regulations and eliminate/mitigate any corrupt or fraudulent practices.
- Conduct field visits to FOs on a regular basis and prepare reports (shared with the FO as well as the Program Director and Deputy Program Director in head office) summarizing key findings/recommendations, with a special focus on the status/progress of FO program/program support synergy, coordination, strategic leadership, and compliance.
- Assist in the identification of training and development needs of program support staff and provide subsequent capacity strengthening support to staff as required
- Support the timely implementation of audit (internal and external) recommendations pertaining to FO operations.
- Ensure FO implementation of annual AOP and IOP processes as per CARE policy.
- Ensure financial analysis is conducted and reported on a quarterly basis for each FO identifying pipeline gaps and follow up discussions with program management.
- Monitor staffing for FOs on a quarterly basis and apply the flexi structure for decision making around expansion or contraction of the structure.
Job Responsibility #3: Networking and Representation (15 %)
- Ensure that strong strategic alliance is created with Regional/Zonal/Woreda government, local communities, non-government partners, and other stakeholders at all FOs so that CARE is represented in the overall alleviation of root causes of poverty.
- Support head of operation with their representation of CARE in the Woreda and Regional government bodies in order to promote CARE’s work and ensure that the zonal and regional partners have an informed understanding of CARE’s work, and policies, program approaches, and core values.
- As designated by the DCD Operations, represent CARE Ethiopia in operational issues at various network, partnership, consortium, etc. platforms.
Job Responsibility #4: Staffing Management (10 %)
- Participate in the development of Field Offices’ and program work plans and cascade the same to individual work plans.
- Ensure staff APPAs include KPIs which are continuously monitored and measured against progress.
- Ensure that APAAs (annual and semiannual) are completed in a timely manner and submitted to HR.
- Create a collaborative and conducive work environment for team members with the aim of strengthening team work and job satisfaction.
- Conduct periodic gap assessments for training needs as it relates to operational implementation and identify targeted capacity support for staff (Addis and FOs).
- Facilitate conflict resolution mechanisms and ensure that grievance and whistle-blowing mechanisms are functional and fairly administered as per CARE policy.
Job Responsibility #6: Others (10 %)
Participate in CO overall strategic leadership and management (e.g. member of SLT or SSM)
- Participate in CO-wide initiatives and/or FO representation of CO task forces/working groups/etc.
- Manage the ‘on call’ schedule and respond to emergencies as needed
- Perform other duties as assigned by the DCD Operations
- Bachelor’s degree in management and/or business administration or similar
- Minimum of five years in senior management and practical experience in leading/managing Operations, Program Support functions and compliance in a large organization as well as complex context
- Experience in supporting operational systems development and strengthening in NGOs
- Demonstrated leadership and interpersonal skills
- Ability and interest to manage, coach and develop staff
- Demonstrated use of positive coping strategies in stressful environment
- Demonstrated cross cultural communication skills
- Knowledge and experience with grant management and budget management as demonstrated by the ability to manage a complex budget and donor compliance and reporting
- Demonstrated commitment to principles of gender, equity, diversity, inclusion and PSHEA (safeguarding) through previous positions or programming experience
- Master’s degree in business administration
- 5+ years in similar position with CARE or other INGO in a complex context