Dept/Location: East Africa Regional Office [EARO] — Nairobi, Kenya
Reports To: EARO Regional Director [RD]
Background
As a member of the senior management team within the EARO regional office, the Deputy Regional Director for Operations (DRD/OPS) supports the work of the Regional Director, the Country Representatives, Head of Operations, EARO Advisors and supervises the EARO support departments. The DRD/OPS acts as the regional team leader for supervision of the Operations portfolio and for coordinating Operations across multiple units. S/he is responsible for is responsible for promoting excellence in Operations and stewardship of resources, ensuring proper management of financial, human and material resources and information systems, and for contributing to regional and agency strategic development. The DRD/OPS provides oversight of the regional security portfolio in coordination with the RD.
Specific Job Responsibilities
High Performing Culture/Operational Excellence
Operational Effectiveness & Resource Acquisition
Leadership and engagement on agency change issues and evolving compliance environment, region-wide analysis for operational efficiency and effectiveness (i.e., through the use of tools like: FAACT, KPI dashboard, etc.)
Participate in agency-wide efforts to improve Operations systems and tools; inclusive of the agency rollout of Project Insight
Provide technical assistance to improve implementation and compliance with the required systems
Review proposals to ensure the following: 1) proposals are prepared and reviewed as per the agency CAG tools; 2) management and staffing plans are based on the project needs; and 3) proposals are cost efficient in order to be competitive.
Support the RISA to prioritize implementation of the Agency ICT Strategy in the region.
Promote optimal use of management information systems at country and regional levels (e.g. maintenance of Intranet sites; ensuring up-to-date IT in CPs)
Cost Efficiency
Assist the Regional Cost and Pricing officer in review of project proposals, budgets and donor agreements with regards to cost efficiency
Organize/facilitate training of staff in best practices to most appropriately match CP costs/resources to goods and services provided
Work closely with the RFO to ensure achievements of EARO’s cost efficiency objectives.
Implement a staffing structure which provides the most effective service while maintaining the pool costs at the minimum
Risk And Compliance Management
Disseminate information about agency/donor OPS policies and systems to CP’s, support the deployment of new systems, organize/facilitate training and mentoring, and support remedial action when gaps are found
Manage and support Head of Risk and Compliance — EARO and the EARO Risk team.
Conduct and/or oversee periodic compliance checks and support CP development of the OPS components of donor reporting, and other donor relations
Work closely with the RFO to prepare for audits, close audit findings, and reduce future findings, particularly in the area of operations
Oversee mitigation of risks as reported in the annual risk disclosure reports; plan for and manage situations that involve staff safety and security, fraud, etc.
In coordination with OpEx and the Office of General Counsel (OGC), ensure agreements are reviewed for risk mitigation including compliance, according to the agency’s Agreements Policy
Review management sections of CP APP’s for resource suitability, risk mitigation, cost efficiency, partner OPS capacity building, and continuous learning; monitor implementation of those plans
Where appropriate, ensure that the particular requirements of commodity programs are known to and understood by staff, and that systems have been established to promote compliance and good management.
Manage and lead all fraud investigations in the region with assistance from the Head of Risk and Compliance.
High Performing Culture/Staff Development and Engagement
Oversee regional and CP systems for talent acquisition, management and retention; ensuring compliance with agency policies, donor regulations/requirements and local labor laws
Oversee the Regional HR support Manager.
Initiate and foster regional staff care initiatives
Mentor, coach, and facilitate sharing of learning and best practices in the region, as well as promote staff development, through direct support to the Heads of Operations in the region
Make recommendations to CRs about performance management of senior OPS staff/department heads
Support the recruitment of new senior OPS staff by participating in interview panels. Support the CPs in the development of orientation packages. Ensure that CP’s fill critical temporary
OPS gaps where such exist by reviewing SOW’s, facilitating TDY’s, etc.
Systems & Accountability
Collaborate and coordinate with OpEx on systems and approaches to drive effectiveness, efficiency and accountability
Ensure the achievement of strategic objectives related to managing Information, Communication and Technology 4 Development (ICT4D). Ensure that technological changes and new trends supported by the agency are integrated into EARO’s work culture. Oversee EARO RISA staff for compliance with CRS information use policies and systems
Work with CP staff to create and use management information systems that drive good management decisions
Serve as EARO’s point person for partner assessment data and analysis related to the Sub-Recipient Financial Monitoring Policy (SRFMP), providing support and guidance to country programs as needed. In collaboration with the RFO, identify and respond to critical training needs of strategic partners and those with the least strong internal controls. Promote the use of CRS standardized approaches and tools for partner capacity strengthening
Continue to guide EARO’s Operations/Operations community of practice to support regional approach and actions aligned to Agency objectives, and promote regional learning (i.e. identification of staff training needs)
Foster new OPS methods (i.e., facilitation vs technical learning, with DRD PQ)
Support and advise on issues that affect overall quality related to risk and contingency management, learning and capacity building and other operational issues.
Host regular on-site and/or online meetings regarding Project Insight readiness activities. Schedule stakeholder groups to address critical topics in line with the project plan. Create and post readiness activity instructions, templates, and guidance materials in coordination with relevant stakeholders and Project Insight colleagues in HQ.
Monitor a Project Insight dashboard to track the completion status of readiness activities by country programs.
Actively pursue two-way communication and feedback loops for Project Insight through regular surveys, addressing questions and concerns as a standard part of meetings with Insight stakeholders.
Safety and Security
Serve as the regional safety and security focal point. Provide guidance in formulating, implementing and updating Staff Safety and Security Guidelines, Evacuation Plans, Emergency
Contact Information, and other security related communications and reports
Provide support to emerging emergencies and responses, coordination of logistics, resources, ICT infrastructure, etc., and ensure that proper systems are in place prior to and during an emergency response.
Supervisory Responsibilities
Supervises (direct): Head of Risk and Compliance, Regional Technical Advisors (Security, Supply Chain, Project Insight), Office Manager, Regional Information and Systems Analyst (RISA), Regional Finance Officer (RFO), and the Regional Human Resource Manager.
Key Working Relationships
Internal: Regional Director, DRD/PQ, Country Representatives, EARO OPS Community of Practice, Regional Team and support staff, departments hosted by EARO (relevant HQ departments such as Opex, Finance, HR, Internal Audit, Director of Risk and Security, HRD), DRDs/OPS
External: USAID or other donors; regional networks
Agency-wide Competencies (for All CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
Integrity
Accountability and Stewardship
Build Relationships
Develops Talent
Continuous Improvement and Innovation
Strategic Mindset
Qualifications
Master’s degree in development, management, accounting or related field
Minimum seven years’ experience in non-profit management, and/or development and/or emergency programming, including at least 3 years living in a developing country; significant prior experience with CRS preferred
Knowledge and familiarity with USG reporting and program standards/compliance practices
Demonstrated understanding of industry standards and management best practices
Demonstrated knowledge of and ability to utilize a variety of training and technical assistance methodologies appropriate for groups from diverse backgrounds
Proven leadership qualities
Willingness to travel to and work in insecure environments; may include emergency response requirements
Ability to function effectively as part of a multicultural team
Willingness to live in East Africa and to travel 30% time
Fluent English (speaking, reading and writing ability) required; French or Arabic speaking and reading capability preferred
CRS’ recruitment and selection procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation
