Senior Operations Manager
Zomba, Malawi
Zomba, Malawi
Dignitas International is seeking a Senior Operations Manager in Zomba. Duration: Minimum 2 year commitment. Dignitas International is a medical non-government organization founded by a team of global health and research specialists. The premise on which Dignitas was founded is that resource intensive, physician-led approaches to the provision of HIV/AIDS-related services are not viable in many resource-limited countries that struggle with a severe lack of healthcare capacity. The mission of Dignitas is to increase access to prevention, treatment, care and support for people affected by HIV/AIDS, and to develop tools and guidelines for a sustainable healthcare delivery approach that can be disseminated quickly and cost-effectively throughout Malawi and to other resource-limited contexts across the globe.
Dignitas meets these goals by implementing programs through a health systems strengthening approach through providing capacity-building, operational support and technical assistance, and developing evidence-based models through operations research and knowledge translation. Program implementation increases access for individuals affected by HIV through the decentralization of care from hospitals to health centres and down to communities. This process includes health systems integration, task shifting among healthcare workers, and the training and integration of community-health workers. Operations research and vigorous monitoring and evaluation are used to refine and validate tools and guidelines developed to improve community-level access to health systems and quality care to patients.
This position is responsible for the oversight and strategic development of the operational support systems. The Senior Operations Manager plays a leadership role in ensuring the Malawi Country Program operates in accordance with operational best practices, and in compliance with the organization’s policies and procedures, government regulations and its external donor and partnership agreements. Working collaboratively with a team of in-country Operational Support Managers (Human Resources, Finance, Logistics, Data & ICT), the Senior Operations Manager oversees the coordination of all operational support activities, facilitating a process of ongoing improvement in organizational support systems.
S/he builds the capacity of the team, supporting the program, research and operational support departments to work in an integrated manner through strengthening coordination and developing appropriate operational policies, procedures and tools. S/he fosters a culture of accountability and ensures organizational resources are used in a cost-effective manner to maximize impact. The Senior Operational Manager anticipates and manages risk, acts as a safety and security focal point for Dignitas in Malawi, keeping abreast of all national and regional developments that have the potential to impact on the well-being of Dignitas staff and operations. This position also deputizes for the Country Director.
CORE RESPONSIBILITIES: Operations Management (60% of time): a) Planning & Budgeting: Coordinate the Malawi Country Program’s multi-year and annual planning processes in line with Dignitas’s vision, mission and strategic priorities. Support the departmental heads to develop integrated action plans and budgets, ensuring effective and efficient planning and allocation of operational resources to fulfill organizational objectives. b) Implementation: Support direct reports in the delivery of annual plans, providing strategic direction through prioritizing and organizing actions and resources to achieve operational objectives, as well as providing technical input and advice. Provide oversight to ensure that operational activities are implemented in line with organizational standards and best practices, and in accordance with internal and external commitments. Ensure that Dignitas complies with all national guidelines and laws relevant to its operational work.
c) Policies & Procedures: Support the Country Director to ensure adherence by all Malawi Country Program staff to Dignitas organizational policies and procedures, ensuring all staff are oriented and capacitated to uphold these, and that proper reporting and disciplinary procedures are followed when a breach occurs. Identify areas that require updating and/or revision to the Country Director and appropriate HQ staff. d) Human Resources Development & Management: Line manage and mentor operational support department managers, identifying capacity-building needs and working with the Country Director to develop a structured management training program with the support of HQ. Support the Country Director and HR Manager to implement an effective performance management system. Assist with the recruitment of key operational positions. Work with the HR Manager to ensure national staff HRM instruments and systems are developed, in place, adhered to, and aligned to national labour laws and practices.
e) Financial Management: Support the Country Director and Finance Manager in the overall financial management of the Malawi Country Program. Work with the Finance Manager to ensure financial controls, accountability standards, procedures and records are in place and adhered to as per Dignitas’s financial policies and procedures. As delegated by the Country Director, oversee the allocation of resources and assets, ensuring that appropriate monitoring and control mechanisms are in place and that these are maintained at all levels. Work with the Finance Manager and all departmental managers to ensure routine monitoring of departmental budgets is in place, budgets managed within approved spending levels, and accurate projections are completed to ensure a steady and adequate supply of funds for operational and program expenditure.
