Program and Operations Director - Addis Ababa

About the job

About FHI360:

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. With a presence in over 60 countries, FHI 360 employs more than 4,000 professionals across various sectors, including health, education, nutrition, environment, economic development, civil society, gender, youth, research, technology, communication, and social marketing.

FHI 360's strategic plan for 2023-2025 is designed to confront three critical global challenges. Firstly, the erosion of social cohesion and increasing inequality are being tackled through initiatives that enhance stability, democracy, and economic opportunities, especially for those marginalized. Secondly, the strategy addresses the escalation of global health threats by mitigating the effects of emerging and non-communicable diseases and mental health concerns. Lastly, the proliferation of crises stemming from climate change and conflicts is met with a focus on ensuring affected populations' safety, health, education, and dignity.

Since 1993, FHI 360 has been a steadfast partner in Ethiopia's journey towards human development, establishing a permanent presence in 2001. Collaborating closely with the government and local organizations, FHI 360 has been instrumental in crafting programs rooted in evidence to bolster the capabilities of Ethiopian institutions. Our multifaceted approach addresses critical areas such as nutrition, HIV/AIDS, reproductive health, education, social behavior, and gender empowerment, all while providing vital support in humanitarian crises. This dedication to sustainable and comprehensive services exemplifies FHI 360's commitment to fostering enduring, positive change in Ethiopia.

Job Summary:

The role's main purpose is to support the country representative, and project leads in coordinating the country's program and operations. As such, the program & operations director will oversee operations across Ethiopian projects. Reporting to the Ethiopian Country Representative, they will lead the design, implementation, and monitoring of the country’s operations platform. They will work closely with project and regional leadership to ensure timely and compliant operations support for all projects in Ethiopia. They will also oversee the operational delivery of projects to ensure quality results on schedule.

The role will oversee operational compliance and reporting and will work closely with a Director of Finance and Operations for all projects in Ethiopia to ensure alignment of finance, administration, and operations functions across the country.

Overall, the role will involve managing cross-functional teams of operations professionals throughout the project lifecycle. They will work closely with management to ensure operational, contractual, and logistical efficiency and compliance. Serves as a liaison between staff and the organization’s administrative and enterprise services to maintain smooth operations across all Ethiopia offices and with regional and HQ-based staff.

Accountabilities:

Provides support to project leadership teams to ensure projects are implemented in an efficient, compliant, timely, and results-oriented manner.

Works with the rest of the senior management team to manage, implement, and monitor systems, services, and staff to achieve operational and project goals.

Provides timely and accurate project reports to ACSO, Senior Management Team, and donors as required.

Works with the Finance and Operations Directors to prepare and monitor approved activity budgets.

Provides project assistance through review or writing of operating procedures and operational work instructions. (Related to Country Operation Manual)

Collaborates with the Project Director to proactively support operational changes in portfolios.

Support Recruitment, orientations, and development of operations staff across multiple projects to support the project and ensure the completion of programmatic and workforce planning needs are met and achieved.

Collaborates with the project team (staff) to ensure project implementation is managed closely by developing structured work plans, indicator tracking sheets, and approved monitoring plans.

Support project leads to ensure the project remains operationally responsive and compliant.

Support and collaborate with project leads to ensure the development of timely, high-quality, regulation-compliant activity reporting per ACSO, FHI360, and donor guidelines.

Provides capacity strengthening to staff and managers who are charged to implement projects within the assigned area of expertise.

Collaborates with cross-functional groups on matters concerning staff development and intra-staff mentoring to maintain project accountability and scale in the short term and fast-track capacity building for the long term.

Supports operational and performance management and professional development of direct reports, including ongoing feedback, coaching, and career support.

Responsibilities:

CO Operation:

Support the reviewing and updating of the country operation manual.

Create awareness and understanding of the country's Operation manual

Work with ESARO and HQ on CO operation process optimization for continuous quality improvement.

Monitor the efficiency of CO operation processes and work with the Country Representative and Project leads on implementing corrective action plans.

Management of Shared Platforms and Services:

Management of Procurement:

It involves meticulously reviewing documentation to comply with company policy and quality assurance, as well as ensuring accurate descriptions and approvals on purchase orders before vendor engagement. It also includes systematic record-keeping for audit purposes, tracking financial commitments, verifying contractor compliance with work scope before payment, and maintaining up-to-date SLAs to ensure transparent procurement procedures.

Management of FHI360 Assets – electronics, furniture, vehicles, and other assets

It involves maintaining a comprehensive asset register, ensuring all assets are properly recorded, tagged, and accounted for. It also requires regular verification of asset conditions, tracking their movement, and securing adequate insurance coverage to safeguard against potential losses.

Administration of leases and rental agreements

It involves maintaining and updating agreements as needed, liaising with landlords to build upkeep, and ensuring a suitable working environment. It also includes the systematic review and renewal of office machine rentals, secure storage of lease files, issuance and management of tenant leases, and regular invoicing in accordance with these agreements.

HR Services

It involves collaborating with cross-functional groups to maintain project accountability and scale while also supporting operational and performance management. This includes overseeing staff development, intra-staff mentoring, updating per diem rates, new staff induction, and introducing motivation initiatives.

