Post Title: Operations Support Manager Duty Station: Addis Ababa Reports to: Country Director Reporting to Position: Four direct reports (HR, Admin, IT/Communications and Logistics Coordinator) Budget Responsibility: Yes
Introduction We are looking for talented people to join us in making a difference to the lives of millions. We want people with integrity, people who are fair, impartial, honest and truthful. If you think you embodied these values then this is the place for you and your career. We promote learning organization features.
We will only accept applications through Ethiopia.Recruitment@islamic-relief.org.et; Any applications other than the above e-mail address will not be considered as a valid.
Who we are Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Region with a base office in Hargelle, Elkere, Bare and Dekasuftu, Afar Region; Ewa & Semera, and an additional operational office in Addis Ababa.
Job Purpose
The main purpose of the job is to guide, plan, manage and review the implementation and effectiveness of all administrative/operational strategies, processes, systems and procedures of IRE that aid in meeting its overall organizational objectives (HRD, logistics and procurement, administration, health and safety, security, IT/Communication, and legal advice). The incumbent will work as a member of the country management team. He/she will be responsible to guide and motivate staff, as well as keep the organization running effectively and efficiently.
Key Accountabilities
1. HR Planning & Strategy: Provide input to IRE’s country strategic planning. Maintain oversight and guide HR strategy that ensures the effective planning, recruitment, retention, motivation, learning and development, and performance management of the best possible team to meet the organization’s changing needs.
2. Policy & Procedure: Design, develop and implement HR and administrative policies and procedures to support the needs of the organization ensuring compliance with IR’s overall policies and in country laws and regulations. Keep informed of relevant national employment/labour policies. Ensure appropriate roll out of policies and systems to all regional project offices.
3. Financial Planning and Management: Oversee all aspects of budget development and management for the department in collaboration with the Finance Manager. Provide guidance on efficient use of financial resources for the department, and ensure appropriate and timely utilization of funds. Interpret and analyze reports and actual results against budgets and re-strategize accordingly.
4. Learning and Development: Design and ensure implementation of an appropriate learning and development framework to ensure the continued skills enhancement of all team members. Identify training, development and learning needs and ensure they are fulfilled as appropriate. Put in place monitoring tools that measure the outcome of all learning and development efforts. Keep up-to-date with HR and administrative related policies, guidelines, and practices in the country, as well as internationally including best practices and strategies.
5. Documentation: Ensure the effective administration and documentation of all employment processes through a personnel database system.
6. Communication Flow/ Resource Sharing: Lead and guide the type of programme information that is required for the evolving needs of profile building activities and fundraising suitable for a variety of public audiences. Guide the development of key corporate external messages, IRE’s brand positioning and image guidelines, as well as key achievements to external bodies including government, donors, media, other development organizations. Ensure appropriate resource/information sharing internally. Ensure that all IRE IT equipment are maintained regularly.
7. Logistics and Procurement Management: Ensure timely logistics support to all regional project offices. Responsible to oversee the timely and efficient purchasing of project materials; as well as the appropriate maintenance of inventory and asset management.
8. Security: Keep informed of changes in security development in the country and the horn of Africa. Responsible to develop security protocols and appropriate training to all staffs.
9. Legal/Contractual Issues: Ensure appropriate contractual and legal management/handling in collaboration with legal advisors.
10.Audit: Facilitate and co-ordinate both internal and external audits (HR & administrative). Lead the development of action plans based on audit recommendations and monitor progress on achievements.
11. Team Development: Lead, motivate, supervise, guide and support staff members under his/her supervision.
12. Reporting: Review and ensure the accuracy and quality of administrative reports to both internal (country management team, IRE) and external (donors, government) stakeholders. Present results and any recommended actions to the country management team.
Job Requirement
Person Specification
Bachelor’s degree in Management or related field; Master’s degree in Business Administration is desirable
Proven experience in senior administrative management preferably in development organizations
Experience in setting HR strategy
Experience in training and development role
Excellent IT skills, MS Office applications
Strategic thinker – proven ability to translate strategic plans into action
Decisive with excellent judgement
Excellent interpersonal skills – builds good relationships with internal and external stakeholders
Good verbal and written communication skills in English. Knowledge of Amharic and other language is an advantage.
Able to plan, prioritize and organize self and others
Demonstrated ability to lead a team
Ability to manage a complex and demanding workload with flexible behaviour
Sympathy with the values, aims and objectives of IRE