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Reports To:
Country Representative
Dotted Line: DRD MQ
About CRS
Catholic Relief Services carries out the commitment of the
Bishops of the United States to assist the poor and vulnerable
overseas. Our Catholic identity is at the heart of our mission and
operations. We welcome as a part of our staff and as partners people of all
faiths and secular traditions who share our values and our commitment to
serving those in need.
Background:
In the last 20 months, Mali has undergone significant
changes with the presence of and attacks by Al-Qaeda linked rebel groups that
took over the northern three regions in March 2012, triggering a coup d’état.
This was followed by another attack on Malian bases in Mopti in January 2013,
for which French and now UN forces, along with the Malian armed forces, were
required to reclaim territory and secure positions for the re-establishment
of GOM structures to continue basic services. Presidential elections in
August 2013 brought in a strong leader in President Ibrahim Boubacar Keita,
whose mandate is expected to be bolstered by Assembly elections in
November-December 2013.
In response to these events, CRS Mali rapidly increased
its capacity to manage security issues, expanded its emergency programming,
especially for conflict affected households in Bamako and Mopti Region, while
continuing to undertake its development/resilience activities in the southern
regions of Mali. CRS Mali’s principal sectors of emergency, agricultural
livelihoods and health align with all three Agency SPAs, and the country
program has a diverse funding base with projects in emergency, education,
nutrition, community health, Tuberculosis, agricultural livelihoods, and
microfinance (SILC).CRS Mali has project offices in Sevare, Mopti Region and
San, Segou Region., and works with three of 6 dioceses, through Caritas
Bamako, Caritas San and Caritas Mopti, as well as 4-6 non-Church partners. As
a Top 12 country, CRS Mali is expected to build on the successes of its
current programming to position itself for continued growth and impact,
especially in the SPAs. Food resources currently represent 23% of a $17.6
million budget, but this percent is expected to decline as more cash funded
awards are won.
Job Summary:
In accordance with the Agency Strategy and its commitment
to streamlining and standardizing core business processes and ensuring
optimal use of agency systems, the Head of Operations’ (HoOps) primary
function is to provide leadership and oversight of the country program’s
operational support departments, with special emphasis on financial and
supply chain management, and including Human Resources, Information and
Communication Technology, Security, and other Administration. Compliance and
partner capacity building, especially in resource management are equally
important themes. 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,that
applicable CRS and donor policies are consistently applied and partner
capacity is strengthened 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.
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.
· Supports
initiatives to improve staff security and safety and otherwise reduce risks.
Functional Management to Increase Effectiveness:
(Inclusion of all functional areas here is fundamental to
the position.)
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
compensation policies and practices are administered to support internal
equity, market competitiveness and policy adherence.
· Ensure
implementation and continuation of performance management system.
· 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 Finance Manager in the strategic management of financial resources,
including the use of e-banking services to maximize transaction efficiencies.
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 Finance Manager to take corrective action
when required.
· Authorize
country program expenses. Oversee cost pool management.
Information and Communication Technology:
· Supervise
the IT Manager in the strategic management of ICT resources. Communicate
CP priorities and guide him/her to ensure alignment of efforts.
· 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:
· Supervise
the SCM and/or Procurement Manager 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.
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
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.
· Support
to 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.
Administration:
· Supervise
the Administration Manager. Communicate CP priorities and guide him/her to
ensure alignment of efforts.
· Ensure
that the physical plant is appropriate to need and that it is managed in
conformity with CRS policies.
· 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.
Relationship Management to Build Capacity and ensure
Compliance
Donor and Government Compliance:
· Perform
periodic conduct 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.
Supervisory Responsibilities: Human Resources
Manager, Finance Manager, IT Manager, SCM Manager, Administration Manager and
other Operations managers as appropriate.
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
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.
· Promotes Stewardship of Resources
· Ensures Principled compliance
· Proactively Manages Risk
· Leads Operational Improvements
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 Internationalis 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:
· Master’s
in business administration, finance, accounting, 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.
· Understanding
of CRS financial and administrative systems (Sun Systems and Vision
accounting software), policies, and procedures preferred.
· Experience
managing large, complex U.S. government and Global Fund awards; knowledge of
relevant regulations.
· Knowledge
of procurement and general office administration/management issues.
· Ability
to work in a complex environment and to lead and work with a multi-cultural
team.
· Computer
literate in MS Office, internet, email.
· Strong
communications and analytical abilities.
· Willingness
to travel
· Proficiency
in French, required.
Disclaimer Clause: This job description is not an
exhaustive list of the skill, effort, duties and responsibilities associated
with the position.
EOE/M/F/D/V
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