Deputy Chief of Party - Operations

Program Background Summary:  

The USAID-funded Pakistan Reading Project (PRP), implemented by the International Rescue Committee (IRC) as prime agency and its partners (Creative Associates International, World Learning, and Institute of Rural Management), is a seven-year project with the objective to support the provincial and regional departments of education (DoE) throughout Pakistan to improve reading skills of children in grades one and two. The project aims to achieve this goal through three distinct but interrelated components that work in synergy to affect the quality of early grade education: improved classroom learning environment for reading, improved policies and systems for reading, and community based support for reading in Pakistan.

Job Overview/Summary:

The Deputy Chief of Party (DCOP) Operations plays a key role in the overall leadership and management of Operations and is a member of the Senior Management Team. 

The DCOP works closely with the Senior Management Team in the field and with partners to ensure effective communication and coordination on operational, financial and USAID related compliance matters for the timely implementation of project activities. The responsibilities include overall leadership and management of Administration, Supply Chain, Compliance, Security, ICT, Finance & Grants. The DCOP (Operations) reports directly to Chief of Party (COP).

Specific responsibilities within each functional area are as follows: 

SPECIFIC RESPONSIBILITIES:

1.      Leadership and Management

·         Provide overall leadership to the entire operations of PRP based on the project key focus areas and timeline.

·         Ensure application of policies & procedures for operations and all core operations’ functions to ensure on-going efficient, effective support and compliance across the project.

·         Work closely with COP and partners in managing effective relationships with donor.

·         Actively contribute in the finalization of the Work Plans and budgets for PRP and develop/implement operational plans to support project activities as per work plans with required quality and timelines.

·         Work closely with Senior Management team in ensuring all types of internal and donor related financial and operational reports are submitted on time.

·         Travel to field offices to provide technical assistance and oversight.

·         Ensure timely dissemination of new initiatives and policies and monitoring of implementation.

·         Ensure that the Islamabad project management office is effectively managed and that project staff have access to adequate various Operations support.

2.       Strategic Planning

·         Take lead in strategic planning and guidance to partners in operational matters and develop systems where maximum synergies are created for effective utilization of resources, establishment of common standards, policies and procedures.

·         Actively contribute in the finalization of the Work Plans and budgets for PRP and develop/implement operational plans to support project activities as per work plans with required quality and timelines.

3.       Financial

·         Provide oversight to ensure timely review & approval of all internal financial reporting requirements, including month end closing and balance sheet reconciliations, ensuring that balances are adequately supported.

·         Provide guidance for the review of finance policies and procedures to ensure efficiency and effectiveness.

·         Ensure timely and accurate preparation of, and approval of all donor financial reports in respect to accounting, legal and contractual requirements.

·         Provide guidance and monitor the development and implementation of a plan to minimize the project’s foreign exchange exposure to currency gains and losses.

·         Ensure monthly financial reports including budget status and potential issues are identified and addressed.

·         Work closely with senior management, subcontractors and implementing partners to monitor annual operating budgets and budget updates as done as per targets.

·         Assure vetting processes as per USAIDs guidelines.

4.       Sub-award management oversight

·         Ensure adequate sub-award development processes, monitoring and management systems are in place to ensure effective and timely issuance, reporting and oversight of all sub-awards; international and national.

·         Monitor the effective oversight and support to recipients of sub-awards by the project to ensure consistent compliance with the terms of their agreements including financial management and compliance with donor regulations.

·         Monitor the timely submission of accurate financial and activity reporting by sub-award recipients.

5.       Supply Chain and IT

·         Supervise and provide guidelines to the Supply Chain Department in all field offices (procurement, fleet management, transport).

·         Ensure that all procurements are done according to IRC/USAID guidelines.

·         Conduct spot checks to ensure compliance with IRC guidelines (inventory control, fuel usage, procurement, warehouse control, etc.).

·         Ensure that all reporting for the logistics department are completed accurately and in a timely fashion.

·         Ensure that all IRC logistics procedures are correctly followed by all staff and propose/develop improvements when required.

·         Make regular trips to the various field offices to monitor logistics functions.

·         Review, update, and enforce the SOPs as they relate to the role of the logistics department.

·         Ensure proper and sufficient equipment is in place and well maintained for smooth functioning of IRC IT department and maximum preservation of assets.