f) Procurement & Asset Management: Work with Logistics Manager to ensure that appropriate procurement rules and regulations are followed as per Dignitas procurement policy and donor requirements, and that the procurement planning processes are streamlined. Ensure the organization’s assets are effectively managed in line with Dignitas’s policy. g) Data & IT: Support the Data/IT Manager to ensure risk management is applied to data security and confidentiality of data. Work with operational support managers to ensure departmental IT systems are developed in the best interests of the organization.
h) Safety & Security: Serve as a safety and security focal point for the Country Program, support the Country Director in her/his role in ensuring the overall health, welfare and security of all personnel. Ensure safety and security management plan for staff and assets is in place and up to date. i) Risk Management: Identify and support the Country Director to effectively manage all key risks, including safety and security, financial and reputation risks, related to delivering the Malawi Country Program and their potential broader impact on the organization. Keep abreast of all national and regional developments that have the potential to impact on the well-being of Dignitas staff and operations.
j) Partnership Agreements: Provide technical support to the Country Director in the negotiation and management of formal partnership agreements, to ensure Dignitas manages and assesses any organizational risks and all parties meet their commitments. k) Organizational Development: Work with the Country Director and the Malawi SMT to identify areas of current work that require more support, capacity-building and/or resources in order to strengthen operations and maximize programmatic impact, and work with HQ and Malawi SMT to develop plans and strategies to strengthen these.
2. Grants Management & Reporting (35% of time): a) Compliance: Provide oversight to ensure full compliance with donor agreements, including the appropriate management of financial resources and assets in line with donor regulations. Lead internal compliance reviews and spot audits. Ensure regular research and data gathering on changes to donor rules and regulations and oversee appropriate organizational follow up and action. b) Contractual Negotiation: For major program grants from Malawi-based donors, assist the Country Director in the negotiation of agreements, amendments/ addendums and budget revisions. c) Marketing & Branding: Act as the focal point for marking and branding plans, working with all relevant departments and HQ to ensure compliance with, and implementation of plans.
d) Reporting: Support the timely submission of high quality reports to internal and external stakeholders. As delegated by the Country Director, provide oversight to ensure alignment among narrative, financial and technical reports. Help foster a culture amongst staff of documentation, information management and professional accountability for results. e) Capacity Building: Build organizational capacity to manage donor grants; work with relevant staff to fulfill grants management responsibilities and develop tools and systems to enable effective grant management. f) Proposal Development: Contribute to the development of proposals initiated in Malawi or HQ by maintaining an overview of potential/ current operational funding gaps and ensuring these are appropriately costed and proposals/ donor asks.
3. External Representation & Relationship Management (5% of time): As delegated by the Country Director, represent Dignitas in external forums (e.g. INGO) and manage the organization’s relationship with the relevant Government of Malawi departments, in relation to Dignitas’s operational presence in Malawi. Build strategic partnerships and institutional relationships with like-minded actors and organizations, to facilitate information sharing on operational best practices.
QUALIFICATIONS: A degree in non-profit management, finance, international development, international relations, or related field. Master’s Degree or equivalent in Business Administration, Public Administration, Finance preferred. 5-7 years of relevant International NGO experience managing and developing staff and operational support departments and systems (administration, HR, finance, information technology and logistics) and facilitating integrated working relationships among departments. Senior leadership experience, assistant country director experience preferred. Demonstrated strong skills in organizational development and planning. Experience in developing and implementing departmental and organizational policies and procedures. Experience in developing in-house Human Resources and Logistics functions. Skilled in organizational risk management including organizational safety and security.
Significant experience in annual planning, grant management, project budgeting and donor reporting in a range of formats. Project management skills including needs assessment, project proposal development, logical framework, and report and proposal writing and personnel management. Good experience in liaison with government ministries, local authorities, NGOs, major donors, etc. Previous experience with negotiation and management of formal partnerships agreements and service contracts. Ability to actively identify and address issues with creativity and effectiveness, ability to make appropriate and transparent decisions. This position demands a dynamic individual who is results and systems oriented and committed to excellence. Excellent written, verbal and interpersonal, relationship-building, negotiating communication and diplomatic skills; excellent verbal and written English skills.
