CRS Program Manager II, Head of Operations Job Vacancy in Dar es Salaam, Tanzania

Job Title: Program Manager II, Head of Operations

Requisition
Number: I1289

Area of
Interest: Management Quality

Position
Type: Full Time

Job Title: Head of Operations (HoOps)

Area of
Interest: Operations

Location: Dar es Salaam, Tanzania

Job Summary:

The Head of
Operations’ (HoOps) primary function is to provide leadership and oversight of
the Tanzania program’s operational support departments including Human
Resources, Finance, Information and Communication Technology, Logistics and
Security, and Administration and Procurement. Compliance and Partnership are
guiding themes underlying the work of the HoOps. The HoOps ensures that
programs are supported to effectively meet articulated needs, manage risk, and
increase efficiency. The HoOps ensures that all offices have corresponding
systems in place and that applicable CRS and donor policies are consistently
applied. The HoOps leads and oversees activities to strengthen the capacities
of partners in these same functions. The HoOps is a member of the senior
management team and plays a key role in all senior management decisions and
initiatives.

The
successful applicant will be a motivated and self-starting individual who will
preferably be familiar with CRS systems, policies and procedures. The position
requires proactive coordination and collaboration with all departments, with a
special focus on meeting the needs for coordination and consistency among all
of the operational departments of CRS Tanzania.

Responsibilities:

Leadership:

As a member of the Country Program’s senior
management team, work with senior colleagues to coordinate efforts with
the aim of best serving program participants.

Incorporate Operations issues into country
strategic planning process. Assess and advocate for needed investments in
Operations capacity.

Serve as officer in charge of the country
program during absence of Country Representative if requested.

Attend relevant interagency, sector
coordination, and representational meetings as required. Network with
equivalent staff in colleague organizations.

Work with technical leads to improve
Operations capacity, including systems and staffing.

Oversee Operations functions in field offices
by directly supervising Field Office Managers.

Review the Country Program’s systems, policies
and procedures, and recommend revisions and follow-up on implementation;
design and implement new systems, policies and procedures as needed.

Encourage and positively reinforce open and
continuous coordination and collaboration between these departments, the
LEAD project and Program department staff, and support staff in the field
offices, to ensure that the MQ community efficiently provides goods and
services of the highest quality.

As a member of the Country Program’s Senior
Management Team (SMT), participate in decision-making processes and
strategic management of the Country Program

Supervise, provide guidance and leadership to
the Head of Finance, Human Resources Manager, Logistics and Security
Coordinator, Procurement and General Administration Manager, and ICT
officer, and ensure appropriate staffing and development strategies are
put in place.

Functional
Management to Increase Effectiveness:

Human
Resource:

Supervise the HR Manager in strategic
management of human resources, including talent mapping, succession
planning and career development. Communicate CP priorities and guide
him/her to ensure alignment of efforts. Ensure that the program is
adequately staffed to meet the needs of the Agency per the direction of
the Country Representative. Ensure that recruitments are conducted as per
policy.

Ensure the National staff personnel policy
manual is updated and reviewed on a regular basis to keep pace with
staffing needs and CRS-HQ and Regional directives

Ensure that National staff personnel policies
and procedures are uniformly and equitably applied for all staff

Ensure salary surveys are carried out
regularly to ensure CRS Tanzania remains competitive within the local
labor market

Ensure annual performance appraisals are
carried out on time and in accordance with standard forms and procedures

Review all disciplinary actions and
documentation to assess risk and notify CR and CRS legal counsel for
further action

Ensure compensation policies and practices are
administered to support internal equity, market competitiveness and policy
adherence.

Ensure the creation of an environment of care
and comfort for all staff.

Ensure the integrity (accuracy, security) of
information from HR information systems (e.g. NED).

Finance:

Supervise the Head of Finance in the strategic
management of financial resources. Communicate CP priorities and guide
him/her to ensure alignment of efforts.

Engage the finance team in proposal development,
ensuring collaboration with the program department that ensures optimal
proposal cost applications.

Review APP’s and program budgets to ensure
that they reflect overall program priorities and expectations, mitigate
risks, and reflect maximum obtainable efficiency. Review periodic
forecasts with these objectives in mind.

Review financial statements to ensure that
inter-department coordination and dispensing department behavior is such
as to promote budget conformity and good cash management. Work with the
Head of Finance to take corrective action when required.

Support the Finance Department in monitoring
budgets in close cooperation with other departments, project managers and
program coordinators.

Ensure that BCRs are rolled out every month
and facilitate feedback and communication on action items between programs
and Finance Department as needed.

Authorize country program expenses. Oversee
cost pool management.

Information
and Communication Technology:

Supervise the IT Officer in the strategic management
of ICT resources. Communicate CP priorities and guide him/her to ensure
alignment of efforts.

Coordinate IT issues with the program’s ICT
Officer and the Regional Information Systems Analyst (RISA)

Ensure that all CRS-owned software programs
are registered and securely maintained

Ensure that email, intranet and SUN network
systems, at all CRS Tanzania offices, are functioning well.

Ensure that adequate IT support is provided to
all staff, and that the hardware and software programs are in line with
CRS standard requirements.

Ensure that IT equipment and software
inventories are maintained and updated, and that IT needs assessments and
replacement plans are carried out regularly.

Verify all requests for procurement of IT
equipment maintaining CRS standards for procurement of new equipment

Apply ICT-enabled change management principles
and act as a sponsor for and supporter of change agents. Promote adoption
of standardized systems by all staff.

