TITLE: Director Of Programs And Operations \u2013 Zambia Country Office
\nTEAM\/PROGRAMME: Zambia Country Office Senior Management Team
\nLOCATION:\u00a0 Lusaka
\nGRADE: NAT 1
\nSafeguarding:
\nSave the Children does not tolerate any form of exploitation, abuse, or harassment against any person. It is the responsibility of all employees and representatives to protect all people who come in contact with our organization. Save the Children commits to applying the same standards to all its employees and subject them to the same processes regardless of their position, influence, or reputation within or outside of the organization.
\nDiversity, Equity & Inclusion
\nSave the Children International\u2019s Diversity Policy, aims to promote equal opportunity in employment and to ban any kind of discrimination based on sex, age, social class, disability, HIV status, religion, race and ethnicity
\nROLE PURPOSE\u00a0As a member of the Senior Management Team, the Director of Program and Operations oversee all program implementation and operational support to our program activities.\u00a0 They share in the overall responsibility for the strategic direction and coordination of the Country Office.\u00a0 The Director of Program and Operations in his\/her capacity is responsible for Implementation of Education, Child Protection, Child Poverty, Health and Nutrition and Child Rights Governance programming plus any other thematic area that may be initiated in future. This role manages sub offices, emergency preparedness and response, supply chain and logistics management and safety and security to ensure timely, effective and efficient delivery of quality program activities to beneficiaries in Zambia.
\nSCOPE OF ROLE:
\nReports to: Country Director
\nDimensions: This is a challenging senior role requiring a principled, dedicated, experienced and highly motivated individual who can help to drive forward our programs and ambitions. The role will build on an organizational culture utilizing a capacity building approach to strengthen established systems, policies and procedures, emphasizing an empowering strong project management, logistics and procurement support, and ensuring staff understanding and compliance meets organizational quality standards.
\nThe position has significant advocacy and external representation responsibilities with government, donors, media, programme partners and communities. In addition, joint responsibility for overall management of Save the Children Zambia, as a member of Country Senior Management Team.
\nWe currently have one country office in Lusaka, one field office in Eastern province and four project offices (2 in Western, one Muchinga and one on the\u00a0 Copperbelt Province), with approximately 85 staff and a current operational budget of approx. $10 Million per year.
\nStaff directly reporting to this post: Field Office Manager, Child Protection\/Social Protection Program Manager, Maternal newborn child health nutrition Manager, Child Rights Governance Program Manager, Humanitarian Response Manager, Supply Chain Manager and School feeding Coordinator.
\nKey Working Relationships:\u00a0 Director of Programme Development and Quality, Head of Finance, Head of HR\/Admin, Award and Partnership Manager and Audit risk and compliance manager
\nKEY AREAS OF ACCOUNTABILITY:
\nAs a member of the Senior Management Team, contribute to:<\/p>\n
Leadership of the Zambia Country Office.
\nSupport the development of an organisational culture that reflects our dual mandate values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, and frees up our people to deliver outstanding results for children and excellent customer service for our Members and donors.
\nHelp design and implement a coherent organizational structure that is consistent with agency practices and appropriate to program needs.
\nHelp establish, maintain, and improve active and regular working relationships with: host government authorities, humanitarian and development donors, partner agencies including major institutional donors, and local and international NGOs.
\nEnsure that the required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the Regional Office.
\nResponsible for program operations KPIs, working closely with other functions to achieve set targets.
\nContribute to ensuring that risk management and essential standards improvement plans are on track and contribute towards an efficient Country office delivering programs for children.
\nFacilitate program managers to prepare timely and high quality progress reports, program reports, and donor reports in a manner to allow review and consolidation efficiently.
\nParticipating in any Donor visit to project(s) within the country office portfolio, as required.
\nCarrying out the responsibilities of the role in a way, which reflects Save the Children\u2019s commitment to safeguarding children, in accordance with our Code of Conduct and Child Safeguarding Policy.
\nEnsuring the Zambia Country Office complies with all Save the Children Quality Standards and Standard Operating Procedures<\/p>\n
Oversight and Management of Program Operations<\/p>\n
Responsible for overall coordination of program operations and delegated responsibility for field delivery of high quality programming in line with the objectives of the country strategy.
\nEnsure that all programs are progressing in accordance with grant agreements and are completed within time and on budget and are of high quality.
\nSupport budget holders\/project\/program managers in ensuring proper project management of awards is consistently implemented for all awards.
\nServe as overall budget holder for most programming; manage and support budget holders for individual projects and grants.
\nEnsure programs are implemented in ways responsive to the communities and children in line with Save the Children principles, values and strategic plan and following Save the Children compliance procedures. This includes working with government and national NGO-partners to strengthen national capacity.
\nEnsure preparation of timely and high quality progress reports, program reports, and donor reports.
\nCoordinate overall funding process from both grants and SC members.\u00a0 This includes developing funding strategies, creating grant proposals, and identifying strategic leads and concepts.
\nOversee operational functioning of all \u00a0sub-offices.
\nIn close coordination with the Director of\u00a0 Program Development and Quality and Head of Finance, participate in program proposal development processes.
\nWorking with Director of Program Development and Quality, participate in conceptualizing and designing cost effective, innovative and high quality programs to serve difficult to reach children.
\nOversee all Partner led programs and facilitate internal and external engagements<\/p>\n
Logistics, Inventory and Procurement<\/p>\n
Ensure that the CO logistics capacity and systems meet the SCI quality standards and are able to satisfy the programming requirements.
\nEnsure appropriate and adequate emergency logistics procedures are detailed in the Country Office Emergency Preparedness Plan in order to enable rapid scale up.
