Country: Ireland
Closing date: 30 Sep 2014
Job Title: Deputy Operations Manager (Maternity Cover 6-10 months)
Department: Operations
Reporting to: Director of Programmes
Direct Reports: Desk Officers
Other Key Relationships: Country Directors, Operations dept. PSO, other dept. heads/deputy heads.
Based Dublin****Starting October 2014
The GOAL Operations Department based in Head Office Dublin works closely with the other HO depts. ensuring the supervision of programme direction and coherence with organisational mission, strategies and policies, and in the management and coordination of a wide ranging portfolio of grants and programmes. The Operations dept. is responsible for the coordination of functions in support of the successful management and implementation of field programmes, including the internal coordination of information across a range of depts. and between HO and the field, and external communications with our donors and partners.
Job Purpose:
o To support and ensure the supervision of programme direction and coherence with organisational mission, strategies and policies.
o To support and ensure timely programme management, coordination and implementation of a wide ranging portfolio of grants and programmes across all GOAL countries.
o To supervise GOAL’s grant management function, ensuring the continuing highest standards (and success rates) in all donor submissions, internal reporting and the recording and maintenance of the highest quality information in our Grant Management System.
o To develop and improve internal reporting, communications and development of key programme material for both internal and external use, including annual programme results and reports, project success stories, and various other content for social media, annual reports etc..
o Departmental management and administration including ensuring timely management of timesheets, annual leave, provision of desk cover as necessary, staff management, appraisals, scheduling etc...
o To support the development and implementation of GOAL’s country programme management systems and processes.
Detailed responsibilities include:
STRATEGY and POLICY IMPLEMENTATION
• Be familiar with the Organisational and Country Strategic Plans (2012-16) and work towards ensuring the relevance and appropriateness of our programme strategies and their effective achievement.
• Monitor and provide strategic guidance to fields in the development, maintenance and relevance of GOALs Country Strategic Plans.
• Support the development and implementation of strategic plan monitoring and assessment tools, and using such tools provide annual progress reports against CSP progress.
• Support the process of development and implementation for the midterm strategic plan review in 2014.
• Working closely with the Operations Manager, develop departmental action plan and monitor the achievements of annual objectives.
• Support the role out and implementation of organisational policies and strategies.
GRANTS & PROGRAMMES
• Provide donor knowledge and detailed advice and direction on donor compliance issues to Country Programmes and Desk Officers including identifying and supporting donor focal points within the Ops dept.
• Oversee and develop GOAL’s Head Office review process to ensure all field submissions of reports and proposals to donors (institutional, public or private) continue to meet highest standards in compliance, accuracy, completeness and timeliness.
• Monitor, and provide support to, programme narrative and financial submissions from HO. and for in country submissions & improve quality control systems for field level (in country) submissions
• Monitor Head Office and field grant opening /grant management meetings process.
• Liaise with, and represent GOAL to, donors in relation to country and project specific matters as required.
• Working closely with the BDU and fundraising depts., ensure that all relevant donor information circulates, as appropriate, to Operations staff and where relevant to other departments.
• Support the HO Projects Review Committee (PRC) and submission process, ensuring all concepts and proposals are reviewed by PRC, in line with organizational priorities, strategies and policies and approved at Head Office prior to submission.
• Monitor and supervise implementation of GOAL’s partnership policy and partner assessment and monitoring as detailed in GOAL’s partnership manual and tools.
• Ensure all donor registrations are kept accurate and up to date.
• Ensure maintenance of accurate hard and soft copy files of all project/programme documentation.
• Ensure maintenance of accurate project/programme information on the GMS and intranet country pages.
• Manage weekly and monthly reporting process, ensuring timely and relevant information is submitted and fedback to country programmes.
HUMAN RESOURCES
• Overall line management, support, and mentoring of Operation’s Dept. Desk and Programme Support Officers, including ensuring adequate programme support cover.
• Support CD appraisals process
• Provide input on training and development needs and schedule the training and development of Operations dept. staff in conjunction with GOAL’s HR Dept.
• Coordinate representation of Desk Officers/ Programme Support Officer at various events and ensure information is disseminated to all team members.
• Coordinate development and roll out of Country training plan approval process.
• Monitor time keeping, sick leave etc., and approve leave for Operations dept. staff in conjunction with GOAL’s HR Dept.
• Ensure that staff are adequately challenged in their role and utilised effectively.
RISK MANAGEMENT
• Working with the Operations Advisor coordinate the Operations dept. quarterly review of country Risk Registers.
FINANCIAL ACCOUNTABILITY
• Monitor regular monthly programme finance review process and present monthly Donor Status Report summary to Operations Manager.
• Liaise with Finance dept. and specifically the Senior Operations Accountant on overseeing and planning the timely review of concepts and proposal budgets to be submitted to donors.
• Support the annual country budget development process
• Support the development and management of the annual departmental budget
LOGISTICS
• Liaise with and coordinate field logistics requirements with HQ logistics department.
• Monitor, review and develop logistics/programmes overlapping systems and tools to improve programme management.
SECURITY
• As directed by the Operations Manager, and agreed with the Global Security Advisor, support the development and roll out of field security policies and procedures.
COMMUNICATIONS
• Support the development and implementation of key management reporting tools, ensuring regular and appropriate data entry and reporting from the Operations dept. team and from Country programmes.
• Ensure content and decisions of key Operations meetings are communicated with relevant stakeholders.
• Review, monitor and ensure accurate and up to date information is maintained on the GOAL intranet and internet (website) Operations and Country pages.
• Ensure standard departmental filing structure (shared drive) is maintained, clearly understood and shared with relevant stakeholders.
• Support the continuing development and roll out of the Country Director and Operations manuals.
• Support the development and roll out of additional Operations/Programmes communications tools and strategies as necessary.
MISCELLANEOUS
• Substitute/deputise for the Operations Manager when requested.
• Prepare specific briefs on areas outlined above for Senior Management as required.
• Undertake occasional field visits and schedule Desk Officer field visits.
• Manage online Roving Operations Unit Schedule
• Provide out-of-hours support when required.
• File weekly report from Operations Department.
PERSON SPECIFICATION
Requirements
• A minimum of 5 years work in the development and/or humanitarian sector.
• A minimum of 3 years’ overseas experience with an INGO, incorporating direct and senior responsibility for project planning and delivery.
• Significant knowledge and understanding of donor compliance for key institutional donors such as EC, ECHO, USAID, OFDA, DFID, Irish Aid, UN agencies and others.
• Significant experience writing and submitting proposals to a wide range of key institutional donors such as EC, ECHO, USAID, OFDA, DFID Irish Aid, UN agencies.
• Very strong organisational and administrative skills with a particular focus on detail and quality assurance.
• Good team player able to work collaboratively in a busy and close knit department.
• Excellent IT skills, notably in use of Word, Excel, PowerPoint.
• Fluent in spoken and written English with strong analytical skills.
• Appreciation of the aims and objectives of GOAL.
Advantage:
• At least 2 years Head Office management experience with an INGO.
• Fluency in a second language, preferably French, Spanish or Arabic.
Candidates must be legally entitled to work in Ireland at the time of application
How to apply:
http://www.candidatemanager.net/cm/Micro/JobDetails.aspx?&mid=YGTYD&sid=...
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