Operations Manager (Iraq Nationals ONLY)

PURPOSE OF DIVISION:

Islamic Relief Worldwide (IRW) is an international relief and development charity that envisages a caring world where people unite to respond to the suffering of others, empowering them to fulfil their potential. We are an independent Non-Governmental Organization (NGO) founded in the UK in 1984.  Working in 40 countries, we promote sustainable economic and social development by working with local communities to eradicate poverty, illiteracy and disease. We also respond to disasters and emergencies, helping people in crisis. Islamic Relief provides support regardless of religion, ethnicity, or gender and without expecting anything in return.

Islamic Relief Worldwide (IRW) has been working in Iraq for more than 20 years. IRW-Iraq was amongst the few aid agencies those were on the ground since 2003. Islamic Relief Worldwide Iraq is implementing several projects in the sector of livelihoods, WASH, Education, and Seasonal Projects.

JOB PURPOSE:

The Operations Manager is a member of the country`s management team (CMT) and responsible for all operational support functions in Iraq including risk management, procurement and logistics, administration, information technology (IT), liaison and public relations, transportation, staff management, and other related duties. Your responsibilities will be instrumental in maintaining a secure, compliant, and well-organized environment to support the organization’s objectives while upholding IRW values and standards.

KEY ACCOUNTABILITIES

1. Key Accountability # 1: Team Management

• Lead, manage, motivate, and develop capacity of team members. This will include leading on objective setting, regular supervision and feedback sessions, and annual performance reviews.
• Work closely with program management to facilitate operational aspects of program planning and delivery, and upcoming operational resources needs, especially Procurement and Logistics.
• Work closely with program and finance teams to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with policies.
• Develop strong relationships with program teams and other departments to ensure their understanding of respective functions.
• Ensure other functions understand their roles and responsibilities in terms of interaction with Operations Department, including through, regular coordination meetings, problem solving and procurement planning and other such planning activities to ensure effective and timely program implementation.
• Report daily/weekly/monthly on procurement, administrative & IT related activities and security situation, in addition to incident reports to the Country Director.

1. Key Accountability # 2: Administration, Logistics and ICT:

• Ensure the admin systems are implemented as described in the Field Administration Manual.
• Oversee the set-up and development of IRW-Iraq office(s) to meet needs of team members including drafting and reviewing contracts for offices and warehouse space, leasehold improvements.
• Oversee facilities management, including office(s) (country office & filed offices) and warehouse leases for both. Ensure security standards are maintained at all premises.
• Oversee tracking of all assets to ensure accurate record keeping of IRW-Iraq and donor asset including exceptional items that require registration and movement tracking, in accordance with the lRW-Iraq Asset Management Manual.
• Work closely with Operations team regarding processing expatriate visa and work permits and road travel permits etc.; make sure visas and other required documents are approved by relevant authorities timely.
• Supervise the fleet management team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines.
• Ensure the warehouse procedures are followed as described in the Warehouse policy and procedures Guidelines, as necessary.
• Ensure inventory records of materials and materials flow into all warehouses are maintained.
• Oversight of NFls, commodity storage and movements as needed.
• Coordinate logistics (non-program) aspects of material aid projects and associated shipments and manage the importation and customs clearance elements.
• Oversee customs clearing, equipment registration, licensing and insurance, etc;
• Supervise lT system Administrator (IT Assistant) to ensure lT systems function as needed. Make sure that all lT related issues for staff are resolved on a sustainable basis.

1. Key Accountability # 3: Procurement:

• Oversee and ensure timely, transparent, compliant, and accurate procurement of goods and services, processing and documentation of procurements as described in Procurement Manuals and in accordance with donors and IRW policies.
• Carryout the suppliers/vendors prequalification for different markets related to program and operations
• Review service contracts and ensure overall contract management.
• Liaise with finance to ensure compliance and payment schedules.
• Facilitate tender openings, as necessary.
• Ensure timely preparation of procurement plans for the projects and monitor their implementation.
• Control workflows, ensure continuous process monitoring and improvements in the systems and processes, including through lessons learned and application of best practices in Procurement.

1. Key Accountability # 4: Security and Liaison:

• Management of the security portfolio of work for IRW Iraq.
• Ensure that all offices in the country use and comply with IRW Iraq guidelines and national Health and safety regulations while ensuring we maintain a good working environment in all workplaces/offices.

• Ensure adequate security and safety measures are in place to minimize risks to staff and associated stakeholders.

