Job Summary

The Director of Operations oversees the day-to-day administrative, and operational issues of Rwanga Foundation. This position is responsible for supervision of Admin/HR section, Logistics, Procurement, IT and Legal matters in the Operations Section. The Director works closely with the Chief Executive Director. In addition, this position serves as a Member of the Board ensuring organizational effectiveness by providing leadership and contributing to the overall development and implementation of organizational strategies, policies and practices.

Primary Duties & Responsibilities

Strategic and Operational Planning: 

1. Support the senior management in preparation of annual strategic plans, operational work plans, staffing plans, and other plans as required;
2. Support the senior management in preparation of the annual budget plan of both administration and programs;
3. Develop Standard Operating Procedures and guidelines, ensure consistent implementation of the rules and regulations, and recommend modifications wherever applicable.

Administration:

1. Ensure Rwanga’s administrative policies & procedures are observed and implemented by all Rwanga staff and create amendments whenever the situation arises
2. Ensure proper daily support functions in compliance with RWANGA standards. Providing guidance to Administration, Procurement, Logistics, IT, Legal.
3. Ensure provision of quality services, utilities, and all other facilities management;
4. Oversee security related issues and advise on appropriate security systems and procedures to ensure the safety of all staff and Foundation building;
5. Prepare the official correspondence and letters for the Head Office and all other branch offices;
6. Maintain a record of all lease contracts of Rwanga Head Office and Branch Offices for timely renewal payments;
7. Oversee the legal obligations and provide support for any legal matters in coordination with Legal Affairs Officer for Rwanga Foundation;
8. Provide necessary documents as requested by donors for capacity assessment;
9. Perform any other ad hoc duties as required by the Chief Executive Director.

Human Resources:

1. Oversee the organization’s human resources requirements including development plans and ensure that the policies are in place;
2. Oversee performance management systems, recreation programs, welfare, wellness and health programs;
3. Administratively, act as a link between Rwanga Head Office, Branch offices and Departments;
4. Supervise and ensure monthly payroll of Rwanga staff through salary account in bank or cash.
5. Ensure that the organization is compliant with all necessary tax, social security and other local requirements;
6. Manage Interviews as a panel member for all the vacancies published and conduct induction and orientation training sessions for the newly recruited staff;
7. Prepare employment and service contracts for the staff and the service providers;
8. Ensure that Rwanga follows Human Resources standards, agreements with donors and contractors according to applicable judiciary laws, rules, and regulations.
9. Provide current and prospective employees with information about policies, job duties, working conditions, wages, and opportunities for promotion and employee benefits.
10. Manage the Annual performance evaluation process, set up schedules and provide advice to all employees and Supervisors as necessary.
11. Ensure that the organization has a healthy retention strategy for its staff.
12. Investigate and report on accidents for insurance carriers if applicable.
13. Ensure appropriate leadership, guidance, mentorship and management of operations staff with other department staff.
14. Lead the HR process with disciplinary and grievance proceedings as and when required.
15. Provide platforms in coordination with training institute for trainings, learning, and development program for all staff.

Grant Management and Compliance:

1. Ensure support to review grant agreements received from donors in terms of detailing as per the project activities.
2. Deliver operational guidance, oversight and quality assurance for all project activities, outputs and deliverables.
3. Responsible for administrative and operational support required for the effective implementation of work plans on time, within budget, meeting donor and stakeholder expectations and contractually compliant.
4. Ensure that all the assessment documentations are updated and in place as per the prospective donor’s request.

Procurement & Logistics:

1. Ensure that purchasing is in accordance with the organization and donors’ policies and procedures.
2. Supervise and ensure that the purchase procedures and Purchase Committee are in place and function in accordance with the procurement policy of Rwanga Foundation.
3. Oversee the organization’s logistics, transportation, and fleet management and ensuring that all needs are met in the most cost-effective way.
4. Ensure to maintain a professional vendor database in coordination with procurement & logistics team.
5. Maintain an effective tracking system for assets and facilitate all aspects of asset.

Safety & Security:

1. Provide effective oversight of safety and security management systems and processes including security for all the staff.
2. Provide support in the event of critical incidents on and off site.
3. Ensure that the offices are monitored and controlled in terms of security of premises.

IT related:

1. Oversee network administration and evaluate information systems, software and technology requirements.
2. Verify that information technology policies and procedures are documented, disseminated and consistently applied across the offices.
3. Provide guidance on the overall IT requirements of the organization like security issues, firewalls, anti-virus, and server requirements.
4. Manage and oversee the creation of new email, web addresses in coordination with the IT system officer.

Reporting and Monitoring

• Provide ad hoc and regular reports including analysis and recommendations on regular basis to the direct Supervisor.

Working conditions

• Flexible with working hours, working during holidays and under pressure.
• Flexible to attend meetings, conventions, trainings, and workshops outside duty station.
• Able to travel within the country and overseas whenever required.

Education, Qualifications, Skills and Experience 

• Master’s degree in the field of Administration, Management, Business Management, or equivalent with previous experience of eight years in management
• Or BA degree in the field of Administration, Management, Business Management, or equivalent with previous experience of ten years in management
• Excellent in using Word, Excel, PowerPoint, E-mail, and Internet
• Excellent interpersonal skills, verbal and non-verbal communication skills
• Excellent language skills of Kurdish and English, and Arabic is an advantage.
• Demonstrate quality leadership in managing staff, major projects, events, etc.
• Demonstrate problem solving, dedication, flexibility, and multitasking ability.
• Ability to maintain the highest degree of discretion and confidentiality.
• Commitment to high professional ethical standards in a diverse workplace