Operations Director

• As a key member of the Country Management Team (CMT), you will contribute to the development and management of the overall country programme, ensuring effective and efficient operations support to programme implementation in primarily a development context, with some need for emergency response.
• Reporting to the Country Director (CD), you will take specific responsibility for coordinating and managing operations (HR, Logistics, IT and Administration) and operational responsibility for security management for Concern’s programme in Sierra Leone in accordance with organizational and donor policies. 
• You will lead in the continuing strategic development of our operations in line with internationally accepted standards of best practice. 
• You will represent Concern to relevant external stakeholders as necessary.

Responsibilities:

Providing strategic leadership as part of the Country Management team

• Participate in the strategic management of the country programme through active involvement in planning and decision-making.
• Participate in the development and implementation of Concern Sierra Leone’s Country Strategic Plan (CSP) and other strategic frameworks (e.g. Preparing for Effective Emergency Response (PEER), Security Management Plan (SMP), Equality Action Plan, etc.) in collaboration with all relevant staff and third parties as necessary. 
• Support the Programme Director and Country Director in the analysis of potential new programme areas, including ensuring comprehensive analyses of logistical and security issues and appropriate mitigating measures to address them.
• Produce strategic analysis and plans for all systems support areas to strengthen the control environment and compliance while delivering fast, effective and efficient support to programme implementation.
• Support the Country Director and take a lead role in ensuring that Concern Sierra Leone adhere to international minimum standards of accountability and quality, through the application and active promotion of relevant standards and internal documents relating to policies and procedures, in particular Concern’s Code of Conduct & Associated Policies. 
• Ensure the country progamme is in compliance with national legislation and donor requirements as well as Concern’s global policies and procedures. Ensure all work is carried out in line with organisational policies including safeguarding and protection, the Core Humanitarian Standard and equality, diversity and inclusion.
• Demonstrate leadership on workplace equality, diversity and inclusion and role model a positive safeguarding ethos

Management of Operations/ Support Functions

Logistics and Supply Chain:

• Ensure that logistics systems including procurement, transportation, warehouse storage, control of and reporting on the use of supplies are carried out in accordance with Concern and Donor procedures and policies. Ensure the country is in full compliance with all donor regulations.
• Ensure procurement plans are developed implemented and proactive measures are taken to tackle changes in the program and market context.
• Ensure vendor / supplier lists are in place with appropriate due diligence conducted on all suppliers in a secured database
• Lead (or ensure timely delivery) on all national and international tenders, and complicated procurements, to ensure the highest standards of value-for-money and transparency are met. 
• Ensure a fleet maintenance and renewal plan is in place for the country, and that timely procurement as well as vehicle and motorcycle disposal is carried out.
• Provide leadership on the roll-out of new digital tools in logistics, including DirtTrak vehicle logsheets, the new SR app and eventually the new ERP Finance and Logistics system.
• Oversee the implementation of an assets management system across sites including record keeping, inventories, life cycle management
• Implement effective and efficient asset management and fleet management controls and procedures and monitor these on an ongoing basis.
• Provide directly, or via support systems managers, guidance, training and monitoring of all logistical procedures and policies to programme and other staff in all locations.
• Manage importation of equipment into Sierra Leone; ensure necessary custom documents including exemptions are obtained as necessary.
• Ensure that guidance, training and monitoring of all logistical procedures and policies are given to all field locations 

Human Resource Management:

• Overall responsibility for HR management of national staff in the country, in close collaboration with the HR manager who leads the department and is supervised by the Operations Director. 
• Ensure all existing and new HR Policies are devised, implemented and reviewed in line with those issued by Head Office and compliant with Sierra Leonean Labour Law.
• Advise the CMT on strategic HR issues and risks, taking the lead on key HR initiatives. Regular review and updating of the Staff Handbook, which outlines in detail staff terms & conditions.
• Lead in the completion of Concern Sierra Leone’s Staff Retention & Development Plan and its implementation across the country programme.
• Contribute significantly to salary review processes in collaboration with the Country Financial Controller, HR manager and Country Director.
• Support the CD and HR department on structuring the team and recruitment, ensuring each new programme has organograms and recruitment plans.
• Ensure that all staff comply with HR procedures, including recruitment and performance management, and that managers receive the training and support they need to manage their teams appropriately.
• Ensure a training and development strategy and annual plan are developed 
• Contribute significantly and provide support to the rollout of the new Timesheet application.
• Maintain and develop effective staff health & welfare systems in place in line with Concern’s staff welfare commitments.

