Operation Coordinator This job has ended. You cannot apply anymore.

Islamic Relief Logo
Development
Posted on 20 Sep, 2021
Closing on 03 Oct, 2021

Job Description

Position: Operation Coordinator (1)
Location: Sana’a
Vacancy Reference Number: OC - SAN/21                                         

JOB PURPOSE:

The Operations Coordinator position holder will be reporting to the Operations Manager and is responsible for all operational support functions in Yemen including Administration, Procurement, Logistics and IT. S/he ensures compliance with donor regulations as well as IRY internal policies and procedures, updates local manuals and policies, and builds the capacity of local operations team members. S/he provides support other team members on operational issues, including proposal / budget development. 

Essential Job Functions:
 
Team Management and intersectoral coordination: 

  • Lead, manage, motivate and develop capacity of team members (Admin, Procurement, Logistics and IT. This will include leading on regular supervision and feedback sessions.
  • Work closely with program, finance, HR, Security, Media & Coms and IRY management to facilitate operations aspects of program planning, and upcoming operations resources needs, especially procurements and logistics.
  • Advocate for operations systems, working with all IRY staff to ensure smooth introduction and adoption of operational systems.
  • Assist Operations Manager to identify operations needs of all IRY offices and coordinate at the time of budget preparation. Ensure meeting operational needs of the staff / offices / guest houses and proper utilization of allocated budgets. 
  • Work closely with program and finance teams to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with IRY and donor regulations.
  • Assist the program teams and departments to understand their roles and responsibilities in terms of interaction with operations departments, including regular coordination meetings, problem solving and procurement planning and other such planning activities to ensure effective and timely program implementation.
  • Manage proper implementation of IRY systems of management, compliance and control as described in IRY field manuals.
  • Work closely with finance compliance to mitigate fraud, conflict of interest and legal ramifications on IRY activities.
  • Report daily/weekly/monthly on program and administrative activities and security situation, in addition to incident reports, to the Country Director as per determined communication schedule.
  • Receive, brief and support all IRY visitors to the region.

Administration

  • Ensure the Admin systems are implemented as described in the Field Administration Manual.
  • Oversee the set-up and development of IRY office(s) to meet needs of team members including drafting and reviewing contracts for office and housing space, leasehold improvements, IT.
  • Continue the development or review of country or field office specific policies (phone policy, IT policy) and with the Admin team communicate new policies to all staff as described in the Field Administration Manual.
  • Oversee facilities management, including housing, office and warehouse leases for both. Ensure security standards are maintained at all premises.
  • Oversee tracking of all assets to ensure accurate record keeping of IRY and donor assets, including exceptional items that require registration and movement tracking, in accordance with the IRY 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 from authorities timely 
  • Ensure all IRY contracts and business transactions/relationships are transparent and in compliance with Yemeni law and IRY/donor policies.

Procurement

  • Facilitate program and management to get required items / assets purchased timely, ensuring quality and following IRY / donor policies. 
  • Oversee and ensure timely and accurate processing and documentation of procurements as described in the Field Procurement Manual.
  • Review service contracts and overall contract management.
  • Liaise with finance to ensure compliance and payment schedules.
  • Facilitate tender openings, as necessary.
  • Establish pipeline of supplies to Yemen, overseeing the logistical aspects of the operation, as necessary.

Logistics and IT

  • 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 in all warehouses are maintained.
  • Oversight of NFI, 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 IT System Administrator to ensure IT systems functions as needed. Make sure that all IT related issues for staff are timely resolved on sustainable basis. 

  
Organizational Learning:  As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit IRY as well as themselves.

Accountability to Beneficiaries: IRY team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility:  Directly supervises Procurement, Admin, logistics Officers in Sanaa and provide technical support to operations staff. 

Accountability:

Reports to: Operations Manager
Works with:  Finance Manager, Head of Programs, Program Manager, Project Manager and Security team members, Media & Coms, Security and other sectors as well as sub offices 
Collaborates with:  All IRY logistics and operations team as required.

Knowledge and Experience:

  • Bachelor in Business Administration or other relevant discipline, Masters preferred.
  • 3-5 years of field experience in with a humanitarian relief or development non-governmental organization preferably with supervisor responsibilities.
  • Experience in managing / supervising large logistic operations. Working with WFP funded projects would be an added value for the candidate. 
  • Experience in setting up and managing administration, procurement and logistics, and providing effective management support in emergency responses in a multi-field office, multi-program setting.
  • Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies. Good context analysis skills.
  • Excellent negotiation and representation skills and the ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
  • Effective skills in coordination, organization and prioritization as well as in Microsoft Office applications.
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
  • Proven ability to solve problems independently without direct supervision.
  • Proven experience of budget and proposal development as well as budget management.
  • Knowledge of IRY systems and procedures (particularly IRY procurement systems) highly desirable.
  • English proficiency required: excellent written and oral skills. Knowledge of Arabic preferred.
  • Experience living and working in Yemen or in the Middle East region preferred.
  • Experience working with key donors in a multi-donor setting; knowledge of USAID and UN donor regulations helpful.

 
Success Factors:
The successful Operations Coordinator will have exceptional problem solving skills and an ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with IRY and donor regulations. S/he will be outstanding at maintaining strong cooperating relationships with other departments and will have the ability to interact effectively with international and national personnel both in a managerial as well as training capacity. The Operations Manager will also demonstrate ability to multi-task, meet deadlines and process information in support of changing program activities.

Other

Understanding of and commitment to safeguarding, child safety and protection from sexual abuse and exploitation principles.

How to Apply

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Important Notes / مقترحات هامة

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