Job Title: Operations Coordinator
Reporting To: Area Manager
Staff Reporting:Logistics Officer, Security Officer, IT Officer
Matrix Management: Kenya Program
Established
in 1984 in the UK, Islamic Relief is an international NGO seeking to promote
sustainable economic and social development by working with local communities
through relief and development activities.
We aim
to help the needy regardless of race, religion or gender and implement our work
within the following sectors:
- Education and
Vocational Training
- Emergency &
Relief
- Water and
sanitation
- Income
Generation
- Health and
Nutrition
- Orphans
- Ramadan and
Qurbani
- Disaster
Preparedness
IR
started operations in Kenya in 1993 on one to one orphans sponsorship programme
through a local CBO in Mandera District, Northern Kenya.
It
opened its fully fledged office in March in 2006 at the height of drought in
the Horn of Africa. Since then IR has been providing humanitarian and development
assistance to vulnerable communities.
Over
these years it has implemented various development and relief activities in
Mandera. This has remarkably changed the lives of the vulnerable and
disadvantaged communities.
In
January 2010 and October 2011, IRK extended its operation to Wajir and Garissa
Districts respectively.
Through
working in chronic food deficit areas and in the most disadvantaged areas, IRK
has ensured that its
programmes target those who are most vulnerable in the most disadvantaged areas.
programmes target those who are most vulnerable in the most disadvantaged areas.
These
programmes include Health and nutrition, Water and Sanitation, livelihoods,
Child-welfare and other special programmes (Qurbani and Ramadhan)
General description of the role:
The
Operations Coordinator (OC) will work under the direct supervision of the Area
Manager and the technical guidance of the Operations Support Manager.
The
Operations Coordinator will be a member of the Area Office Management
The OC will have responsibility to guide the Operations Department which compose of the Administration,
procurement, logistics, IT, and security sectors.
The OC
will have a focus on systems development, documentation, implementation and
compliance with policies and procedures.
She/he
is expected to provide a capacity building training on IRK procedures to ensure
the Department delivers quality services to meet program/project objectives.
It is anticipated that each of the four units reporting to the OC (procurement, logistics, Security and ICT) will be managed by professional officer.
It is anticipated that each of the four units reporting to the OC (procurement, logistics, Security and ICT) will be managed by professional officer.
The
role of the OC will be to coordinate and supervise their work and to agree on
strategic priorities so as to ensure the efficient and effective implementation
of IR-Kenya’s programmes in the Area Office.
The OC
will be expected to have a good understanding of the field office and country
programmes and be able to effectively represent the
organisation and the country programme to external stakeholders.
Key duties
General Responsibilities
- Ensure timely
submission of monthly reporting on logistics, procurement and security
- Act as a member
of the Area Office Management Team of the programme;
- Represent Area
office in the Operations Cluster meetings with INGOs/UN
- Ensure
transparency and accountability across Area office activities through full
implementation of Logistic, Procurement, Security rules and regulation.
Logistics/Procurement/Security/IT/Administration
- Directly
supervise the Logistics Officer, Procurement Officer, Security Officer and
IT Officer
- Ensure an
efficient and transparent procurement system is in place and adhere to in
line with IRK guidelines and procedures
- Provide
managerial oversight of the Logistics function and support the Logistics
Officer in the implementation of systems and procedures.
- Ensure regular
and effective communications are maintained within the Operations team and
with the programme team at the Area Office and also at the Country Office
teams.
- Support the ICT
Officer in ensuring that ICT Services meet the highest standards of
accessibility and connectivity
- Monitor spending
on transport to ensure that expenses are consistent with approved budgets
- Support the
Logistics and Security officers on reading and interpreting maps and
driving directions to plan the most safest and efficient route
- Coordinate with
Logistics and finance staff on refuelling and maintenance of vehicles
under supervision
- Ensure ICT
policy is strictly adhered to Policy, Procedures and Guidelines (Systems
Development, Documentation, Implementation, Training and Audit
- Implement
procurement, logistics and ICT plans and report to the Area Office Manager
and Operations Manager on progress;
- Support policy
implementation in Logistics, Procurement, IT and Security to improve the
effectiveness and efficiency of organisation in working with the
respective Officers/Coordinators;
- Liaise with the
Country Office on development and application of policies in order to
enhance the operations systems that are valuable for the Area Office.
Security:
- Ensure that
field site security plans are updated on a regular basis, in collaboration
with the Operations Support Manager, Area Office Manager and the Security
Coordinator
- Ensure that
security incidents at the Field office Area are reported timely to the
Area Office Manager, OSM and Security Coordinator to take necessary
actions.
- Monitor the
security situation at the Field office areas and respond accordingly.
- Monitor staff
movement through the Security Officer to ensure they are complaint with
the Field Security Manuals while travelling in the field.
- Facilitate the
evacuations/relocations of field-based teams as and when appropriate
- Attend security
meetings organized at Area Office level and maintain regular contact with
other NGO/UN security focal points
- Carry out other
duties as requested by the Area Office Manager
Requirements:
- 3+ years of
previous management experience, including field operations management,
procurement, logistics and admin management preferably with a humanitarian
aid
- Bachelor degree
in management, administration, social science, international development,
public administration, or a related field
- Master’s degree
is a definite advantage
- An interest in
capacity building/mentoring of teams
- Committed to
spend significant time in the field.
- Strong
experience in liaising with governmental / local authorities and other
NGOs/UN.
- Excellent staff
management, interpersonal skills and ability to work in a challenging and
multi-stakeholder environment
- Excellent
knowledge of computer applications especially the Microsoft programs
- Budgetary
control and financial management skills
- Strong
communication skills, with excellent written and spoken English
- Fluency in
oral/written English;
How to Apply:
Send in your updated CV with cover letter and 3 professional references to info@islamic-relief.or.ke or ir2012hr@gmail.com.
Send in your updated CV with cover letter and 3 professional references to info@islamic-relief.or.ke or ir2012hr@gmail.com.
To
reach us not later than Friday 7th December, 2012, clearly mentioning the
position you are applying for.
Note: CVs will be screened on an ongoing basis and Interviews will be conducted in Nairobi office,only shortlisted candidates will be contacted.
Note: CVs will be screened on an ongoing basis and Interviews will be conducted in Nairobi office,only shortlisted candidates will be contacted.