Administration:

• Oversee the maintenance and running of Concern’s premises (offices, stores and residences) ensuring that adequate supplies, staffing and support systems are in place.
• Responsible for identifying, assessing and recommending any new premises, and for lease contracting procedures.
• Ensure the leases for all premises and residences are pro-actively managed and appropriate insurance is in place.
• Take the lead on managing legal risks, ensuring compliance with relevant Sierra Leonean law in contractual and taxation matters, liaising with the Concern lawyer on all legal matters.
• Proactively manage all issues related to taxes and government authorisations (communications licences, legal registration, project authorisations etc.).
• Maintain clear procedures for national and international travel arrangements and ensure that these are properly understood and complied with by all staff. This includes pick up / ensure departure at the airport / procurement of boat tickets and its management
• Ensure the processing of international staff residence / work permits are obtained timely and renewal are done on a yearly basis (maintain an updated tracking systems)
• Ensure the Country’s Welcome package for newly arrived staff is updated regularly
• Maintain updated visitor’s tracker for all departments (consultants / HO staff visiting S Leone) and ensure the weekly Staff Movement trackers is sent to HO.

Communication & IT Systems Support:

• Supervise IT staff to ensure that IT systems remain effective and secure. Ensure that IT and communication needs of staff are addressed on a timely basis.
• Ensure that all staff understand and fully comply with IT policies and procedures.
• Ensure all internet and communications systems (fiber optic, GPS tracking devices, Meraki device management) are functional and utilized in accordance with established procedures
• Ensure the IT standards and guidelines, including data protection measures, are followed. This includes ensuring that data back-ups are functional, protected and regularly checked.
• Ensure electronic archiving on the Sierra Leone working site of all operations department documentation.

Security Management:

• In conjunction with the Country Director, take overall responsibility for the security of Concern Sierra Leone’s employees, premises and equipment, acting as national Security Focal Point. 
• Liaise with necessary external bodies to keep abreast of current affairs in order to maintain an awareness of economic, political, humanitarian and security developments in Sierra Leone and the West Africa Region.  
• Coordinate and chair regular security meetings with the Security Focal Groups (SFG) to keep up to date with security incidents and developing trends in all field locations.
• Work with the SFGs to ensure the development and maintenance of effective security procedures and systems for Concern employees, programmes and property.
• Revise regularly and implement the Sierra Leone Security Management Plan (SMP).  Lead on the effective roll out of the SMP among all staff and their awareness of provisions within the various standard operating procedures contained within the SMP. 
• Leading on developing event or location specific SOPs and contingency plans as required.
• Lead on ensuring any security incidents related to Concern or relevant to security analysis in our context are uploaded on the Security Incident Management Tool in a timely fashion.
• Act as a key member of the crisis management team in case of a crisis, including but not limited to medivacs.
• Oversee the updating, implementation and compliance of health-related protocols and ensure health facilities are regularly assessed and international staff are informed of approved facilities.

Financial Management:

• Ensure that annual support cost (transport, administration) and international staff budgets (and budget revisions) are complete, realistic and comply with relevant Concern and donor requirements.
• Support the programme team in the preparation of proposals, ensuring in particular that procurement plans are prepared at design and development stage, and that proposal budgets include complete and realistic programme-related supplies, equipment and logistics costs and support costs.
• Work with the Country Financial Controller and programme budget holders to ensure management of relevant support department costs in programme budgets and expenditure. 
• In conjunction with the Country Director and Country Financial Controller set, manage and monitor the Systems annual budgets for International Staff/ Transport/ Administration.  Participate or ensure logistics participation in regular reviews of DMAs and CMT financial analysis.