TO APPLY: Qualified applicants should send resume and detailed cover letter, referencing the position title in the subject by February 16th, 2010, to HR@dignitasinternational.org. Only short-listed applications will be contacted. Applications will be short-listed on a regular basis and the position may be filled prior to the closing date.
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Dignitas meets these goals by implementing programs through a health systems strengthening approach through providing capacity-building, operational support and technical assistance, and developing evidence-based models through operations research and knowledge translation. Program implementation increases access for individuals affected by HIV through the decentralization of care from hospitals to health centres and down to communities. This process includes health systems integration, task shifting among healthcare workers, and the training and integration of community-health workers. Operations research and vigorous monitoring and evaluation are used to refine and validate tools and guidelines developed to improve community-level access to health systems and quality care to patients.
This position is responsible for the oversight and strategic development of the operational support systems. The Senior Operations Manager plays a leadership role in ensuring the Malawi Country Program operates in accordance with operational best practices, and in compliance with the organization’s policies and procedures, government regulations and its external donor and partnership agreements. Working collaboratively with a team of in-country Operational Support Managers (Human Resources, Finance, Logistics, Data & ICT), the Senior Operations Manager oversees the coordination of all operational support activities, facilitating a process of ongoing improvement in organizational support systems.
S/he builds the capacity of the team, supporting the program, research and operational support departments to work in an integrated manner through strengthening coordination and developing appropriate operational policies, procedures and tools. S/he fosters a culture of accountability and ensures organizational resources are used in a cost-effective manner to maximize impact. The Senior Operational Manager anticipates and manages risk, acts as a safety and security focal point for Dignitas in Malawi, keeping abreast of all national and regional developments that have the potential to impact on the well-being of Dignitas staff and operations. This position also deputizes for the Country Director.
CORE RESPONSIBILITIES: Operations Management (60% of time): a) Planning & Budgeting: Coordinate the Malawi Country Program’s multi-year and annual planning processes in line with Dignitas’s vision, mission and strategic priorities. Support the departmental heads to develop integrated action plans and budgets, ensuring effective and efficient planning and allocation of operational resources to fulfill organizational objectives. b) Implementation: Support direct reports in the delivery of annual plans, providing strategic direction through prioritizing and organizing actions and resources to achieve operational objectives, as well as providing technical input and advice. Provide oversight to ensure that operational activities are implemented in line with organizational standards and best practices, and in accordance with internal and external commitments. Ensure that Dignitas complies with all national guidelines and laws relevant to its operational work.
c) Policies & Procedures: Support the Country Director to ensure adherence by all Malawi Country Program staff to Dignitas organizational policies and procedures, ensuring all staff are oriented and capacitated to uphold these, and that proper reporting and disciplinary procedures are followed when a breach occurs. Identify areas that require updating and/or revision to the Country Director and appropriate HQ staff. d) Human Resources Development & Management: Line manage and mentor operational support department managers, identifying capacity-building needs and working with the Country Director to develop a structured management training program with the support of HQ. Support the Country Director and HR Manager to implement an effective performance management system. Assist with the recruitment of key operational positions. Work with the HR Manager to ensure national staff HRM instruments and systems are developed, in place, adhered to, and aligned to national labour laws and practices.
e) Financial Management: Support the Country Director and Finance Manager in the overall financial management of the Malawi Country Program. Work with the Finance Manager to ensure financial controls, accountability standards, procedures and records are in place and adhered to as per Dignitas’s financial policies and procedures. As delegated by the Country Director, oversee the allocation of resources and assets, ensuring that appropriate monitoring and control mechanisms are in place and that these are maintained at all levels. Work with the Finance Manager and all departmental managers to ensure routine monitoring of departmental budgets is in place, budgets managed within approved spending levels, and accurate projections are completed to ensure a steady and adequate supply of funds for operational and program expenditure.
f) Procurement & Asset Management: Work with Logistics Manager to ensure that appropriate procurement rules and regulations are followed as per Dignitas procurement policy and donor requirements, and that the procurement planning processes are streamlined. Ensure the organization’s assets are effectively managed in line with Dignitas’s policy. g) Data & IT: Support the Data/IT Manager to ensure risk management is applied to data security and confidentiality of data. Work with operational support managers to ensure departmental IT systems are developed in the best interests of the organization.
