Director of Operations 178 views

Job Summary
The Operations Director (OD) provides leadership, direction, and management of all Program Support functions which includes Procurement, Administration, Information Technology(ICT) and Supply Chain Management/Logistics for CARE Turkey.  A significant part of the OD’s responsibility is the oversight of the program support activities to reduce risk and ensure compliance with the donor, CARE and accepted practices in these areas. In the CARE Turkey context, the OD is expected to be more hands-on and perform most of the routine tasks in preparing of the necessary documents, getting necessary approvals and submitting these for authorization, payment, and processing in PeopleSoft.

In general, the OD will perform the following:

Manage, supervise and monitor all aspects of the CO’s administrative, procurement, logistics and ICT activities based on CARE policies and procedures.  Ensure that functions are implemented efficiently and cost-effectively and the services provided to projects are adequate.  Provide coaching, mentoring and training to staff to develop their skills and knowledge.  Provide leadership to the CO as part of the senior management team in the areas of program support strategic planning and policy development. In addition, this position has the responsibility to account for CO program support resources, ensuring the proper authorization for and use of the resources, and managing any risk of misuse or loss of the resources.

The OD ensures that all CARE program support functions are implemented efficiently and cost-effectively, providing high-quality services and information to ‘clients’ at the CO, regional and headquarters level as appropriate, as well as donors and other stakeholders.

The position requires the development of CO annual plans related to program support functions and the management of annual objectives to completion.  Additionally, the position requires the application of skills that promote staff development through team-building, coaching, mentoring and performance management.

 

Responsibilities and Tasks
Job Responsibility #1: Senior Leadership 10%
As a member of the Senior Leadership team, contribute substantively to the following:

  • Assist in setting the strategic direction of the Country Office and achieving its vision and purpose.
  • Participate in the development of the Annual Operating Plan (AOP) and the achievement of annual objectives
  • Lead the development and revision of program support policies, procedures, and systems with the CLT

Be a role model for all staff by exemplifying CARE’s values and providing leadership.

% of time
Job Responsibility #2: Administrative Management 20%
Ensure the following is performed efficiently and effectively:

  • Supervise the management of the administrative department’s staffing, organization and development. Provide direction in the administrative budgetary planning process and prioritize activities for the administrative department.
  • Supervise the implementation of procurement activities to ensure adherence to policy and procedures, cost-efficiency, and timely receipt of materials, equipment, and services.
  • Manage the negotiation, documentation, and payment of Lease Agreements. Supervise the management of offices, residences, and compounds to ensure appropriate maintenance, repair and organization.
  • Supervise the maintenance and repair of vehicles, motorcycles, and generators, inclusive of monitoring maintenance schedules, fuel consumption, registration, and insurance.  Also, monitor maintenance and fuel usage cost to ensure cost-efficiency.
  • Respond to all administrative requests from CARE Member Partners (CMP), donors and governmental agencies and the sub-offices offices.
  • Support with the management, maintenance, and usage of communications. Including internet connectivity, Mobile phones, etc.
  • Manage and supervise administrative functions in Sub-Offices to administrative tasks are completed per policy and procedures, reports are accurate and timely, and activities are efficient and cost-effective.  Ongoing monitoring, analysis, training and follow-up are required.  Also, develop and implement recommendations to reduce costs in administrative areas.
  • Provide leadership for all administrative activities of the CO to include the following: donor and governmental requirements, ongoing cost and system analyses, structures and cost centers; efficient integration of administrative activities, and; policy and procedure development and implementation.
% of time
Job Responsibility #3: Procurement Management 40%
  • Support with the management of the entire process in the planning of procurement activities, ensuring effectively-functioning processes to avoid costly delays;
  • Ensure effective lines of communication between the Project/Program Managers and the procurement team to ensure priority requirements, timely delivery of goods, works, and services using the CARE procurement procedures and guidelines:
  • Ensure full compliance of procurement activities with the CARE’s Procurement Manual, Donor’s Regulations;
  • Implement effective internal control, proper design, and functioning of a client-oriented procurement management system for projects and related reporting requirements;
  • Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvements in systems and processes;
  • Ensure timely preparation of procurement plans for projects and monitor their implementation by controlling processes including receipt of requisitions, organization of RFQ, ITB, and RFP, receipt of quotations, bids, and proposals, evaluation and negotiation of certain conditions of contracts in full compliance with CARE Procurement Policy & Procedures;
  • Review and sign on all Summary of Bid Analysis (SBA) ensuring that the products or services are of high quality with reasonable prices including the preparation of a clear justification for vendor selection;
  • Review weekly, monthly and quarterly procurement status report for all purchases and share Offline Report with SMT and all Project Managers on a weekly basis;
  • Promote a zero-tolerance for violations of procurement policies and procedures;
  • Coordinate with various teams on the delivery schedule, payment approvals and vendor payments to avoid any unnecessary delays;
  • Making sure that all the sections within the procurement function work effectively and efficiently;
  • Maintain an up to date Authority Signatory Limit (ASL);
 
