Head of Operation (HoOps)
Catholic Relief Services
CRS was founded in 1943 in US, to assist the poor and disadvantaged, working in over 100 countries, our is to alleviate human suffering and advance full human development. In Nepal CRS is working in Gorkha and has a long-term commitment to provide high quality assistance to help vulnerable groups recover and develop their livelihoods and to rebuild safer homes. Applicants for the below positions must be Nepalese citizens with excellent written and spoken English, as well as competency with Microsoft Office.

Head of Operation (HoOps)

Views: 6323 | This job was expired 1 year ago

Basic Job Information

Job Category: NGO / INGO / Social work
Job Level: mid
No. of Vacancy/s: [ 1 ]
Offered Salary: None
Apply Before(Deadline): Sep. 14, 2016 00:00 (1 year ago)

Job Description

Dept/Country:  
Region:      
      ESA        
Reports To:      Country Representative, Nepal   
Dotted Line:     DRD MQ  
 

Job Summary:

The Head of Operations’ (HoOps) primary function is to provide leadership and oversight of the Nepal country program’s operational support departments including Human Resources, Finance, Information and Communication Technology, Supply Chain Management, Audit, Security, and other Administration. Compliance and Partnership are 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 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 of the country program and plays a key role in all senior management decisions and initiatives.

Responsibilities:
Leadership: 

  • As a member of the Nepal 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.

Functional Management to Increase Effectiveness:
Human Resource: 

  • Supervise the HR Coordinator 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. 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 Annual Program Plans and program budgets to ensure that they reflect overall program priorities and expectations, mitigate risks, and reflects 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 Officer 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 ICT for development (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 Procurement Officer 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 supply chain management 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 subrecipients. 

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

Administration: 

  • Supervise administrative staff. 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 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 Coordinator, Finance Manager, IT Officer, Procurement Officer, Administration Officer and other Operations managers as appropriate. 

Key Working Relationships: 
Internal: 
Nepal Country Representative, South Asia Head of Operations, Head of Programming, Head of Office, Gorkha, Department Managers, Project Managers and Program Coordinators, sub-regional and regional office (particularly the DRD-MQ); HQ- MPI, HQ Human Resources, HQ Finance, HQ GKIM, OLC

External: 
Caritas Nepal; other Church partners; CRS implementing partners; operational partners and colleague organizations; USAID Mission; other international donors; local Government; auditors; banking and insurance Institutions; service providers and vendors 

Qualifications: 

  • 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. 
  • Understanding of CRS financial and administrative systems (Sun Systems and Vision accounting software), policies, and procedures preferred.
  • Experience managing large, complex U.S. government 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 

TO APPLY,

Detailed job descriptions can be obtained by emailing  HRNepal@crs.org

Please apply by sending a CV with a cover letter to HRNepal@crs.org by September 14, 2016.

SUPERVISION: MEAL Officers 
REPORTS TO: Head of Programming 

ABOUT Catholic Relief Services 
Catholic Relief Services - United States Conference of Catholic Bishops (CRS) is an international non-governmental organization that partners with local organizations and Non-Governmental Organizations ("NGOs") to assist the poor and vulnerable around the world through community-based relief and development programs. For more than seventy (70) years, CRS has played a leading role in promoting human development by responding to major emergencies, fighting disease and poverty, and nurturing peaceful and just societies. CRS has been supporting Caritas Nepal from its office in India for over 10 years on emergency preparedness and response, civic education, trafficking and educational support programs for Bhutanese refugees. 

Since early May 2015, CRS has been contributing its extensive expertise in shelter and in water, sanitation and hygiene (WASH), as well as livelihoods programming and cash transfers, to the relief effort and now to recovery programming for households affected by the 2015 Nepal earthquakes. CRS, with Caritas Nepal, are providing earthquake recovery and rebuilding support to affected populations in Gorkha district through implementing partners. CRS is now recruiting a Monitoring, Evaluation, Accountability and Learning (MEAL) Manager to lead full cycle monitoring and evaluation for CRS Nepal’s long-term programs. This position is based in Gorkha, Nepal. 

Primary Responsibilities: 
The MEAL Manager will be responsible for leading and providing guidance and technical support to ensure MEAL management and full readiness of MEAL implementation across all of CRS Nepal’s programs – specifically early recovery programs that includes but is not limited to shelter, WASH, livelihood and community accountability; ensuring capacity building of program teams and partner staff in developing high quality monitoring systems and tools; lead and guide midterm review and evaluation, learning and reflection across all programs; provide significant input to the proposal development and design stage and provide support to M&E sections within the proposal. 
Under the supervision of the Head of Programing, the MEAL Manager will work with Program Managers, MEAL staff, other project staff and partner staff to ensure full compliance with grants’ documentation requirements as per MEAL policy and procedures, communicate project successes to relevant stakeholders, prepare timely and accurate reports for dissemination in and outside of CRS, and provide technical support to staff and partners. 