h) Safety & Security: Serve as a safety and security focal point for the Country Program, support the Country Director in her/his role in ensuring the overall health, welfare and security of all personnel. Ensure safety and security management plan for staff and assets is in place and up to date. i) Risk Management: Identify and support the Country Director to effectively manage all key risks, including safety and security, financial and reputation risks, related to delivering the Malawi Country Program and their potential broader impact on the organization. Keep abreast of all national and regional developments that have the potential to impact on the well-being of Dignitas staff and operations.
j) Partnership Agreements: Provide technical support to the Country Director in the negotiation and management of formal partnership agreements, to ensure Dignitas manages and assesses any organizational risks and all parties meet their commitments. k) Organizational Development: Work with the Country Director and the Malawi SMT to identify areas of current work that require more support, capacity-building and/or resources in order to strengthen operations and maximize programmatic impact, and work with HQ and Malawi SMT to develop plans and strategies to strengthen these.
2. Grants Management & Reporting (35% of time): a) Compliance: Provide oversight to ensure full compliance with donor agreements, including the appropriate management of financial resources and assets in line with donor regulations. Lead internal compliance reviews and spot audits. Ensure regular research and data gathering on changes to donor rules and regulations and oversee appropriate organizational follow up and action. b) Contractual Negotiation: For major program grants from Malawi-based donors, assist the Country Director in the negotiation of agreements, amendments/ addendums and budget revisions. c) Marketing & Branding: Act as the focal point for marking and branding plans, working with all relevant departments and HQ to ensure compliance with, and implementation of plans.
d) Reporting: Support the timely submission of high quality reports to internal and external stakeholders. As delegated by the Country Director, provide oversight to ensure alignment among narrative, financial and technical reports. Help foster a culture amongst staff of documentation, information management and professional accountability for results. e) Capacity Building: Build organizational capacity to manage donor grants; work with relevant staff to fulfill grants management responsibilities and develop tools and systems to enable effective grant management. f) Proposal Development: Contribute to the development of proposals initiated in Malawi or HQ by maintaining an overview of potential/ current operational funding gaps and ensuring these are appropriately costed and proposals/ donor asks.
3. External Representation & Relationship Management (5% of time): As delegated by the Country Director, represent Dignitas in external forums (e.g. INGO) and manage the organization’s relationship with the relevant Government of Malawi departments, in relation to Dignitas’s operational presence in Malawi. Build strategic partnerships and institutional relationships with like-minded actors and organizations, to facilitate information sharing on operational best practices.
QUALIFICATIONS: A degree in non-profit management, finance, international development, international relations, or related field. Master’s Degree or equivalent in Business Administration, Public Administration, Finance preferred. 5-7 years of relevant International NGO experience managing and developing staff and operational support departments and systems (administration, HR, finance, information technology and logistics) and facilitating integrated working relationships among departments. Senior leadership experience, assistant country director experience preferred. Demonstrated strong skills in organizational development and planning. Experience in developing and implementing departmental and organizational policies and procedures. Experience in developing in-house Human Resources and Logistics functions. Skilled in organizational risk management including organizational safety and security.
Significant experience in annual planning, grant management, project budgeting and donor reporting in a range of formats. Project management skills including needs assessment, project proposal development, logical framework, and report and proposal writing and personnel management. Good experience in liaison with government ministries, local authorities, NGOs, major donors, etc. Previous experience with negotiation and management of formal partnerships agreements and service contracts. Ability to actively identify and address issues with creativity and effectiveness, ability to make appropriate and transparent decisions. This position demands a dynamic individual who is results and systems oriented and committed to excellence. Excellent written, verbal and interpersonal, relationship-building, negotiating communication and diplomatic skills; excellent verbal and written English skills.
TO APPLY: Qualified applicants should send resume and detailed cover letter, referencing the position title in the subject by February 16th, 2010, to HR@dignitasinternational.org. Only short-listed applications will be contacted. Applications will be short-listed on a regular basis and the position may be filled prior to the closing date.
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