   
Job Responsibility #4: Logistics, Warehouse and Asset Management  20%
  • Ensure that warehouses are managed in compliance with CARE Turkey’s policies and procedures;
  • Ensure that all inventory is processed and documented according to the CARE policies and procedures;
  • Adhere to all warehousing, handling, and shipping legislation requirements and maintain standards of health and safety, hygiene and security in all the CARE Storage facilities;
  • Provide the needed logistics support to the procurement and logistics team and the Program management ensuring customs clearing formalities and hand over of commodities to the respective program;
  • Develop and implements training, supervision, and monitoring plan to ensure that logistics policies and procedures are adhered to by staff;
  • Make recommendations to improve productivity, quality, and efficiency of operations during times of Disaster Response;
  • Conduct assessments and create implementation plans for Disaster Response needs and assure appropriate use of logistics resources for all activities;
  • Work with the Logistics Coordinator in controlling inventory levels by ensuring of regular physical counts; reconciling with data storage system;
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Contributes to team effort by accomplishing related results as needed.
  • Provide input and advice on key strategies, policies, procedures, systems, and processes as they relate to assets management;
  • Lead the development and implementation of CARE Turkey’s Asset Management Plan/s for offices buildings, apartments assigned to CARE, Employee, Guesthouses etc;
  • Ensure the timely submission of the property insurance report to CARE HQ, with the necessary approvals;
  • Ensure yearly physical count process of CO Assets with full documentation and reconciling with the Master Asset register;
  • Provide strategic advice to the CARE of Turkey’s management to support the implementation of and adherence to effective asset management principles across the mission;
  • Manage CO assets according to CARE Turkey policy & procedures and donor’s rules and regulations;
  • Have a good understanding of the asset module and be able to comfortably process transactions through PeopleSoft;

 

% of time

Job Responsibility #5: Manage the IT functions, with the support of the IT        10%

 

  • Manage information technology and computer systems, plan, organize, control and evaluate IT and electronic data operations;
  • Manage IT staff by recruiting, training and coaching employees, communicating job expectations;
  • Design, develop, implement and coordinate systems, policies, and procedures, ensure the security of data, network access, and backup systems;
  • Act in alignment with user needs and system functionality to contribute to organizational policy and identify problematic areas and implement timely and strategic solutions;
  • Preserve assets, information security and control structures;
  • Develop implementation plans for dealing with complex requests for change or for the introduction of new services, evaluating risks to the integrity and safety of the IT infrastructure;
  • Under the guidance of the HQ IT unit, conduct security risk and vulnerability assessments for defined business applications or IT installations in defined areas, and provide advice and guidance on the application and operation of elementary physical, procedural and technical security controls;
  • Analyze business processes identifying alternative solutions and recommending new approaches. Establish requirements for the implementation of changes in business processes;
  • With the assistance of HQ IT unit, design and create structured documentation that deals with complex information and manage the configuration of documentation items and files, within own area of responsibility;
  • Lead, manage and direct the team to support all aspects of the ICT Support Service, taking operational responsibility for the team, including where day-to-day management has been delegated, maintenance of the LAN system, PeopleSoft etc;
  • Supervise the ICT Coordinator and ensure all documentation related to ISP services are updated;
  • With the support from the ICT Coordinator, resolve any technical issues relating to PeopleSoft troubleshooting with full coordination of the Shared Service Center (SSC);

 

Problem Solving
The Operations Director works within a Level 2 and Level 3 problem-solving environment.  He/she faces a complex mix of predictable and unpredictable situations.  In some cases, the solutions will be self-evident, but in other cases, considerable analytical skill and adaptability will be required in order to solve the problems.
Qualifications
Education/Training
Required
  • Master’s Degree in relevant field with an emphasis in Business Administration
Desired
  • Financial Management or Analyses degree of certification
Experience
Required
  •  Minimum 7 years in a senior management position in administrative and overall program support.
Desired
  • Understand and have worked  with PeopleSoft
Technical Skills
Required
  • Fluent in English.
  • Information Technology skills and knowledge of management of financial software systems
  • Coaching, mentoring, training facilitation, and team-building skills
Desired
  • Turkish and/or Arabic language skills
  • Familiarity with Oracle accounting software – PeopleSoft
  • Stress resilient

Child Protection Policy

Child abuse in all forms is unacceptable to CARE Turkey, which recognizes its responsibility to protect children from harm in all areas of its work. CARE Turkey is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

Discrimination, Abuse and Harassment Policy

CARE Turkey expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, sexual orientation, marital status, citizenship status, disability, or military status. CARE employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside CARE.

IMPORTANT NOTICE:

Employment is subject to the possession of valid identification documents (passport, residency card, temporary protection card, etc.) and successfully obtaining permission to work by the Government of Turkey (work permit). CARE will submit the work permit application on behalf of the selected candidate after the job offer accepted. Candidate can start to work for CARE only after the work permit is received. Failure to provide the required documents or rejection of a work permit application by the Government of Turkey will result in your employment offer being rescinded.

HOW TO APPLY

  • Interested candidates, please send a Curriculum Vitae in English and a Cover letter (in a separate file of no more than one A4 page) describing how your skills and experience match the requirements of this post to  [email protected]  and [email protected] .
  • Reference Code: Director of Operations
  • To help us track our recruitment effort, please indicate in both your email and cover letter where (vacanciesinturkey.com) you saw this job posting.

Applications in languages other than English will not be reviewed.

“Applications are strongly encouraged from female candidates“

Only short-listed candidates will be contacted.

** CARE International is an Equal Opportunity Employer **

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CARE International in Turkey (CARE), together with its partners, is providing humanitarian assistance to people affected by the Syrian crisis, both in Syria and Turkey. CARE began projects responding to the needs of Syrian refugees in southern Turkey in October 2014.

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