The Senior Operations Officer will codify and monitor the organization’s travel, and safety protocols, and support R4D in managing our non-US country office presence. This position is vital in establishing office start-up and close-out, country registration, and coordinating with key stakeholders across R4D.
The Senior Operations Officer will report to the Senior Global Operations Director, with a dotted line reporting relationship to the Chief Human Capital Officer for safety and security matters.
The Senior Operations Officer will collaborate with R4D’s Crisis Management Team (CMLT), and other members of the R4D country leadership teams. The Senior Operations Officer will work with team members based in a variety of global time zones, including, but not limited to, the East Coast of the United States and multiple countries in Africa, and occasionally Asia.
This position allows for a hybrid office/remote work environment and can be based in the US or any other of R4D’s registered offices such as the UK, Ethiopia, Ghana, Nigeria, Kenya, and Tanzania.
Please note this opportunity is only for individuals who have current and indefinite work authorization in one of the countries listed above and do not require future work sponsorship.
Responsibilities
Responsibilities include, but are not limited to:
Travel Management
Manage relationship with R4D travel agents and visa vendor including ensuring appropriate knowledge sharing, managing unused ticket credits, and troubleshooting as necessary
Advise R4D staff on rules and regulations for travel and act as the key point of contact for staff on travel-related questions and issues
Oversee Travel Policy compliance and maintenance
Support program teams with Group Travel SOP’s
Monitor travel database for emergencies and coordinate closely with the CMLT and HR in response to incidents
Develop and maintain a travel authorization system
Analyze and prepare reports on travel spending
Country Operations
Ensure consistency across all country operations; work with country operations and finance officers to develop policies, procedures and protocols that fit local context and conform to R4D global guidelines
Support country teams to develop and manage vendor relationships for each office (i.e., direct billing hotels, driving services, local travel agents)
As needed, support the Executive Leadership Team in decision making related to establishing presence in new geographies.
Lead all country start up and close out activities including managing registration with local lawyers
Safety and Security
Lead on emergency preparedness planning
Liaise with R4D’s CMLT (Crisis Management Leadership Team) on the safety and security for all R4D personnel and assets countrywide
Develop strategies to continuously improve and refine security management systems for effectiveness and efficiency, considering evolving project needs, team dynamics, and project mission.
Collaborate with HR on staff safety and security training needs
Review and update the Security Management Plan (SMP) for each office on a quarterly basis, and more frequently if changing security situation warrants
Ensure offices have adequate life safety measures and conform to the SMP
Develop Standard Operating Procedures, including but not limited to access to R4D offices, travel procedures, communications, and implementation of Minimum-Security Standards
Serve as a member of the CMLT
Develop and deliver training for all staff to ensure uptake of safety and travel policies and SOPs
Provide orientation and pre-deployment briefings directly or indirectly to all staff traveling into assigned area
Provide travel recommendations and restrictions to ensure staff receive personal risk mitigation advice specifically tailored to the individual, their personal background, their region of travel and their anticipated task. (Human Resources will lead on medical related travel matters with ISOS and directly with staff for privacy compliance – this role will liaise with HR as needed.)
Support project teams by advising on workplans and access to ensure project plans are aligned with SMP and SOPs as required
Support business development proposals with sound safety and security assessments and approaches
Keep abreast of conditions in R4D’s operating locations and update management of safety and security concerns affecting staff and travelers
Partner with HR to manage the contracting of safety and security vendors with support from procurement
Qualifications
7 years’ global operations experience with international development activities with increasing levels of responsibility preferred
Undergraduate degree in business and/or public administration, management, or a related field or master’s degree preferred
Experience developing corporate level policies and manuals related to travel and safety and security
Previous experience working with USAID, FCDO, UN agencies, and Gates Foundation grants and contracts strongly preferred
Experience developing and delivering training programs
High level of proficiency in Microsoft Office, particularly Excel, PowerPoint, and Word, required
Willingness to travel internationally and domestically, as needed
Enthusiastic about joining a diverse and inclusive work environment
Ability to work both independently and as part of a team
Motivated to learn, grow, contribute, and produce high quality results
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