CRS Operations Manager

CRS/Timor-Leste Job Announcement

Job Title: Operations Manager 
Job Band: G
Department: Administration
Reports To: Country Representative Dili, Timor-Leste
Location: Dili Office with frequent travel to Baucau sub-office.

Supervises: Operation Manager supervises 1 Admin Officer, 1 Fleet and Facilities Officer, 1 IT Officer, 1 Procurement Officer, and 1 HR Manager

CONTEXT
Catholic Relief Services (CRS) was founded in 1943 by the United States Conference of Catholic Bishops to assist the poor and disadvantaged. CRS has been in Timor-Leste since 1980 and currently works in the sectors of Agriculture, TB, HIV/AIDS, Climate Change Adaptation, Domestic Violence, Youth Employment and Youth and Conflict. A head office is located in Dili with a sub-office in Baucau 

PRIMARY RESPONSIBILITIES
The Operations Manager oversees and manages day-to-day general office management and human resources (HR) issues, develops overall HR and administrative policies, and continually updates administration, HR, and communications systems. The OM is responsible for ensuring that office policies and practices are compliant with CRS standards and Timor-Leste law. This position is based in Dili with frequent travel to Baucau sub-office.

KEY WORKING RELATIONSHIPS

Internal
The Country Representative, Head of Programming, COP , Head of Baucau, Department Managers, Project Managers and Program Coordinators, CRS Eastern and Southern Asia (ESA) Deputy Regional Director – Management Quality; HQ Finance, Regional Representative, HQ Human Resources; CRS lawyers and in-house counsel

External
Church partners; CRS implementing partners; operational partners and colleague organizations; USAID Mission; AusAid and other international donors; Local Government; auditors; banking and insurance Institutions; service providers and vendors 

SPECIFIC RESPONSIBILITIES

Leadership: 
1. As a member of the Country Program’s senior management team, work with senior colleagues to coordinate efforts with the aim of best serving program participants. 
2. Incorporate management quality issues into country strategic planning process. Assess and advocate for needed investments in MQ capacity. 
3. Serve as officer in charge of the country program during absence of Country Representative if requested.
4. Attend relevant interagency, sector coordination, and representational meetings as required. Network with equivalent staff in colleague organizations.
5. Work with technical leads to improve MQ capacity, including systems and staffing. 

Human Resource Management

1. Supervise the HR Manager in strategic management of human resources, including talent mapping, succession planning and career development. Communicate Country Program priorities and guide him/her to ensure alignment of efforts.
2. 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.
3. Ensure compensation policies and practices are administered to support internal equity, market competitiveness and policy adherence.
4. Ensure implementation and continuation of performance management system.
5. Ensure the creation of an environment of care and comfort for all staff.
6. Ensure the integrity (accuracy, security) of information from HR information systems (e.g. NED) .

Information and Communication Technology: 
1. Supervise the IT Manager in the strategic management of ICT resources. Communicate Country Program priorities and guide him/her to ensure alignment of efforts. 
2. 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.
3. Where Country Program’s engage in ICT4D and other location-specific development projects, ensure the application of GKIM policies, and project management and ICT system planning and implementation principles. 
4. 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. 
5. Ensure the application of unique principles of managing ICT vendors. 

Supply Chain Management/Logistics 
1. Supervise the SCM Manager in the strategic management of material resources. Communicate Country Program priorities and guide him/her to ensure alignment of efforts.
2. Ensure efficiency and compliance in local and international procurement. 
3. 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).
4. 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.
5. Ensure integrity (accuracy, security) of SCM information systems.

Security: 
1. Supervise the staff responsible for Security. 
2. 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. 
3. Ensure monitoring of the security situation in the country generally and in CRS operational areas in particular, and communication of appropriate messages to staff. 
4. 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. 
5. Support the advocacy program of the staff responsible for security who works with local and international NGO for a (such as an NGO Security Forum) to address/advocate around security issues affecting NGOs in Country Program.

Administration: 
1. Supervise the Administration Manager. Communicate Country Program priorities and guide him/her to ensure alignment of efforts.
2. Ensure that the physical plant is appropriate to need and that it is managed in conformity with CRS policies. 
3. Ensure that transportation services other than fleet management are appropriate to need and delivered in conformity with CRS policies.
4. Ensure that risk mitigation strategies including insurance are undertaken. Lead preparation of agency Risk Disclosure Report. 

Compliance: 
1. Perform periodic conduct 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. 
2. Identify management system weaknesses, establish priorities, provide recommendations for improved systems performance and ensure compliance. 
3. 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.
4. 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.

Partnership:
1. Lead relevant CRS staff to help partners identify and resolve management quality issues, and to continually improve quality. 
2. Provide timely, efficient, appropriate technical assistance to staff and partners in management issues.

MANAGEMENT QUALITY COORDINATOR COMPETENCIES 

A. Promotes Stewardship of Resources

B. Ensures Principled compliance

C. Proactively Manages Risk

D. Leads Operational Improvements 

MINIMUM QUALIFICATIONS AND EXPERIENCE

1. Bachelor’s degree in Management, Public or Business Administration or related fields required; Master’s degree preferred.
2. Minimum five years work experience in human resources and in other areas of administration, including recruitment, compensation and benefits, staff development and training programs.
3. Proficient in Tetum and English. Portuguese fluency is preferred
4. Understanding of CRS financial and administrative systems (Sun Systems and Vision accounting software), policies, and procedures preferred.
5. Experience in INGO or international organization is preferred.
6. Knowledge of Timor-Leste labor law and HR practices and policy.
7. Experience managing large, complex U.S. government, Global Fund or other public donor awards; knowledge of relevant regulations.
8. Knowledge of procurement and general office administration/management issues.
9. Ability to work in a complex environment and to lead and work with a multi-cultural team.
10. Computer literate in MS Office, internet, email.
11. Strong communications and analytical abilities.
12. Willingness to travel

This Job Description is not an exhaustive list of the skill, effort, duties and responsibilities associated with the position.


HOW TO APPLY

Sent a cover letter, current CV and professional references by email to amelia.andrade@crs.org or 

Delivery by hand at CRS Dili Officer, Fomento Mandarin, CRS Bauacau
For further information and full job description please contact to +670 77259025 or send to email address above.

Deadline 9 November, 2012

Only Short Listed Applicants will be contacted

Melita Andrade
Human Resources Manager
Mobile no. +670 7259025