\nManage the \u00a0CO logistics department \u00a0(fleet, assets, transport, supply chain, base setup etc.) are coordinated, efficient and responsive to the needs of program delivery.
\nManage all vehicles ensuring maintenance and insurance.
\nManage all assets for the organization including vehicles, generators, IT, and other high value assets.
\nEnsure maintenance and replacement plans are in place and implemented for all assets.
\nEnsure goods and services procured are cost effective and of standard quality.
\nEnsure procurement processes are effectively implemented and tracked and deliver the right products at the right time for the right price
\nEnsure all construction needs are delivered following Save the Children policies and procedures and are on time, on budget and of high quality.
\nWork closely with the procurement team in negotiating the best deals with suppliers.
\nEnsure proper record keeping, maintenance and control of inventory.
\nEnsure proper documentation and recording of fixed assets of the organization.<\/p>\n
Emergency Response Management<\/p>\n
Strengthen the Zambia CO organisational readiness to respond to emergencies in line with global SCI emergency goal and benchmarks.
\nEnsure that the CO designs, updates and implements a full set of emergency preparedness actions, drawing on SC member input and resources.
\nMount appropriate and\u00a0 timely responses at scale to all emergencies consistent with established benchmarks, plans and organizational policies, and in close cooperation with incoming surge teams.
\nEnsure that all CO staff across departments and sub offices are familiar with, adhere to and implement the procedures and processes detailed in the Rules and Principles for emergency response.
\nIn coordination with Country Director and Director for Program Design and Quality maintain consistent and coherent engagement in key inter-agency emergency preparedness and response coordination mechanisms including the Cluster system<\/p>\n
Staff Safety and Security<\/p>\n
Work with Regional, Field and Project Offices to ensure that the staff and assets of save the Children Zambia are safe and secure.
\nEnsure that all safety and security minimum operating standards are met
\nCoordinate preparation and implementation of staff security guidelines and support sub-offices in carrying out periodic security assessment and reports<\/p>\n
Staff Management, Mentorship, and Development \u2013 Program Operations<\/p>\n
Ensure appropriate and accountable staffing within Program Operations, including sub office staff.
\nEnsure that all staff understand and are able to perform their role in an emergency
\nManage Program Operations team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly.
\nEnsure the recruitment, training, and promotion\u00a0 of\u00a0 staff as appropriate and ensure availability of appropriate professional development opportunities for staff.
\nIncorporate staff development strategies and Performance Management Systems into team building process.\u00a0 Establish result based system and follow up.
\nManage the performance of all staff in the Program Operations work area through:<\/p>\n
o Effective use of the Performance Management System including the establishment of clear, measurable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations.
\no Coaching, mentoring and other developmental opportunities.
\no Recognition and rewards for outstanding performance.
\nDocumentation of performance that is less than satisfactory, with appropriate performance improvements\/ work-plans
\nSKILLS AND BEHAVIOURS (our Values in Practice)
\nAccountability:<\/p>\n
Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
\nHolds the team and partners accountable to deliver on their responsibilities \u2013 giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved<\/p>\n
Ambition:<\/p>\n
Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same.
\nWidely shares their personal vision for Save the Children, engages and motivates others.
\nFuture orientated, thinks strategically<\/p>\n
Collaboration:<\/p>\n
Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
\nValues diversity, sees it as a source of competitive strength
\nApproachable, good listener, easy to talk to<\/p>\n
Creativity:<\/p>\n
Develops and encourages new and innovative solutions
\nWilling to take disciplined risks<\/p>\n
Integrity:<\/p>\n
Honest, encourages openness and transparency<\/p>\n
QUALIFICATIONS AND EXPERIENCE<\/p>\n
Recommended a minimum of 7 years of management experience in a corporate or an NGO environment, including significant field operations experience running both emergency and development programs
\nMaster\u2019s\u00a0 degree\u00a0 in\u00a0 development\u00a0 or\u00a0 other\u00a0 social\u00a0 sciences
\nRobust experience of NGO emergency program cycle management, and with experience of working within a complex and matrix organisation structure.
\nA very good understanding of at least 3 of the sectoral programs and a working knowledge of the program priorities of the Country Office.
\nSubstantial experience in, logistics, including procurement, supply chain, fleet management & inventory.
\nSignificant knowledge of international humanitarian systems, institutions and donors, and of procedures, accountability frameworks and best practices in emergency management.
\nSubstantial experience and knowledge of effective financial and budgetary control and securing and managing grants from major institutional donors.
\nSolid project management skills related to organisational development projects and international, cross-functional teams with a proven history of delivering results.
\nAbility to analyse information, evaluate options and to think and plan strategically.
\nAn\u00a0 in-depth\u00a0 understanding\u00a0 of\u00a0 national\u00a0 and\u00a0 international\u00a0 development\u00a0 issues\u00a0 in particular in relation to children.
\nPrevious\u00a0 experience\u00a0 of managing\u00a0 and\u00a0 developing\u00a0 a\u00a0 team\u00a0 and\u00a0 the\u00a0 ability\u00a0 to\u00a0 lead, motivate and develop others.
\nExcellent interpersonal, communication and presentation skills.
\nFluency in written and spoken English.
\nAbility and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies.
\nCommitment\u00a0 to\u00a0 and\u00a0 understanding\u00a0 of\u00a0 Save\u00a0 the\u00a0 Children\u2019s\u00a0 aims,\u00a0 values\u00a0 and principles\u00a0 including rights-based approaches.
\nWillingness and ability to travel extensively in country<\/p>\n
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