Deputy Director, Country Operations

JOB SUMMARY

The Deputy Country Director Operations supports the Country Director in the overall management of country program operational activities to ensure the effective and efficient use of financial resources, logistics and human resources administration within the process and procedures of International Medical Corps and partners.
The Deputy Country Director Operations provides leadership to ensure quality operational functions by improving the management and planning of country operations. The country operations are defined as those systems and support functions necessary to implement programs effectively and accountably, inclusive of Supply Chain, Information and Communications Technology, Administration, Finances, Safety and Security and Human Resources. The Deputy Country Director Operations will ensure proper documentation, control, monitoring, and reporting of financial, administrative, HR and logistics/procurement functions.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

General Operational
• Work closely with the CD and Program Director for planning and follow-through on mission-wide program delivery with a focus on quality program operation;
• Ensure strong collaboration is developed between operations, programs, and field team counterparts in a spirit of mutual support, encouragement, and cooperation;
• Participate in country program strategy/proposal development exercises especially as related to operational functions and inputs;
• Understand the operational and programmatic environment in country and its implications upon International Medical Corps operations;
• Ensure fraud/corruption awareness is regularly conducted reviews both at the coordination and field office level;
• Ensure compliance of entire country programs with IMC security protocols and policies;
• Make frequent trips to field sites to support frontline staff and ensure the quality of country program operations.
• Serve as acting Country Director in the absence of the Country Director

Finance Administration
• Direct supervision of the senior Finance staff;
• Ensure all financial procedures are fully implemented in compliance with International Medical Corps’ process and procedures and donors’ regulations at the main office and all field sites;
• Ensure the financial team set up is adequate and propose adjustments as necessary;
• Ensure proper facilitation of a national staff advancement plan as adequate;
• Ensure that deadlines of monthly/quarterly/annual closing are met and that all accounting data is reliable;
• Analysis of financial statement with the Finance Director and Deputy Country Director Planning and Programs, propose budget amendments, and alert on any funding gaps;
• Participate in budget proposal development and ensure all operational teams are integrated in the process.

Logistics
• Direct supervision of the senior Logistics staff;
• Ensure that logistics procedures are properly implemented in compliance with International Medical Corps’ process and procedures and donors’ regulations at the main office and all field sites. Specific attention will be directed towards procurement and supply-chain procedural oversight;
• Support on development of a capacity building plan for the IMC logistics team
• Ensure that IMC logistics reporting tools are fully implemented and lead the analysis of reports with the senior Logistics staff;
• Facilitate the involvement of the logistics team in proposal development, particularly on finalization of timely of procurement plans;
• Support in country Logistics strategy by participating of team meetings and engaging regional logistics coordinator at HQ level;
• Collaborate with security team/CD to maintain security of staff in all programs’ locations.

Human Resources and Administration
• Ensure that IMC HR procedures are properly implemented in compliance with International Medical Corps’ process and procedures and national labor laws at the main office and all field sites;
• Work closely with IMC’s legal advisor and local counselor on legal issues in coordination with the CD, Compliance and HR team;
• Support the HR Manager in establishing recruitment processes that lead to improved equal opportunities and gender balance in the mission;
• Oversee the recruitment and selection of qualified operational field staff, recommend promotions, disciplinary action and termination of staff in consultation with supervisors;
• Work with the HR Manager to ensure ethnic diversity in hiring of local staff across the mission;
• Ensure project and consortium staff are effectively inducted, including ensuring familiarity and compliance with International Medical Corps’ Code of Conduct, ethics, and values, as well as project-specific goals.
• Support capacity building of the HR team and ensure proper HR department functionality;
• Participate in implementation of a capacity building plan for IMC staff and local partner (when applicable);
• Ensure the country program organogram is reviewed regularly and adjusted as necessary;
• Support the HR Manager in implementing an adequate HR strategy, improving induction, capacity building, and retention of mission staff.

Field Site Operational
• Make frequent trips to all country program field sites to ensure proper operational process of field sites’ projects;
• Support field site management on proper updating/submittal of all project and budget monitoring related operations;
• Convey and manage issues related to field site management through daily interactions with field site management;
• Monitor and respond to security-related issues at field site level.

Monitoring, Evaluation, Accountability and Learning
• Ensure new program proposals adhere to donor requirements and expectations regarding MEAL, demonstrating the country mission’s commitment to quality, accountability, and continual improvement.
• Ensure the allocation of necessary budget and human resources for implementation of MEAL activities across all grants.
• Ensure the implementation of MEAL activities in line with donors’ requirements and IMC’s minimum standards.
• Ensure formal design, implementation, training, and monitoring of community-based feedback and response mechanisms (CBFRM) to capture, monitor, respond to and act on feedback and complaints from communities.
• Ensures findings, lessons, feedback and evidences from the previous project cycles inform future program strategy, planning and design.
• Ensures partner level activities/training pertaining to MEAL are resourced.
• Ensure MEAL staff and findings are incorporated into program review and planning meetings.
• Regularly check on the complaints handling to ensure local guidelines are followed with respect to documentation, referrals, reporting pathways, and feedback loop.
• Ensure effective use and implementation of MEAL minimum standards across program management.
• Provide technical support to MEAL department while developing MEAL strategy for the country mission.
• Ensure Managers at all levels are aware of their roles and responsibilities related to CBFRM staff training and handling feedback/complaints referred by MEAL.

Representation
• Attend meetings with donors, UN agencies, government ministries, and other stakeholders on behalf of the organization as needed
• Develop and nurture contacts within the donor community, government, UN agencies, and other NGOs
• Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the IMC Code of Conduct and institutional ethics and values in relation to internal and external actors

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

MINIMUM QUALIFICATIONS
• Typically, a Bachelor’s degree in business, health or social service related field. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Proven progressive and significant experience (10+ years) in humanitarian programs and/or emergency repose, mainly in the health or related field (Health policy, health reforms); including 7+ years of management experience in an NGO environment, with at least 3 years of significant field operations experience running both emergency and development programs;
• Diverse background in operations, with strong understanding of logistics, administration, HR
• Strong finance background particularly in financial management, budget development and analysis.
• Ability to analyze information, evaluate risks, mitigation options and to think and plan strategically
• Experience of working within a complex and matrix organization structure
• Proven record of the ability and experience to manage large team at a senior level.
• Substantial experience and knowledge in securing grants from major institutional donors
• Significant knowledge of international humanitarian systems, institutions and donors, and of procedures, accountability frameworks and best practices in emergency management
• Skill and knowledge in program sustainability and capacity building, public-private partnerships and project monitoring and evaluation (both quantitative and qualitative methods)
• Strong computer skills including Word, Excel, PowerPoint, and Outlook.
• Relevant Regional experience is strongly preferred; knowledge of the context (in experience and expertise) and understating of the culture is essential.
• Outstanding organizational and problem-solving skills, analytic & pragmatic.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Resourcefulness and creativity essential to work with a wide range of program activities.
• Ability to cope with stressful situations and work with limited resources.
• Profound cross-cultural awareness and some insight into health care issues
• Excellent communication skills, both oral and written.

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report. If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Misconduct Disclosure Scheme

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.