Operation Manager

Ad Description

Who we are?

IDA is an international independent non-governmental organization providing medical and humanitarian assistance to people affected by conflicts, natural disasters and epidemics regardless of race, religion, gender or political affiliation. IDA was founded in 2012 by Syrian doctors from Aleppo in response to the healthcare and humanitarian crisis in Syria.

IDA Syria is the main healthcare provider in the Northern Aleppo/Syria area, working closely with 500,000 IDPs and 700,000 host communities through 20 healthcare facilities and other health and nutrition projects

During the last year, IDA has provided 1.2 million services in Heath, Nutrition, WaSH, and Camp Management

Job Purpose:

Reporting to the Country Manager NWS, the project manager contributes to the implementation of the mandate and the 10-year strategy in the country where s/he is based. Globally, s/he is responsible for implementing his/her project. S/he ensures optimal quality and the impact of the project implemented by means of a delegation system with appropriate oversight mechanisms. With all the other managers, the project manager shares responsibility for the sound management and effective functioning of the global organisation.
Specifically, s/he participate in programme coordination meetings or other meetings on the initiative of the Hub Manager, Deputy Hub manager or Director. S/he represents the organization within targeted external or internal technical fora and workshops and promote inclusion through mainstreaming activities. Then, s/he contribute to all aspects of the programme.

Key Responsibilities:

Mission 1: Strategy and steering

Responsibility 1: Contribute to the development of the programme operational strategy, and to its implementation and annual monitoring 

• Contribute to the process of elaborating the StratOp of the programme and steer the operational aspects of the StratOp 
• At least once a year, contribute, with his/her portfolio of projects and data, to the annual monitoring of the StratOp and to the following year’s programme planning (support missions and evaluations). 
• In the event of a crisis/emergency, implement the framework and set-up decided by the Operations Director. 
• Take part in the programme steering committee led by his/her line manager where required. 

Responsibility 2: Implement the project part of the Programme’s Operational Strategy 

• Size and plan necessary resources, recruit the project managers (ensuring a fit between skills and the projects’ challenges and ambitions), developing and monitoring their skills development plan, in connection with the corresponding jobs and with HR. 
• Where relevant, develop regular contact with current and potential donors at field level and liaise with their line manager to check coherence with institutional programming and fundraising strategy. 
• Within the operational framework defined in the StratOp, identify and transform funding opportunities in the area of assignment. Undertake (or contribute to) the design and drafting of new projects, and institutional fundraising for major multi-country projects, based on the decisions taken by the Authority regarding the opportunities. 

Responsibility 3: Contribute to organisational transformation, particularly through changes to managerial practices, continuous improvement, and contribute to the improvement of working processes 

Mission 2: Operational implementation

Responsibility 1: Ensure the sound management and monitoring of projects under his/her responsibility 

• In conjunction with the Technical Unit and the MEAL Unit, ensure that the organization quality standards (including technical standards) are applied in the projects, and monitor the implementation of recommendations from support missions, evaluations and audits. 
• Ensure compliance with project donors’ rules and adherence to contractual commitments: consolidation, oversight and reporting to his/her line manager operational and organisational information in his/her area (dashboards, corrective action, use of own funds, beneficiary data, etc.) 
• In relation with the concerned departments, deploy all appropriate tools to enable projects monitoring (operational, financial, logistics, human resources and technical monitoring) respecting the donor and our financial framework and in compliance with our policies and frameworks. 
• Undertake expenditure and manage the project activity-specific budget lines according to the delegation he/she received based on the programme signature delegation table 
• Facilitate audits (operational, financial and organisational), and ensure that their recommendations are implemented in their area of responsibility. 

Responsibility 2: Keeping both potential opportunities and risks in mind, contribute to the monitoring and analysis done by the line manager, and propose mitigation measures where relevant 
In conjunction with the line manager, implement analysis and monitoring of risks & opportunities related to our presence and activities; implement risk mitigation actions at his/her level; and ensure the implementation of a humanitarian watch and (when decided by the Hub manager and Director) of an emergency preparedness plan in the area.

Responsibility 3: Develop our external influence (forums, operational and strategic alliances, etc) and the external representation of the organisation (events, media) in his/her area of responsibility. 

• May represent the organization to the local, national, traditional, political, military and diplomatic authorities and bodies; and international organisations, donors and humanitarian mechanisms and coordination bodies. 
• As part of his/her role, convey our global advocacy messages to all the relevant external partners. 
• Contribute to our external influence by taking part in networks, when required.
• Communicate about the project to partners, authorities and stakeholders when relevant.
• Develop new partnership opportunities and keep the relationship with them
• Create project and grant opportunities through our representative works
• Ensure the follow up of the inclusion mainstreaming workplan (IHA)

Responsibility 4: Coordinate the partners in his/her area 

• Facilitate coordination meetings between partners and the support services located in the area when necessary. 
• Ensure that project managers and the support teams (shared and technical services, in particular) work well together in order to facilitate project implementation in the country; conduct regular project reviews with the project managers and relevant departments. 
• Contribute to the partnership assessment in collaboration with each service involved.
• Manage the partnership contract process (including contract review)
• Organize regularly steering committee meeting
• Monitor the narrative and finance report

Responsibility 5: Support the Director/Country Manager in monitoring security in their area and ensure adequate resources according to the context 

• Monitor and analyse the security context in his/her area of responsibility on a regular basis (if required). 
• Report all incidents directly to the Director/Country Manager. 
• Develop a network of contacts with security staff from fellow NGOs, represent the organization in access, security and safety meetings (at the request of the Director / Country Manager). 
• Provide feedback and give advice about security risks, as well as on the existence and use of security management resources, such as SOPS, and project proposals. 
• Working with the Director / Country Manager and Senior Management Team, update the security and contingency plans as and when the context develops. 

Mission 3: Emergency Preparedness and Response
•    Lead the emergency preparedness actions in his/her department and, in the event of an emergency, reorganize the priorities of his/her team according to the humanitarian priority, in order to ensure a quick and efficient response by our organization.

Qualifications:

• Being capable of helping team members to progress: developing his/her staff‘s ability to work autonomously.
• Knowing how to position oneself so things can move forward.
• Knowing how to simplify and prioritize.
• At least 6 years in the social / development sector with an NGO
• At least 3 years as project or program manager with an INGO
• Proposal writing 
• Very good reporting skills
• Competent in the use of Microsoft Office Suite, including WORD, POWERPOINT and EXCEL
• Fluent in English (reading, speaking, writing)
• Good understanding of inclusion
• Strong capacity in representation and relationship
• Capacity to work in autonomy
• Ability to anticipate
• Ability to respect deadline and work under pressure
• Very good analytical skills
• Positive personality, with strong communication skills and orientation towards solutions 
• Adaptability, flexibility
• Complying with IDA Code of Conduct and PSEA Policy

Independent Doctors Association does not tolerate sexual exploitation and abuse. And is committed to acting professionally and ethically. Independent Doctors Association is zero tolerable with any SEA case, IDA is creating the best environment to make sure that all staff have understood SEA and how to report in case there is any suspected case

Please note that the position may be filled before the deadline for submission of the applications