Pakistan: Head of Operations, Pakistan
About CRS:
Catholic Relief Services (CRS) 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:
CRS has been operating in Pakistan since 1954. CRS’ priority programming areas include: primary education, especially for girls; drought mitigation activities; protection assistance for Afghan refugees; and emergency response and early recovery programing. In FY15, the country program mounted four separate emergency responses that included: TDPs in KPK Province, Drought in Sindh, Floods in Punjab and Earthquakes in KPK. Due to influx of emergency funds and ongoing development activities, the country program currently manages a portfolio of more than $7 million. This funding comes from CRS emergency restricted funds and a wide range of external donors including the US Government, UN, and numerous CI members.
CRS Pakistan’s main office is in Islamabad where INGO and Government coordination activities are centered. Programming activities are conducted in field offices or base stations located in three provinces KPK, Sindh and Baluchistan. CRS Pakistan works with 10 local non-governmental organizations/implementing partners throughout the country.
Job Summary:
The primary function of the Head of Operations (HoOps) is to provide leadership and oversight of the country program’s operational support functions including: Finance, Audit/Compliance, Human Resources, Administration, Information and Communication Technology, Supply Chain Management, to effectively and efficiently meet articulated needs, manage risk, increase efficiency and ensure that corresponding systems are in place and applicable, and that CRS and donor policies are consistently applied. With support from heads of departments, the HoOps is expected to lead and oversee activities to strengthen the capacities of CRS staff and partners in management quality. The HoOps is a member of the Senior Management Team (SMT), supports the Country Representative in creating a work environment that motivates and challenges employees to constantly improve performance, and plays a key role in all senior management decisions and initiatives.
Primary Responsibilities:
Leadership and Planning:
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.
Oversees operations functions in field offices by coordinating with Heads of Offices and Deputy Heads of Offices.
Staff Supervision and Management:
- Supervise Human Resources /Administration Manager, Finance Manager, IT/Procurement Manager, Compliance, and other Operations managers as appropriate and provide support to field offices. .
2. Ensure that all senior Operations staff have and follow thoughtfully developed performance and development plans that align with Agency standards.
3. Ensure the consistently high performance of these reports by providing direction and coaching as and when needed, though formal coaching as well as frequent informal discussions and feedback.
4. In consultation with CR take responsibility for addressing any performance issues within the operations teams.
5. Ensure that direct and next-level reports are supported in their professional development, by identifying and addressing collective areas of capacity building and by supporting the implementation of individual development plans.
6. Ensure that next level supervisors provide high quality supervision, guidance and coaching to their direct reports, and that they receive whatever support or training they need to do so.
7. Lead the operations recruitment process – including trial period review – of any new staff, and actively oversee the recruitment of any new members of programming or M&E teams.
Human Resource (HR Management):
Supervise the HR/Admin Manager in Islamabad and Coordinate with the field offices in the 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 country 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. 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.
Compliance:
Act as lead contact and responder for any issues that emerge from internal and external audits
Plan, organize, liaise, oversee, and monitor CAP complaints for A-133 and other audits of sub recipients
Conduct periodic checks 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
Ensure that all program resources are used with the highest degree of stewardship
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 (as applicable)
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
Provide timely and efficient provision of appropriate technical assistance to staff and partners in management issues including planning, budgeting, and procurement
Incorporate management quality issues into country strategic planning process
Ensure that risk mitigation strategies are undertaken, aligned to CRS requirements leading preparation of agency Risk Disclosure Report, donor and local law
Information and Communication Technology:
Supervise the IT /Procurement 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 IT/ 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.
Security:
Coordinate with the CR to 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.
Administration:
Maintain relationships with vendors and service providers and be aware of industry developments impacting CRS administrative procedures
Work with senior MQ staff to identify issues with MQ systems and tools, capacity constraints, training needs, etc.. and lead efforts to make improvements as needed
Ensure proper stewardship of CRS resources by staff and partners
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.
Key Working Relationships:
Internal:
The Country Representative, Head of Programming, Head of sub-offices, Department Managers, Project Managers and Program Coordinators, Regional Office (particularly the DRD-MQ); HQ- OpEx, 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; UN; and other international donors; Local Government; auditors; banking and insurance Institutions; local legal consuel, service providers and vendors
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
Qualifications:
§ Master’s degree in international development or related field.
§ Minimum 5 years of directly relevant professional experience in CRS or a similar organization, preferably managing grants from multiple public donors, including USAID; Minimum 2 years successful work experience in emergency program context
§ Demonstrated success in teamwork, staff supervision & development and partner institutional capacity building
§ Understanding of U.S Government grant provisions and guidelines
§ Understanding of key standards and tools for emergency response and recovery (SPHERE, Good Enough Guide, INEE, Do No Harm, M&E Emergencies, etc.)
§ Knowledge of and experience in the Middle East preferred
§ Excellent communication skills, fluent in English (high standard of spoken and written English essential to job performance).
§ Experience managing large, complex U.S. government awards; knowledge of relevant regulations.
§ Understanding of CRS financial and administrative systems (Sun Systems and Vision accounting software), policies, and procedures preferred.
§ 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
Disclaimer Clause: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position
CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
EOE
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