Deputy Response Coordinator, Operations NGO Vacancy | UNGO Jobs

Job Title: Deputy Response Coordinator, Operations

Country: Yemen
Organization: FHI 360
Closing date: 14 Feb 2022

Job Summary:

FHI 360 has been responding to the humanitarian crisis in southern Yemen and along the Western Coast since 2018 through an integrated health, nutrition, and WASH program. With a country office in Aden and a field office in Mokha, FHI 360 has a team of 50 national and expatriate staff.

The Deputy Response Coordinator’s primary responsibilities are to assist the Response Coordinator (Head of Mission) in Yemen with the management of support services for humanitarian activities at the field level, including the delivery of all logistics / supply-chain related activities, HR and administration management, legal/government liaison functions, and field site operations in accordance with the organization’s policies and procedures. Under the supervision of the Response Coordinator, the incumbent will fill a critical role on the senior leadership team in country overseeing operations staff and activities supporting project delivery in resource-scarce and highly insecure environments. Drawing from home office guidance, the position will be responsible for adhering to and standardizing operations and ensuring support services are responsive to the needs of the program. Collaborates with colleagues across departments to identify system needs, process bottlenecks, and to develop unique solutions to enable more timely, efficient, and accountable operations. Supports preparedness planning, developing instructional material, facilitating training, and coaching and mentoring staff.

Duty of Care Statement: This duty station has been designated as high risk or extreme risk and poses a heightened risk or direct threat to personal safety. Applicants should research this location and the associated risks before submitting an application.

Based 50% in the Aden head office and 50% in the Mokha field office, the duty station has been designated as extreme risk and pose a heightened risk or direct threat to personal safety. Applicants should research the location and the associated risks before submitting an application.

Accountabilities:

  • Oversee on-site humanitarian response including management of programs, personnel, logistics, external representation, and transition planning.

  • Manage and mentor field staff in logistics, HR, administration, government liaison, field management, and other functions to create a strong foundation for emergency programming.

  • Participate in the development of response strategies in collaboration with technical/program leads, host country government, the UN system, other humanitarian organizations, as well as Regional and Country management teams as appropriate.

  • Coordinate field assessments of operational needs and support start-up of operational structures in new areas.

  • Participate in design and resourcing (people and funds) of new programming that meet near and longer-term program objectives of the affected community in Yemen.

  • Oversee and ensure compliance with FHI 360 policy, procedures and practices, especially with regard to purchasing and human resource directives; recommend country or emergency specific policy/procedures as required.

  • Maintain a current Operations Manual for the Yemen office. Build awareness of its contents through training/refresher training on FHI 360 and Yemen-specific processes and procedures.

  • Enhance standard protocols for essential logistics processes are implemented, including procurement, warehouse, assets management, and commodity dispatch. Special emphasis to be placed on pharmaceutical and medical equipment supply-chain.

  • Ensure adherence to country importation and customs regulations and relevant protocols.

  • Review the asset and inventory registries in country, including equipment allocation, maintenance, and disposal of assets in accordance with FHI 360 and donor regulations. Ensure a physical count of assets is conducted at least yearly.

  • Support regular procurement planning of program and other operational departments.

  • Identify and ensure proper management and maintenance of facilities, including for office, residence, warehousing, and other critical infrastructure needs, as well as high-value operational equipment (generators) and review transportation requirements / assets.

  • Ensure administrative and liaison staff implement efficient processes to comply with legal requirements such as visas, residence, and work permits for international staff as well as implement travel procedures; serve as a back-up organizational focal point for UNHAS or other systems as necessary.

  • Ensure adherence to FHI 360 recruitment policies for local hires; work with HQ Business Partner and Compensation to update the Yemen salary scale, Compensation workbook, and determine job slotting for new positions.

  • Work with local legal counsel, and local/HQ HR to update local employment contracts, terms and conditions of employment, benefits, and country specific provisions as needed and ensure they are implemented in accordance with local labor law.

