Job Summary:

The Deputy Country Director Operations (DCD - Operations) based in Addis Ababa provides leadership and direction for CARE Ethiopia operations functions in line with the strategy and vision.  The DCD - Operations works closely with the Country Director to develop effective, efficient and results driven Operations team and is responsible for operational oversight of CARE Ethiopia, including smooth functioning of Finance, Human Resources, Administration, Procurement, Security and Business Services and will coordinate with the field/sub office operations functions. 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 Ethiopia views Operations as an integral foundation of its programming; the DCD - 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 DCD - Operations fosters 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 business management skills, excellent team building and people coaching skills, extensive experience and in-depth understanding of administrative support processes and compliance requirements.

As a member of the CO Senior Management Team, s/he participates in decision- and policy-making on strategic issues including financial health and viability, program quality, program development human resource management, and other organizational priorities and concerns. The DCD - Operations has to be an active change manager (both expanding and cutting back).The position reports to the Country Director and may deputize the Country Director in his/her absence.  S/he collaborates closely with the Program Director. The DCD – Operations ensures that the staff in Operations team are motivated, trained and that sound policies, effective systems and efficient methods are in place and that a service culture is developed and strengthened. The post holder is also responsible for ensuring the safety and security of all national and international staff and visitors.

Responsibilities and Tasks

Responsibility 1: Strategic and Operational Management

·         Sets direction and takes responsibility for provision of overall strategic management across all Operations functions (Finance, Procurement, Human Resources, Security and Business Systems) by providing strategic leadership and advice to the Operations team

·         Develop and organize activities of Operations Department to provide timely and effective support to CO program to ensure objectives are met.

·         Fosters links between Program and Operations ensuring seamless coordination and support for program management. 

·         Ensure Operations strategies are integrated into the overall CO strategy, work with the senior management team to ensure that CARE has the appropriate staffing structures, management systems, and support systems to implement high quality programming.

·         Lead business process improvements for the CO operations to bring about 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.

·         Lead on safety and security procedures and processes and ensure regular analysis of the security situation and  lead decision 

·         Making as it relates to operational implementation                                                                              

·         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 SMT to ensure financial viability, critical financial analysis and decision making for the program and CO mission.

·         Ensure CO compliance with CARE’s accounting policy and procedures and generally accepted accounting principles

·         In collaboration with program team ensure effective sub grant management including due diligence review, capacity building and implementation of preventive/corrective actions.

Responsibility 2: Policy and Operations Systems Development, Review and Implementation

·         Initiate new, revise existing operations policies, systems and procedures in line with the legal and donor requirements in Ethiopia

·         Ensures CO compliance with donor rules and regulations in all Operations functions; actively work with ECSA RO Team in the preparedness for audits; supports in CO response to audit findings as well as planning and implementing audit recommendations

·         Ensure sound  internal control systems are in place and functioning to ensure adherence to policies and procedures

·         Ensures the consistent and uniform implementation of the Policy and Procedures throughout the CO to ensure the accomplishment of the CO deliverable;

·         Coordinate with management on legal matters in the CO, work with CARE USA legal, in Country legal advisor, AMS and the RO. 

·         Work with Country Director and Programs Director to ensure that operation policies, systems and procedures are supportive of working with local partners.

Responsibility 3: Planning, Monitoring and Reporting

·         Coordination of functional units operations budgets in line with agreed plans

·         Approve and ensure spending of Operations budget is in line with donor requirement

·         Cosignatory of checks and instructions to the banks

·         Monthly budget versus actual monitoring and ensure required actions and adjustments are done timely

·         Ensure effective internal control systems and that assets and resources and CARE are appropriately safeguarded.

·         Work with program teams to ensure donor compliance for all projects and programs under existing and new donors

·         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.

Responsibility 4: Team Management and Leadership

·         Provide proper supervision and management for all direct reports and lead the establishment and functioning of a strong, effective and coordinated team

·         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 across the board compliance with organizational, donor and (host) government rules and regulations

·         Ensure the effective and efficient implementation of PeopleSoft (CAREs financial software) at all applicable levels of Operations

·         Ensure that functional units under Operations are organized in the best way possible, i.e.

o   the structure is the most appropriate aligning to the goals of the unit and the situation

o   the staff has clear, well-designed responsibilities, is well trained and motivated

o   the policies are relevant and easy to manage

o   the systems are efficient, effective and user-friendly

o   services are effectively and efficiently rendered

o   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

Responsibility 5: Field Office Operations and External Stakeholders Management

·         Collaborate with the POC to ensure strong, effective and principled CARE Ethiopia liaison with government agencies and departments at national level and in areas of operations.

·         Work closely with the POC to ensure that support systems and structures are in place to meet program needs and that they are compliant with relevant internal and external policies and procedures.

Qualification

Required: A fully certified professional accounting qualification such as CA, ACCA, CPA together with university degree in finance or business administration.

Experience/Technical Skills

Required:

·         Minimum of 12 years’ experience in finance and 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. 

·         Demonstrated skills and motivation towards gender and cultural sensitivities, valuing diversity and championing organizational and staff diversity, upholding the organizational core values.

Desired

Knowledge on various donor and legal compliance is desirable.

 Competencies

Action Oriented, Problem Solving, Building Effective Team, Timing decision making, Strategy Agility, creativity, negotiating, interpersonal savvy, functional/Technical Skills