People Management: 

• Manage senior Systems Department staff, contributing to their capacity building and career development through technical support, on-the-job training and coaching, including in particular a thorough induction at the start of their contract.
• Ensure that all department positions have accurate job descriptions and that each member of the team fully understands outcomes which are expected of them, by setting SMART objectives in their Performance Development Reviews, and that they are aware of the success criteria relating to their work.
• Ensure that all department staff are aware of and comply with all of Concern’s HR policies and procedures.
• Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.

Working with Partners

• Ensure timely completion of partner due diligence tasks required for operations teams, and timely sign-off, including ensuring capacity building plans are jointly agreed and signed off
• Ensure operations teams provide adequate support to partner capacity building, engagement and oversight to ensure strong, compliant and impactful partnerships;
• Develop strong relationships with key national partner staff based on mutual respect and open communication

Other:

• Actively promote equality within the organisation, particularly relating to gender, in support systems plans and activities, including striving for a gender-balanced workforce.
• Play a lead role in emergency preparedness and response in collaboration with the Programme Director and Emergency Coordinator, and other relevant staff.
• Lead in Concern Sierra Leone’s reporting to head office of its carbon footprint and, with the CD and other CMT colleagues, play a leading role in identifying and implementing measures to reduce our carbon footprint in our operations (programmes and offices), protect our physical environment and contribute to addressing climate change.
• Contribute to achieving the highest standards of accountability through effective communication and information sharing within and outside the country programme as necessary. 
• Promote awareness of and compliance with Concern’s key policies and procedures (Code of Conduct & Associated Policies, Logistics Procedures, HR Procedures, etc.).
• Undertaking other related duties as may reasonably be assigned by the Country Director. 

• Third level qualification in relevant field (Business Administration, Human Resources, Supply chain management, Humanitarian Logistics or any other relevant disciplines).
• At least 6 years overseas experience with an NGO in operations roles, with 2 – 3 years at a senior management level. 
• At least 2 years’ experience of working in challenging development or humanitarian contexts, preferably in sub-Saharan African.
• Experience of leading and managing a diverse team of senior staff including international staff.
• Proven experience in supply chain and logistics as well as at least one other area including HR, security, administration or IT.
• Experience of a range of donor rules and regulations, including the following donors: Irish Aid, FCDO, EU and USAID.
• Proven strong management ability, including ability to motivate and develop the skills of others.
• Excellent communication skills (both written and spoken) and fluent in English.
• Excellent IT skills and proven digital literacy including by not limited to Microsoft Officer, Logistics software, Finance software etc.
• Excellent organisational and planning skills, problem solving and analytical skills. 
• Willingness to travel frequently to rural locations and spend significant periods away from the capital and experience fairly basic conditions. 

• Demonstrated experience of training and capacity building and working with national staff and local partners, ideally in a resource-poor country. 
• Ability to work under pressure with numerous deadlines, and priorities.
• Ability to work on own initiative.

Desirable:

• Experience working in Sierra Leone or elsewhere in West Africa.
• Knowledge of Concern Worldwide key Policies, or policies of similar INGOs.
• Experience of both development and emergency contexts.

We would also like:

• Excellent interpersonal skills. 
• Cross cultural awareness and sensitivity.
• Good sense of humour.
• Empathy with Concern’s goals and a commitment to capacity building, protection and participation.
• Excellent communication skills. 
• Demonstrated experience of team building and working in a participatory manner.
• Flexible and adaptable approach to working in a changing environment.

• Raising awareness and being updated on HIV & AIDS issues.
• Protecting him/herself and colleagues.

Sharing information with colleagues and avoiding stigma and discrimination.

Therefore, each staff member of Concern is expected to be sensitive to equality issues in their relationships with colleagues and in their work and to participate in implementation of gender mainstreaming plans, both at the workplace and in programmes.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.