• Monitor the evolving situation in IRW Iraq operations in coordination with other actors as per country and Programme guidelines act as the local focal point for safety co-ordination and information sharing between the relevant National actors within the area of operations.
• Collect, verify, analyse, and report information that affects, or may affect, IRW, Iraq operations.
• Track safety-related incidents and developments and provide trend/pattern analysis.
• Assist with the implementation of SMP (security management plan) by office/location.
• Facilitate program access and continuity through the provision of informed advice.
• Manage safety-related information and provide all staff with regular safety updates and advisories.
• Maintain relevant safety documentation, data, and records (training register, incident tracking, maps, etc.).
• Liaise with UN agencies, NGOs, and other external actors to gain safety information and analysis.
• Represent IRW inter-agency safety meetings.
• Act as the focal point for the procurement of safety-related equipment, facilities, and other resources.
• Following up with the submission of NOC and JCC letter and making sure is up to date.
• Lead coordination of security risk assessments for new areas, projects, and grants.
• Update and improve core IRW, Iraq security plans, policies, contingency plans, and SOPs.

Objectives:

• Participate in monthly Country Management Team (CMT) Meetings and contribute to a full range of CMT decisions, including taking the read on making quality decisions affecting the country program`s operations.
• Participate in official/ periodic Meetings and/or Programs/operations coordination Meeting to facilitate in departmental coordination.

Representation:

• Responsibility of maintaining effective relations with the governments departments. Frequent visits to the line departments on as and when required basis.
• Interface with IRW partners, as well as any sub-grantees, to verify their systems and that they understand and follow all appropriate procedures and archiving.
• Liaise with local government officials, UN and other international agencies, local NGOs and civil society organizations, local leaders and other community members to foster coordination and ensure support for and acceptance of IRW-Iraq activities.

PERSON SPECIFICATION

It is essential that the post holder shows a good understanding and empathy with the Islamic Relief values and principles as well as commitment to IRW’s vision and mission.

A) EDUCATION/TRAINING

Required:

• Master/Bachelor Degree in Business Administration or other related field
• Professional Certification in Procurement or Supply Chain or any other relevant field.

Travel: 25% travels to the field offices. 

B) EXPERIENCE

• 5-7 years of the field experience in with a Humanitarian relief or development non-governmental organization with supervision responsibilities.
• Experience in policy formation and ensuring team-wide and system compliance.

C) Key Personal Qualities and Professional Qualifications:

• Excellent communication and negotiation skills.
• Proficiency in Microsoft Office, including MS Word, MS Excel, power point and Outlook
• Good command in English (written and spoken) and fluency in Kurdish and Arabic (written and spoken.
• Excellent analytical and report writing skills.
• Excellent staff management and interpersonal skills
• Good planning and organizational skills and efficient work methods.
• Demonstrated commitment to principles of transparency, accountability, and honesty.
• A positive problem-solving approach.
• A commitment to learn and adopt new ideas and approaches

Desirable – Experience & Skills

• Experience and knowledge of various donor requirements (local and Institutional donors WFP, OCHA, UNHCR, GAC, and ECHO etc)
• Experience of operating ERP systems such as AX

Pre-employment Checks:

Any employment with Islamic Relief will be subject to the following checks:

• Screening clearance
• Receipt of satisfactory references
• Criminal Evidence Record.

D) COMPETENCIES

Core Values (Required):

•  
• Diversity and Inclusion.
• Integrity

Core Competencies (Required):

•  
• Working with People.
• Drive for Results.

Functional Competencies (Required):

• Formulating Strategies and Concepts.
• Planning and organizing.

E) CONTACTS/KEY RELATIONSHIPS

• Country Director as direct line manager, HoP, FM, HR Coordinator as CMT Members and Head of Departments.
• Admin & Liaison Officer, Procurement Officer, IT Officer and Security Officer as subordinates.

F) PROBLEM-SOLVING (Thinking Environment)

• Ability to deal with complex situations and solve issues and problems

Dear Applicant: If you are a support and operational person, experienced, competent, reliable, service minded, dedicated and a highly motivated professional, with a strong commitment to IRW’s values and beliefs, please apply by downloading the application from the below link and forward the filled and completed form to: [email protected] before the closing time & date (Sunday, 04:00 pm, December 8th, 2024).
– Please write the position title: (Operations Manager) in the subject of the email.

– CVs will not be accepted.

– Only short-listed candidates will be contacted.

 IR Iraq Application Form (Full Name).docx

Islamic Relief is an equal opportunities employer. Our values and commitment to safeguarding IRW is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IRW engages. IRW expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organization. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRW also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ 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.