Director of Program Operations Full Time

TEAM/PROGRAM: Program Operations / Senior Leadership Team

LOCATION: Addis Ababa with frequent travel to field locations

GRADE: TBD

CONTRACT: National

CHILD SAFEGUARDING:

Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

• As a member of the Senior Management team (SMT), the Director of Program Operations (DPO) shares in the overall responsibility for the direction and coordination of the Country Office (CO) and delivery of strategic priorities. The DPO in his/her capacity is responsible for timely and quality implementation of all programming and awards in country, on budget and in compliance with donor regulations and SCI policies and procedures. The post holder is responsible for the management of all sub offices, humanitarian preparedness and response, as well as for the IT and supply chain functions of the Ethiopia CO.

SCOPE OF ROLE:

• Reports to: Country Director
• Staff reporting to this post: Area Directors, Head of Humanitarian Response, project directors/COPs, Supply Chain Director; Head of IT and others.
• Indirect: Strong collaboration with all of the Save the Children teams in Ethiopia, Global Teams and the Centre. Active collaboration with members.
• Budget responsibility: The DPO has full oversight on award/project/program management and budget responsibility over the entire implementation of a program portfolio of USD30m+ annually
• Role Dimensions: Save the Children supports programs across Ethiopia with approximately 750 staff and current expenditure of approximately USD 40 million + per year, through earmarked funding streams across 50+ awards. The CO actively collaborates with 6 SC Members and 20+ donors. SCI Ethiopia delivers child-centered programs in health & nutrition, education, food security & livelihoods, child protection, migration, and WASH.

KEY AREAS OF ACCOUNTABILITY:

As a member of the Senior Leadership Team (SLT)

• Assume leadership of the CO; support the development and implementation of the Country Strategic Plan and the achievement of the organizational goals.
• Help establish, maintain, and improve active and regular working relationships with: host government authorities, partner agencies including humanitarian and development donors, and (I)NGOs.
• Ensure the CO complies with all organizational policies, procedures and standards.
• Ensure that all required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the Global Teams and Operations Business Partner.
• Contribute to continuous review of appropriate operating structure and office categories reflective of realities and portfolio size.
• Contributes to the cross functional collaboration and engagement on overall risk review and planning at the CO level
• Engages in establishing clear structure (roles and responsibilities) and implementation of ways of working (processes and workflow) throughout the system, especially across functions, for smooth delivery of CSP priorities
• Ensures effective rollout of Global Programme Operations priorities

Oversight and Management of Program Operations

• Leads and develops SC CO operational platform to meet key standards and deliverables, ensuring consistent high results on all key Operations’ KPIs
• Responsible for overall coordination of program operations and area/field delivery of high quality programming in line with the objectives of the Country Strategic Plan, Humanitarian Response Strategy and Save the Children’s Program Approach, as well as in compliance with Ethiopia regulations.
• In close coordination with other SLT members and their teams participate in program proposal process and ensure that all programs progress in accordance with grant agreements, donor rules and are completed with quality, within time and on budget
• Ensure adherence and appropriate responsibility for donor awards as per the Scheme of Delegation: serve as overall budget holder for all programming; manage and support budget holders for individual projects and awards, ensuring accurate forecasting, and effective budget management and monitoring, for example through monthly project reviews at field level and at country office level
• Ensure programs are implemented in ways responsive to the communities, and children in line with Save the Children principles, values and strategic plan and following Save the Children compliance procedures. This includes working with government and national NGO-partners to strengthen national capacity.
• Ensures robust project management, successful use of PMM tools within the Ethiopia CO and supports the efficient use of PRIME system
• Leads on embedding Safe Programming/Safe Partnership/Safe Volunteering in operations and programme management
• Ensure preparation of timely and high quality progress reports, program reports, and donor reports
• Effectively oversee all Area and Sub-Offices and ensures that field office categorization and review structures are conducted at least annually, referring to SCO Operating Model (OM) guidance and tools.
• Leads and supports field offices in defining and implementing fit for purpose structure across all Programme Operations
• As a member of SLT, ensures localization and partnership is prioritized across critical stakeholder groups and innovative programming, is managed in the context of the CSP and is designed to strengthen local and national capacity to deliver results for children.
• Ensures meaningful engagements with partners according to partnership principles, oversee program implementation of existing partners and reports on achievements, challenges and risks to the SMT.
• Ensures that all implementing partners comply with Save the Children and donor requirements and regulations.
• Support the implementation of MEAL protocols in line with best practices.
• Responsible for early communication to Awards Director and other SLT members on the need for any project amendments, extensions etc. and participation in the development of these requests to donors.