·         Provide guidance to IT staff to ensure effective IT support is available to all staff.

·         Verify that information technology policies and procedures are documented, disseminated and consistently applied across the country program at all sites.

6.       Administration

·         Supervise and provide direction to Admin Dept in all field offices.

·         Ensure that all administrative requirements and documentation are updated and respected (INGO registration, SS taxes, expatriate and office housing contracts, etc).

·         Ensure that all reporting for the Admin department is completed accurately and timely.

·         Provide intensive training and mentoring to national staff to increase capacity.

·          Ensure that all IRC Admin procedures are correctly followed by all staff and propose/develop improvements when required.

·         Ensure Islamabad-based Admin department makes regular trips to the field sites to monitor Admin functions and support field based staff.

7.       Security

·         Assume overall responsibility for the security and safety of program staff and assets.

·         Promote the development of a security culture and exchange within the entire team.

·         Provide guidance to help develop written security procedures and protocols.

·         Liaise with international agencies (INGOs and UN) on security matters when required.

·         With RSSA support, design/conduct training on best safety and security practices.

·         Maintain contact with security focal points at the national and local level to ensure steady exchange of updates around security in country.

·          Build security network with local stakeholders.

·         Ensure timely and quality reporting of incidents including lessons learned and corrective measures implemented.

·         Ensure timely security reporting to COP and senior management team.

8.       Operations Systems Quality Oversight

·            Assess and monitor compliance with institutional and donor operational policies and procedures through field visits and management report reviews.

·            Review performance of operations functions to identify strengths and weaknesses; support project management team and implementing partners to replicate the former and address the latter.

·            Ensure that regular and comprehensive risk and cost-efficiency analyses are conducted.

·            Monitor and review operational budgets to support financial stability, ongoing program viability, efficient cost structures, and appropriate spending.

               9.       Representation

·            Establish a good rapport with local and national level administrative, labor, customs, immigration, and other officials to ensure that PRP conforms to local laws and customs and to minimize bureaucratic restraints on project implementation.

·            Establish good rapport with other INGOs and humanitarian actors.

·            Attend all meetings organized to discuss operational issues impacting PRP operations on the ground.

 KEY WORKING RELATIONSHIPS

INTERNAL:

·         Chief of Party and SMT, Partners  in-country management,

EXTERNAL:

·         External to the PRP Office: IRC  Country Office team, Regional Asia Team ( Regional Director, Supply Chain, IT, HR, Security heads) , IRC HQ Team  and Technical Unit, partners’ HQs  and other key stake holders 

·         External to IRC: Service Managers, Vendors, Donor and government departments, procurement (taxation and regulation related), External Auditors etc.

QUALIFICATIONS

Education:

·         Must have an advance management or financial degree (Master’s degree) from an accredited university.

Experience:

·         At least 12 years of relevant experience in managing & implementing development programs in developing countries and specifically in the areas under specific tasks outlined above.

·         Experience of managing operations of large scale and complex projects/set ups in similar or same like positions preferably in USAID funded education related projects.

·         Previous experience in Pakistan is highly desired. Additional experience in similar type of programs may be considered in lieu of an advanced degree.

·         Preference will be given to candidates with proven experience and knowledge of regulatory, contractual, legal and financial compliance requirements associated with USAID funding.

Skills and Abilities:

·         Demonstrated exemplary diplomatic, management, communication, and interpersonal skills to ensure internal coherence among diverse team members, as well as relations with the GOP, donors and the international community.

·         Diverse background in operations, with strong understanding of administration, supply chain, security, information technology and business processes.

·         Must have strong leadership, decision making and problem solving skills.

·         Proven reputation to function effectively in a loosely structured, but complex work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements.

·         Proven skills to identify and communicate potential problems and propose solutions to the level of management appropriate to effect solutions. Strong interpersonal and training skills, with demonstrated cultural sensitivity and experience working with large and geographically dispersed team.

·         Solid understanding of the Pakistani context, prior experience in Pakistan or the region preferred.

·         Strong Computer skills: facility with MS Word, Excel, various project management software.

·         Good written and verbal skills in the English language.

·         Proven ability to carry out responsibilities independently with minimal technical support from within the IRC headquarters.

·         Good communicator with ability to work in an organizational environment involving a diversity of cultures / languages.