  • Track country office completion rates of mandatory organizational trainings; ensure FHI 360 Yemen has met its commitments in line with its safeguarding plan for each project.

  • Identify staffing requirements and ensure organizational charts for the Yemen mission are up updated quarterly and disseminated appropriately.

  • Benchmark the Yemen country office’s performance against FHI 360 HR Global Standards.

  • Ensure regular coordination between the Mokha field office and Aden office as well as between/among operational departments.

  • Manage operations budgets, reviewing monthly expenses for operations departments and providing inputs for accurate forecasting and pipeline analysis

  • Review/approve purchase requests for operations departments in line with project budgets, appropriate for the program, and driven by field needs.

  • Advocate with and/or advise peer agencies, local governments, donors and other stakeholders to influence responses to operational issues and challenges to promote delivery of efficient and high-quality humanitarian services. Actively engage with formal and informal INGO coordination mechanisms relevant to the operating area, such as the Aden Focal Points / CDs group and OCHA to represent FHI 360 and ensure organizational reporting.

  • Consult with the Response Coordinator and HQ to troubleshoot issues and make recommendations for corrective actions. Advocate for the required support to the country office and maintain regular contract with HQ counterparts such as Logistics Specialist/ Global Procurement Department, HR Business Partner, ISS and other regional backstops.

  • Supervise personnel and focus on capacity building of national staff, especially national department managers. Provide leadership and team building

Applied Knowledge & Skills:

  • Knowledge and application of Core Humanitarian Standards (CHS) and Sphere standards and Red Cross/NGO Code of Conduct.

  • Experience working with the Bureau for Humanitarian Assistance (BHA) preferred.

  • Certification in project management preferred.

  • Demonstrated work planning and scheduling, staff development and capacity building experience.

  • Knowledge of humanitarian procurement, budgeting, and supply chain management best practices and risk areas.

  • Capable negotiator, with significant and geographically varied experience establishing contracts, managing vendors, and ensuring products/services are delivered per specifications.

  • Working knowledge of managing security protocols for both staff and supplies.

  • Ability to interpret laws and regulations.

  • United Nations (UN) coordination experience, especially with UNOCHA or the WFP/Logistics Cluster.

  • Experience operating in insecure environments with minimal infrastructure or amenities.

  • Must be able to read, write, and speak fluent English; Arabic skills advantageous.

Problem Solving & Impact:

  • Works on problems of diverse scope that require analysis or interpretation of various factors.

  • Exercises judgment within selecting methods and techniques to determine appropriate action.

  • Builds productive working relationships with internal and external staff.

  • Decision may affect a work unit or area within a department.

Supervision Given/Received:

  • Receives methods and procedures on new projects and assignments.

  • Provides guidance to other lower level personnel.

  • Reports to the Crisis Response Coordinator.

Education:**

  • Bachelor Degree or its International Equivalent in – Human Resource Management, Business Administration, Human Development, Information Science, International Development, Social Sciences, Supply Chain, Logistics, Engineering or Related Field

  • Master or other advanced degree preferred.

  • Certification and/or Degree in logistics or human resources management preferred.

Experience:**

  • Typically requires 5 – 8 years leading complex on-site emergency response projects and/or programs; including 3 – 4 years of project management and/or emergency response experience.

  • Experience establishing startup operations/projects in new countries preferred.

  • Proficiency with database management software and on-line search tools required.

  • Has sensitivity to cultural diversity and understanding of the political, contextual, and ethical issues in assigned areas.

  • Articulate and professional and able to communicate in a clear, positive fashion with clients and staff.

  • Prior work experience in a non-governmental organization (NGO), government agency, or private company of progressive program management experience in humanitarian assistance or related industry experience in a relevant technical area.

Technology to be Used:

  • Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, e-mail), office telephone, cell phone and printer/copier.

Travel Requirements:

  • 50%

How to apply:

https://fhi.wd1.myworkdayjobs.com/FHI_360_External_Career_Portal/job/Yemen-Any/Deputy-Response-Coordinator–Operations_Requisition-2021202463