The Operations Director (OD) position will report directly to the Country Director (CD) and will assume direct responsibility and accountability for the overall management, effective support, oversight and development of departments covering Finance, Supply Chain and Admin (including ICT) , Safety and Security, Compliance unit  and Human Resources/Organizational Development  (HR/OD) to support the delivery of quality and integrated programming in line with the organizational standards, frameworks and procedures. The OD will lead these departments in ensuring the timely and quality delivery of the Plan Ethiopia’s country strategy.

Supporting the CD, the OD will undertake a senior internal and external representation role on operations side with key stakeholders. The OD will be a member of the Country Leadership Team (CLT) and will provide high-level strategic leadership to the office as a whole, working collaboratively with other CLT members.

Management scope, reporting lines, key relationships

Level of contact with children

Mid contact: Occasional interaction with children

Physical Environment

Accountabilities and MAIN WORK ACTIVITIES

Strategic leadership in Operations Management (%)

Contribute to the strategic development and management of PIE in line with the Country Strategy (CS), ensuring that operations are an engaged and effective business partner for Programme departments to carry out quality programmes with excellent operational support.

Provide overall leadership to the operations support services and institutionalizing strategies to ensure that optimum support is provided to the Country Office and Programme Areas.

Model our value-based leadership framework underpinned by our feminist leadership principles.

Oversee the facilitation of internal and external audit missions and addressing of audit actions.

Oversee the development and implementation of up to date operation support systems, policies, procedures and guidelines to support in country operations and ensure compliance of Plans global standards and donor requirements.

Guide the heads of departments in the development of policies and procedures and oversee the rollout of corporate systems and applications including SAP, HRIS, etc.

Design innovative business solutions to improve the efficiency and effectiveness of operations in PIE

Compliance and Oversight (%)

Coordinate with relevant Heads of Departments to ensure systems and processes are in place and comply with Plan global policies, standards and procedures and legal requirements in the areas of Finance, HR/OD, Supply and administration (including ICT), Safety and Security and compliance.

Ensure appropriate controls, processes, procedures and systems are in place;

Ensure audit actions are implemented and alternative actions taken as required to address gaps and advices in controls and procedures identified.

OD as the chair of the Security Review Team will provide oversight in security planning and management in the country and ensure that all Plan offices (CO and PA/PUs) have developed standard operating procedures (SOPs) and contingency plans consistent with global security policy and procedures.

On a delegated basis, report timely and consistently all losses and incidents (theft, bribery, fraud, injuries etc.), and provide regular updates to the Global Hub (GH) and the Regional Hub (RH) and oversees investigations and the follow up actions;

Oversee the review of agreements and contracts and ensure compliance with Plan policies, Ethiopian laws and regulations, ensuring the interface with the legal advisor and report all potential legal cases to legal advisor, to the RH and to GH as relevant;

Together with relevant head of departments participates in disaster preparedness planning and ensure that all action related to support functions are implemented and systems, procedures and capacities are in place to respond timely and effectively to humanitarian emergencies.

Ensure appropriate linkages between the programmes and operations departments are in place and functional.

Procedures, process and applications support (%)

Oversee the in-country rollout of corporate systems and applications including relevant ERP/SAP modules, HR Information System (HRIS), YODA and other corporate applications;

Oversee the rollout, including staff training, of global operational policies and procedures in the country;

Provide overall strategic oversight in the development and implementation of up-to-date support services systems, policies, procedures and guidelines to support in-country operations and ensure compliance of Plan’s global standards and donor requirements.

Capacity building and People Management (%)

Provide overall vision and direction to the operations team through effective coordination, planning, prioritization, coaching and supervision.

Support staff to understand and comply with the organizational vision, mission, strategic direction and organization policies.

Socialize and nurture Plan Values and Behaviours.

Create an enabling working environment to foster excellent teamwork and high performing staff.

Oversee the delivery of effective capacity building support in key areas of finance, supply chain and administration (including ICT), safety and security, compliance and human resources management.

Establish, communicate and monitor standards of performance and behaviours of the team through development of Individual Accountability Plans (IAP), and key performance indicators (KPI’s) that are agreed annually, and monitored and updated regularly.

Support team members to gain the necessary skills through learning and development.

Other responsibilities (%)

Liaise with and communicate with government bodies, donors, other Plan offices and local and international agencies stakeholders – as required and directed by the Country Director.

Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

Ensures that Programme staff are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;

Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.

Leadership Competencies - (Leading LEADERS)

Maximise our progress by aligning work priorities and resource deployment internally and with Plan International's wider goals and longer term direction.

Achieves desired outcomes and finds innovative solutions by using the expertise and creativity of others and adopting a coaching approach with the people.

Willing and able to take complex decisions, weighing up the available information and assessing opportunities and risks.

Leads on the purpose, lines of accountability and decision-making capacity for each structural element of the department. Helps their team to understand where they sit within the organisational structure.

Identifies risks and recommends mitigation measures after analysing the political, economic, social and cultural climate of the local operating environment and the implications for our work and are aware of the local business environment, including financial, employment, and business laws.

Advanced knowledge of programmes according to Plan International’s financial management procedures, including: the grant agreement process, the cost recovery process, forecasting, cost allocation principles, apportioned costs and scheduling and monitoring of expenditure, reports against programmes and budgets in line with the Funding and Sponsorship Agreement Document (FAD) and (SPAD).

Oversees digital enablers to improve team performance and working practices. Encourages digital behaviours through role modelling, the personal development processes and capability building. Uses digital and technological tools to support the management of risk, activities and resources, and people and information.

Technical expertise, skills and knowledge

Qualifications/ experience essential:

Knowledge

• A Master’s Degree in Business/ Finance/ Business Administration
• A minimum of 10 years proven progressive experience as a development professional in similar management and senior management roles with an INGO or likeminded organization
• Demonstrated track record in driving change and enabling high performing teams, with the ability to lead, motivate and develop others.
• Knowledge of key issues, trends, challenges and opportunities and their implications for organizations like Plan and its work.
• Practical knowledge of operations support for development and emergency response.
• Demonstrable knowledge of Financial, HR, Supply chain and administrative (including ICT) safety and security and compliance;
• Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), e-mail and internet;
• Strong knowledge of the requirements of donors’ compliance and grants management;
• Fluency in English spoken and written including exceptional presentation and communication skills
• Knowledge of Ethiopian geopolitical, countries laws, political, social and economic factors affecting development and humanitarian sectors.
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• Skills:
• Exceptional conceptual, strategic thinking, strong negotiation, influencing and problem solving skills.
• Ability to analyses information, evaluate options and to think and plan strategically
• Comfortable with taking timely decisions in situations where information may be incomplete, based on consultation and the ability to convey sound judgement and assurance to team members and other key internal stakeholders.
• Excellent interpersonal skills, including the ability to build relationships with colleagues through remote means and in a multi-cultural environment.
• Numeracy and the ability to interpret financial data, in order to provide management support to budgetary processes including planning, monitoring and reporting.
• A strong understanding of key institutional donor compliance rules and principles.
• Ability to provide leadership, communicate effectively and build high performing teams that work together to achieve goals.
• Languages required
• Excellent written and verbal communication skills in English.
• Qualifications/ experience desirable:
• Ability to influence without power.
• Professional certification in either Finance, HR, Supply Chain & Logistics or an equivalent field.
• TECHNICAL COMPETENCIES
• Understanding issues, principles and strategies and their root causes and working with Plan’s principles and a range of strategies and approaches to improve outcomes.
• Excellent relationship building skills – networking, influencing and stakeholder management skills.
• Ability to identify, analyze and monitor diverse, relevant external actors to work with and understand the purpose and implications of working with them.
• Ability to influence power holders about the need for and benefits of addressing gender equality and inclusion, including being able to offer a range of evidence based solutions.
• Understands power imbalances and ways in which the organization may be reinforcing negative stereotypes and biases, as well as the impact these factors have on safety for children and young people in all their diversity.
• Role model our values and behaviors both internally and externally.
• Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work
• Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization
• Communicates effectively at a high level and with a range of appropriate styles for different audiences