Where CP’s engage in ICT4D and other
location-specific development projects, ensure the application of GKIM
policies, and project management and ICT system planning and
implementation principles.

Ensure the application of ICT system
operation, maintenance, and support principles. Ensure adherence to GKIM
standards and protocols related to IT systems. Support management of
service requests by facilitating integration with the Global Help Desk.

Ensure the application of unique principles of
managing ICT vendors.

Supply Chain
Management/Logistics/ Administration:

Supervise the Logistics and Security
Coordinator in the strategic management of material resources. Communicate
CP priorities and guide him/her to ensure alignment of efforts.

Ensure efficiency and compliance in local and
international procurement.

Ensure proper stewardship of CRS resources,
and the optimal utilization and maintenance of program assets and
resources including proper inventory controls (includes oversight of
inventory receiving and shipping as well as warehouse, fleet and asset
management and the disposition of assets).

Ensure high quality reporting that allows for
proper tracing and tracking of inventory and assets. Ensure that in-kind
transactions are reflected appropriately in financial statements according
to CRS policy.

Ensure integrity (accuracy, security) of SCM
information systems.

Oversee the country insurance policy for
assets. Negotiate renewal of insurance policies

Confirm the maintenance of an up-to-date
inventory and the efficient tracking of all agency property per agency
requirements.

Ensure the preparation and submission of
quarterly asset reports to HQ.

Ensure that transportation services other than
fleet management are appropriate to need and delivered in conformity with
CRS policies.

Ensure that risk mitigation strategies
including insurance are undertaken. Lead preparation of agency Risk
Disclosure Report.

Process
Management to Reduce Risk

Audit:

Act as lead contact for and lead responder to
any issues that emerge from internal and external audits.

Plan, organize, liaise, oversee, and monitor
CAP implementation for A-133 and other audits of sub-recipients.

Security:

Supervise the staff responsible for Security.

Ensure compliance with CRS policies on
security including those that require a Field Security Plan, briefings for
visitors, development of and adherence to security protocols.

Ensure monitoring of the security situation in
the country generally and in CRS operational areas in particular, and
communication of appropriate messages to staff.

Assume direct responsibility for liaising with
relevant international security officials (such as the UN Integrated
Office for Safety and Security) and local authorities to address security
incidents as they arise.

Ensure CP compliance with CRS’ security and
staff safety policies and procedures.

Monitor the security incident reporting system
that informs country program security plans and investments.

Support Logistics and Security Coordinator in
training and technical assistance to CP on security matters. Identify
training needs and conduct security awareness training for CRS staff.

Periodically review the Field Security Plans
(FSP) and seek CR approval for changes.

Ensure that Evacuation plan is updated as
appropriate, including the accompanying reports such as communication
trees.

Provide analysis on safety and security
incidents in CP order to inform CR and regional management. Provide input
in investment decisions for security training, equipment
purchases/transfers, and other budget items related to security
management.

Monitor media reports and cultivate other
sources of news and analysis around safety and security trends in the CP;
share relevant informational items with Senior Leadership.

Support the advocacy program of the staff
responsible for security who works with local and international NGO for a
(such as an NGO Security Forum) to address/advocate around security issues
affecting NGOs in Country Program.

Relationship
Management to Build Capacity and ensure Compliance

Donor and
Government Compliance:

Perform periodic systems checks in all support
departments and offices to ensure that CRS is in compliance with CRS and
donor standards, and to ensure responsive support to staff, programs, and
partners.

Identify management system weaknesses,
establish priorities, provide recommendations for improved systems
performance and ensure compliance.

Oversee compliance with US Law as it pertains
to CRS’ operations. This includes the Patriot Act, FFATA, U.S. export
licensing regulations under OFAC and Commerce programs in coordination
with HQ Office of Legal Counsel.

Oversee compliance with local laws. Ensure
that legal commitments are made in accordance with local law and US law
where applicable. Manage responsibilities that go with an international
presence, including country agreements and visa and registration
requirements. Identify and work with local counsel.

Partner
Capacity Building:

Lead relevant CRS staff to help partners
identify and resolve management quality issues, and to continually improve
quality.

Provide timely, efficient, appropriate
technical assistance to staff and partners in management issues.

Agency-wide
Competencies (for all CRS Staff)

These are
rooted in the mission, values, and principles of CRS and used by each staff
member to fulfill his or her responsibilities and to achieve the desired
results.

Serves with Integrity

Models Stewardship

Cultivates Constructive Relationships

Promotes Learning

Head of
Operations Competencies

Promotes Stewardship of Resources

Ensures Principled compliance

Proactively Manages Risk

Leads Operational Improvements

Supervisory: Human Resources Manager, Head of Finance, IT Officer, Security and
Logistics Coordinator, Administration Manager and other Operations managers as
appropriate.

Key Working
Relationships:

Internal:

The Country
Representative, Head of Programming, COP , Head of sub-offices, Department
Managers, Project Managers and Program Coordinators, Regional Office
(particularly the DRD-MQ); HQ- MPI, HQ Human Resources, HQ Finance, HQ GKIM,
OLC

External:

Heads of
Caritas International is representatives; Church partners; CRS implementing
partners; operational partners and colleague organizations; USAID Mission;
Center for Disease Control, EU, and other international donors; Local
Government; auditors; banking and insurance Institutions; service providers and
vendors

Qualifications:

CPA, CMA or Master’s in business
administration, finance, accounting, human resources, or other relevant
field.

Minimum five years work experience in a
management of non-profit, development, and/or humanitarian organization.
At least two years of this should be in a developing country outside
candidate’s country of origin.