KEY RESPONSIBILITIES 
A. Monitoring and Evaluation Design 

  • Develop, guide and support the implementation of monitoring activities, including timely collection of quality data, set-up and maintenance of databases, facilitation of participatory reflection on monitoring results and submission of timely progress reports. 
  • Develop and implement MEAL systems that meet donor requirements, local governments’ requirement and adhere to the agency’s MEAL Policies and Procedures. 
  • Work with MEAL staffs and programming staff to introduce participatory community level monitoring & evaluation systems and tools. 
  • Proactively support programming staff by compiling and analyzing data and facilitating learning-to-action discussions with CRS and partner staff and use of M&E data for decision making.
  • Develop rigorous qualitative and quantitative data collection tools, including surveys, focus group and key informant discussion guides, and participatory evaluation methodologies. 
  • Ensure that project data is disaggregated according to gender. Review project data quarterly with a gender-focus, identifying project activities and results that are not benefiting women and girls adequately and drawing these to project staff attention.
  • Develop Terms of References (TORs) with Program Managers for M&E related consultancies 
  •  Facilitate the midterm review and end of project evaluation processes as per the donor and CRS standards for all projects. 
  •  Lead regular M&E reflections sessions with programming teams to capture changes and needs in the field environment/context based on monitoring data, adjustments to M&E plans, and tools. 
  • Promote and support the application of ICT4D in potential project(s) and documentation of best practices in the use of new technology. 
  • Develop accurate and comprehensive beneficiary data tracking across all projects; ensure timely beneficiary data reporting to HQ (during Year End and Annual Program Planning). 

B. Accountability & Learning 

  • Design, facilitate, document and share lessons learned, best practices and results from CRS Nepal programming. This includes the preparation of donor success stories and other high quality program materials. 
  • Work with program teams to ensure that transparent high quality accountability mechanisms are in place, and that beneficiary feedback is adequately captured and responded to by programming teams. 
  • Collaborate with MEAL and program teams to on regular field visits to promote strong program quality and learning. 
  • Contribute to cross learning and actively participate in the sub regional MEAL community of practice with MEAL staff from CRS India, CRS Bangladesh and CRS Sri Lanka. 

C. MEAL Management 

  • Ensure tailored performance annual planning/review and regular coaching for MEAL Officers. 
  • Collaborate with Senior Management on the recruitment and mentorship of new MEAL staff and other CRS project staff. 
  • Mentor MEAL staff to strengthen the technical capacity of local partner staff through on the job training and other means. 
  • Review MEAL budgets to support effective and quality MEAL systems, including ICT if appropriate. 
  • Document MEAL systems, including the creation and maintenance of MEAL Operating Manuals.
  • Coordinate MEAL activities as per the project Detailed Implementation Plan and financial plan. 

D. Capacity-Strengthening 

  • Develop and co-facilitate MEAL workshops/training for staff and partners as needs are identified by Program Managers.
  • Optimize partner participation and capacity development in the design and implementation of MEAL systems and other project activities. 
  • Create opportunities to share country program, sub- regional/regional and CRS M&E tools, processes, and best practices. 

E. Project Design and Proposal Development 

  • Provide technical support to early recovery and reconstruction program staff, especially in the areas of shelter and WASH, livelihoods and disaster risk reduction (DRR), including the design and implementation of assessments, gender analysis, stakeholder analysis, organizational capacity assessments, and any other pre-proposal data collection and analysis. 
  • Work closely with the CRS Technical Advisors and Head of Programming, and provide technical support to develop and review Results Frameworks/ProFrames, M&E plans, Indicator Performance Tracking Tables, analysis plans, baseline survey tools, and programming M&E tools.
  • Provide leadership to the collation of lessons learned and best practices from ongoing programming which captures the impact of activities, and ensure that these are incorporated into the design of new projects. 
  • Significantly contribute to the writing of donor proposals and reports including writing M&E sections, and provide strategic high level feedback throughout the development process 

Key Working Relationships: 
Internal: Head of Program, Country Representative, MEAL Officers, Program staff 

External: Local partner staff, community members, government, consultants, NGOs, donors, sub-regional MEAL community, Regional Technical Advisor for MEAL, and CRS MEAL community. 

Professional Skills: 

  • Master’s Degree in Development, Social Studies, Statistics, Economics or related field and experience working in development in Nepal.
  • Minimum 3-5 years of managerial experience with an NGO, preferably with an INGO with M&E/MIS responsibilities. 
  • Excellent written and oral English and Nepali and substantial experience writing proposals and reports in English. 
  • Expertise in developing project-level theories of change and related MEAL system tools and competencies. 
  • Success in implementing monitoring activities, including timely collection of quality data.
  • Excellent data management (collection, entry, analysis and usage) skills in database use and management through Microsoft Excel and Access and database analysis applications like SPSS, STATA, EpiInfo, others. 
  • Experience with capacity strengthening and partnership building, with the capacity to empower staff through opportunities for growth, development and delegation of appropriate authority and responsibility. 
  • Demonstrated experience working with local counterparts, donors and local stakeholders, with a focus on accountability. 
  • Excellent planning and organization skills and experience with information management systems. 
  • Supervisory experience and management and team building skills, especially in a multicultural setting. 
  • Experience programming and using ICT4D and computer-assisted interviewing tools, such as ODK, iForm, and/or other platforms.
  • Willingness to spend 40% of time traveling in the field. 

Agency-wide Competencies (for all CRS Staff and specifically to MEAL staffs) 
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 
  • Time planning and management 
  • Effective communication and excellent inter-personal skills 
  • Teamwork and networking, values differences 
  • Manages financial resources with integrity 
  • Critical thinking and analysis 
  • Ability to provide opportunities for continuous learning, motivate individual/team/department performance  
  • Proactive and self-motivated approach to work, with an enthusiasm for learning and openness to adapting

Disclaimer Clause:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

TO APPLY,

Detailed job descriptions can be obtained by emailing ; HRNepal@crs.org

Please apply by sending a CV with a cover letter to HRNepal@crs.org by September 14, 2016.

Only short listed applicants will be contacted. CRS is an equal opportunity employer committed to a staff composition that reflects the social and ethnic diversity of Nepali Society. 

Applicants from disadvantaged castes, under-represented ethnic groups, persons with disabilities and women are especially encouraged to apply.
CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.


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