I. Job Summary
The Head of Operations is directly responsible for the overall effectiveness and efficiency of operations at the field office level. S/he will provide management and supervision for staff responsible for the administration of the office and provision of financial, procurement and human resource support services. S/he will be responsible for identifying where operational challenges exist and accountable for communication and follow up with the relevant departments or units in HO to agree on solutions and capacity support required for field office staff. S/he is also expected to ensure that projects or programs receive the required operational support for quality and timely implementation. As such, the post holder will have a dotted line relationship with program staff in HO. S/he will also be expected to develop and maintain strong relationships with key stakeholders at the field office level (government, civil society, and community representatives).
II. RESPONSIBILITIES AND TASKS:
Job Responsibility #1: Program Planning and Development (15%)
Provide input into the development and realization of the CARE’s goals and strategic directions
Ensure the FO activities adhere to CARE’s program principles, standards, and core values
Actively contribute to program/project development initiatives
Coordinate FO actions, coordinated planning and timely implementation
Act in a planned and responsible manner fostering mutual understanding and standing for the common goals of CARE
Job Responsibility #2: Strategic and Operational Management (15%)
Lead the overall strategic management across all Operations functions in the FO (finance, procurement, human resources, security, and business support management) by providing strategic leadership and advice to the Operations team
Foster links between programs and operations ensuring seamless coordination and support for program management
Lead business process improvements for the FO operations to ensure efficiency and effectiveness. Responsible for FO staff performance management, development and talent management and capacity building of the Operations team at the FO
Ensure human and material resources are effectively and efficiently obtained and made available for the sound execution of FO program and operations
Work closely with DCD Operations and FO LT to ensure financial viability, critical financial analysis and decision making for the FO
Coordinate, facilitate, monitor, and report on the implementation of strategic issues such as Annual Operating Plan (AOP) and Annual Performance Objectives (APO), and ensure widespread awareness of CO priorities and, ‘All Ethiopia’ messages throughout the FO.
Provide day to day oversight, monitoring and accountability for the timely implementation of audit recommendations and other field visits suggestions by CARE
Update and build awareness among staff on compliance issues (policies and procedures) through regular sessions and meetings to make the FO an acceptable and accountable entity. Such events need to be recorded and documented.
Ensure sound internal control systems are in place and functioning at the FO to ensure adherence to policies and procedures
Job Responsibility #3: Financial and Administrative Management (20%)
Wok closely with adminisration and finance heads as dotted line supervisor to ensure the field office support function is well addressed
Ensure that the CARE Ethiopia personnel, administration, and procurement manuals are properly understood and implemented
Monitor that CARE Ethiopia assets, including all vehicles, equipment, and materials, are properly and efficiently managed, utilized, and safeguarded
Ensure that financial management and all financial activities consistently adhere to CARE policies and procedures
Ensure that feedback from visitor and audit recommendations are implemented in a timely manner
Job Responsibility #4: Staff Management (15%)
Support the operations team in the FO to effectively undertake their roles and responsibilities and lead the establishment and functioning of a strong, effective and coordinated team
Complete all CARE performance management activities including performance planning, monitoring, and semiannual and annual performance appraisals
Collaborate with the FO Human Resources team to take appropriate personnel actions to address problems
In coordination with HO, identify staff capacity requirements and follow up plans to ensure appropriate support is provided
Facilitate conflict resolution mechanisms and ensure that grievance and whistle-blowing mechanisms are functional and fairly administered as per CARE policy
Job Responsibility #5: FO leadership (15) %
Coordinate and foster transparent and participatory decision making to promote and maintain an effective team- based management both at the FO and at project/unit level
Oversee and coordinate Managers and Operation team in the FO for daily operational, internal, and external relation issues
Responsible to facilitate dynamic, engaged, and effective FO LT (Field Office Leadership Team) -- members are required to dedicate 20% of their time to LT issues to ensure programmatic coordination and synergy
Facilitate the advancement of key initiatives such as social committees functioning in the FO, GED and/or PSHEA action plans are practiced through active involvement of the LT
Monitor and model behaviors consistent with principles, values, vision, and mission (walking the talk)
Promote a working environment where staff feel free and able to effectively contribute to advancing the work of the FO; identify and promote learning and areas for scale up of best practices
Lead the development of competence-based job descriptions for the recruitment of FO staff in line with recruitment guidelines
Set up and manage Government reporting systems for FO
Prepare quarterly reports (and more frequent as requested/needed (on the FO progress in program and program support synergy, coordination, compliance, quality oversight practices and innovation)
Through the FO LT hold all levels of staff accountable to high level program - program support functions quality standards
Organize timely FO LT meetings (as agreed by the LT), ensure that reporting is done timely, and promote accountability of team decisions and operations through active coordination with CO PMT and POC
Follow up on implementation of decisions, timely compilation, and dissemination of meeting minutes
Job Responsibility #6: Networking and Representation (15%)
Facilitate close coordination and collaboration with Regional/Zonal/Woreda government, local communities, non-government partners, and other stakeholders in the FO to build strategic alliances to contribute to the alleviating root causes of poverty
Assure high level and consistent representation of CARE in the Woreda and Regional government bodies 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
Network and share information and lessons learned with all stakeholders (communities, NGOs, regional government bodies)
Job Responsibility #7: Others (5%)
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
GENDER EQUALITY
Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.
Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming
III. Qualifications
5 years of relevant experience with the first degree
4 years of relevant experience plus post graduate degree
At least 1 year of management experience
NGO experience is a plus
Skills Required
Proven management skills
Project management experience
Proposal and report writing skills
Excellent representational skills
Fluent spoken and written English
Excellent communication and interpersonal skills
Job Requirements
III. Qualifications
5 years of relevant experience with the first degree
4 years of relevant experience plus post graduate degree
At least 1 year of management experience
NGO experience is a plus
Skills Required
Proven management skills
Project management experience
Proposal and report writing skills
Excellent representational skills
Fluent spoken and written English
Excellent communication and interpersonal skills
How to Apply
Register using THIS LINK
Only short-listed candidates will be contacted.
Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!
CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.
CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives, or partners.
CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.
By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.