Safety and Security

It involves ensuring Occupational Health and Safety (OHS) Act compliance and forming task teams to manage office security and first aid. Additionally, conduct regular safety drills, maintain the alarm system, and establish a rotating schedule for the Admin Department to respond to armed response call outs. Also, liaise with HQ to ensure regular updating of security information.

Information Solutions & Services (ISS)

It involves ensuring acceptable use of FHI 360 technology resources as defined in FHI360 policy on using Information Technology Resources. This involves confidentiality and integrity to enable FHI 360 operations to comply with its contractual, regulatory, and legal obligations.

Facilitation of Work Permit and International Travel for NGO Visa

FHI360 Brand Visibility

FHI360 in-country Registration and Internal Compliance:

Ensure that FHI360 in-country registration is updated.

Support project leads in having project agreements with respective line ministries and ACSO

Support project leads in submitting annual plans in a timely manner and as per the ACSO planning template.

Support Project leads submit their Annual Reports to ACSO in a timely manner, following the reporting requirements and templates.

Coordinate with Country Representatives, project leads, and finance & operation directors to prepare for third-party external financial audits and Internal Audit by OCIA

Coordinate with Country Representatives, project leads, and finance & operation directors to implementation of audit findings and recommendations, both internal and external Audits.

Project Start-up and Closeout:

Collaborate with project startup / Closeout managers

Support the development of a Startup work plan using the FHI360 project startup resource guide.

Support the closeout manager in developing a plan, adapting, and tracking closeout activities

Business development:

Collaborate with Country Representative and project leads in gathering business intelligence.

Support Proposal Development Leads during capture.

Liaising Legal Service:

Foster effective communication and alignment between the organization’s operations and legal functions. This involves

Communication Bridge: Act as a liaison between the organization and legal counsel, relaying legal advice, updates, and requirements to relevant teams or individuals while ensuring timely and accurate information flow.

Legal Compliance: Collaborate with legal counsel to understand legal obligations and compliance requirements, assist in implementing legal policies and procedures across the organization, and monitor adherence to legal guidelines.

Risk Management: Identify potential legal risks related to operations, contracts, or business decisions, work closely with legal experts to mitigate risks, and provide input during contract negotiations.

Contract Management: Coordinate contract reviews with legal counsel, facilitate contract execution, and ensure compliance as well as address any legal issues arising from contracts.

Manage Platform Services Staff:

Supervise the activities of the HR, IT, Security, administration, procurement and logistics staff;

Setting of goals, management of mid-year and annual performance appraisals;

Development and coaching of Admin staff;

Ensure that job descriptions of staff are reviewed annually and updated and discussed if needed;

Ensure that staff are developed to serve as backups for each other within the department.Perform other reasonable duties as assigned.

Applied Knowledge & Skills:

Experience working on large country-based projects encompassing a variety of funders.

Strong operations acumen, staff development, management, and reporting experience.

Strong consultative and negotiation skills.

Operations management, corporate policies, compliance, and procedures oversight experience.

Demonstrated Diplomacy Skills Required.

Excellent oral and written communication skills.

Ability to build positive working relationships with staff, project partners, government officials, donor representatives, and other project stakeholders.

Ability to analyze and establish effective and supportive cross-project coordination, organizational procedures, and management systems.

Problem Solving & Impact:

Demonstrates strong critical thinking and problem-solving skills to plan, organize, and manage resources for successful completion of projects.

Exercises judgment to meet business strategies and develops objectives that align with organizational goals.

Supervision Given/Received:

Assists in setting goals and budgets for the project and leads across projects in achieving strategic and operational goals.

Leads coordination of resources for ongoing activities across operational areas and country teams and addresses/resolves issues.

Reports to the Country Representative.

Will supervise a cross-functional team.

Education:

Master's Degree or it's International Equivalent in Business Administration, management, finance, international development, public health, or a related field. An advanced degree in business, management, finance, international development, public health, or a related field is preferred.

Project Management (PM) Certification Preferred.

Serves the role of the deputy for a large project, managing cross-functional teams and project activities from award through close-out. Plans and directs schedules and monitors budget/spending. Organizes interdepartmental activities ensuring completion of the project on schedule and within budget constraints. Selects, develops, and evaluates personnel to ensure efficient project implementation. Works closely with management to ensure financial, administrative, contractual, logistical efficiency and compliance. Serves as a liaison between staff and the organization’s administrative and enterprise services to maintain smooth operations between headquarters and field offices.

Experience:

• 12+ years of experience in global public health and development, including project management, operations, reporting, and compliance for U.S. Government-funded programs in Ethiopia
• 5+ years of experience in managing operations, reporting, and compliance for health, development, and humanitarian programs funded by the U.S. Government across Ethiopia.
• Experience in senior-level management positions and managing large ($20m+) and complex portfolios.
• Demonstrated record of recruiting, managing, and developing operations and administration personnel for large and complex prprojes
• Demonstrated record of overseeing/managing USG funding support to country-based, non-governmental organizations/civil society organizations to design and implement development programming;
• Experience interacting with U.S government agencies, including overseas offices.
• Proficient with applicable rules, regulations, and policies associated with international development and non-governmental organizations (NGOs).

Technology to be Used:

Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• 10% - 25%

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email [email protected].

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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