Humanitarian Response Management

• Leads on humanitarian response and crisis management. In close collaboration with the PDQ, ACCM and other departments, ensures Humanitarian Response Plans and Emergency Preparedness Plans are developed, regularly updated and operationalized.
• Strengthens the Ethiopia CO organizational readiness to respond to emergencies in line with global SCI humanitarian goals, standards, benchmarks and policies.
• Ensures that the CO designs, updates and implements a full set of emergency preparedness actions, drawing on SC member input and resources
• Mounts appropriate and timely responses at scale to all emergencies consistent with established benchmarks, plans and organizational policies, and in close cooperation with Government of Ethiopia, UN coordination system and with incoming surge teams as needed
• Ensures that all CO staff across departments and sub offices are familiar with, adhere to and implement the procedures and processes detailed in the Rules and Principles for emergency response and local regulations, and follow Humanitarian Code of Conduct.
• Work with the Humanitarian team and Area office teams to ensure key preparedness actions are undertaken, including:
  • pre-positioned supplies are in place
  • response teams are identified, trained and prepared within field offices
• Support Area Directors to ensure that each area has an up-to-date, context-based and achievable Emergency Preparedness Plan (EPP).
• Ensures strengthening of surge capacities in Programme Operations, and builds capacities of Ethiopia team and partners for bridging humanitarian, development, and peacebuilding triple nexus programming
• In coordination with CD and DPDQ maintain consistent and coherent engagement in key inter-agency emergency preparedness and response coordination mechanisms.

Supply Chain Management

• Ensures that the CO supply chain capacity and systems meet the SCI quality standards and are effectively supporting programming and ACCM requirements.
• Ensure CO supply chain manuals (Procurement Manual etc.) are up to date and rolled out to all teams as needed.
• Manages the CO supply chain ensuring that all CO activities (fleet, assets, transport, procurements, base setup, etc.) are planned for, coordinated and implemented with quality and in compliance with SCI policies and procedures, as well as donor rules and local regulations.
• Ensures appropriate and adequate emergency supply chain and logistics procedures are detailed in the Country Office Emergency Preparedness Plan in order to enable rapid scale up.
• Manage all vehicles ensuring maintenance and insurance, and full utilization and application of the Fleet Service Charge project.
• Ensures goods and services procured are cost effective and of standard quality and works closely with the procurement team in negotiating the best deals with suppliers.
• Ensure procurement processes are effectively implemented, with transparency, accountability and in compliance with the organizational Procurement Manual.
• Ensures proper record keeping, maintenance and control of inventory as well as close monitoring of assets and stock management.
• Effectively manages the fixed assets, including through proper documentation and recording of fixed assets of the organization.

IT Management

• Overseeing and ensuring smooth management of timely IT support to CO offices in line with SCI policies and procedures and quality standards.

Risk Management

• In close collaboration with Director of Risk and Compliance and SLT, provide timely and quality inputs into CO Risk Management Plan and drive key operational, humanitarian and other mitigations forward with functional leads and Operations Team.
• Ensure that assigned mitigation action plans made by functional heads within the Operations Team are implemented and are supporting programme implementation.

Safety and Security

• Working with the Safety, Security and Access team ensure that, each operational area (i.e. all area offices, field offices and project offices), implement the safety and security minimum operating standards and procedures and have a clear, updated contingency plan in place to respond to various foreseen and potential scenarios.
• Emphasize and support Area Directors in ensuring that national security guidelines, and in particular those on travel and incident reporting, are adhered to.
• Support the the Safety, Security and Access team in promoting a culture of security awareness and a shared duty of care amongst staff in area teams.
• Promote a culture of security awareness and a shared duty of care amongst staff.

Representation and Networking

• Proactively seeks and maintains active and regular working relationships with – host government authorities, development, humanitarian and corporate donors and partner agencies.
• Interacts regularly with the international donor and NGO community to ensure awareness of SC programmes and to collect up to date information about the plans and programmes of other actors.
• In collaboration with the Country Director, DPDQ, NBDD and DACCM and other SLT members represents SC at national, regional and global level.

Team development and supervision

• Ensures appropriate staffing within Program Operations Department
• Manages the Program Operations team; defines expectations, provides leadership and technical support as needed.
• Manages the performance of all staff in the team through:
  • Effective use of the Performance Management System including the establishment of clear, measurable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
  • Coaching, mentoring and other developmental opportunities;
  • Recognition and rewards for outstanding performance;

SKILLS AND BEHAVIOURS (our Values in Practice):

Accountability:

• Accountability for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE:

Essential:

• A minimum of 10 years management experience in a corporate or an NGO environment, including significant field operations experience running both development and emergency response programs
• Robust experience of NGO program cycle management, and experience of working within a complex and matrix organization structure
• A very good understanding of at least 3 of the sectoral programs (Education, Health and Nutrition, Child Protection, Child Poverty, Child Rights Governance) and a working knowledge of the program priorities of the Country Office.
• Substantial experience in logistics, including procurement, supply chain, fleet management & inventory.
• Significant knowledge of international humanitarian systems, institutions and donors, and of procedures, accountability frameworks and best practices in emergency management.
• Substantial experience and knowledge of effective financial and budgetary control and securing and managing grants from major institutional donors.
• Excellent project management skills related to organizational development projects and international, cross-functional teams with a proven history of delivering results.
• Ability to analyze information, evaluate options and to think and plan strategically
• An in-depth understanding of national and international development issues in particular in relation to children.
• Previous experience of managing and developing a team and the ability to lead, motivate and develop others, as well as working as a part of a team.
• Excellent interpersonal, communication and presentation skills and agile leadership approach.
• Fluency in written and spoken English.
• Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies.
• Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches.
• High level of resilience and willingness and ability to travel extensively in country

Desirable:

• Experience of working within a complex, high risk environment; previous security management experience and previously completed Hostile Environment Awareness Training (HEAT)training an advantage

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.