Operations Associate Director (Grade 12)

SCOPE OF WORK

USAID/SOMALIA PEOPLE-CENTERED GOVERNANCE (PCG) ACTIVITY

Position

Operations Associate Director (Grade 12)

Maximum Level of Effort

Full-time LTTA

Base of Operations

Mogadishu, Somalia

position reports to

Director of Finance and Administration

1. Project Background:

The USAID People-Centered Governance (PCG) Activity is supporting local governments in southern Somalia to improve their effectiveness and legitimacy.  To accomplish this objective, the project implements activities aligned with two mutually interrelated and reinforcing immediate results, IR1) that District Councils (DCs) are fairer and more inclusive and IR2) that DCs improve their performance.  PCG will engage at the Federal, State and local levels and will eventually work in several districts within the three (i.e. Hirshabelle, Jubaland, and Southwest) federal member states (FMS) of Somalia. 

1. Role’s Purpose:

The Operations Associate Director will provide operational direction and management, in coordination with the Director of Finance and Administration, to the project team, and directly manage the Mogadishu-based operations team to ensure smooth day-to-day operations and logistics. The Operations Associate Director will play a pivotal role in overseeing adherence to the project’s Field Operations Manual (FOM), USAID regulations, Cooperative Agreement requirements and limitations, policies, procedures, controls, and reporting systems. The individual will ensure robust, flexible, and adaptive operations across Administrative, Logistical, Security, Human Resources, and IT functions to support project activities. The Operations Associate Director may be called upon to assume specific responsibilities when needed or perform any other related duties as assigned. The Operations Associate Director will also be responsible for coordinating and collaborating with external stakeholders, partners, and vendors to ensure seamless integration and efficient delivery of project operations and services.

1. Key Duties and Responsibilities:

• General Duties
  • Responsible for gaining comprehensive knowledge of project’s Field Operations Manual (FOM) and for identifying areas where policies, procedures and/or practices may not be fully aligned with project practice and advising project management with options and recommendations.
  • Support daily administrative operations of the project, including human resources, facilities, security and IT, and record and file management.
  • Maintain communication with DAI’s home office staff on administrative and operational aspects of the project.
  • Oversee the HR Office in maintaining all personnel policies to ensure compliance with local labor law, tax law, and USAID regulations.
  • Oversee recruitment, salary negotiations, hiring, evaluation, and termination of employees, in consultation with the COP.
  • Ensure that administrative records, and project personnel documentation, are well-organized, maintained and updated.
  • Ensure that all new and current staff members are trained on personnel policies, administrative procedures and procurement.
  • Ensure project staff members are properly trained in project data management systems, and that staff actively incorporate the data management system into daily project activities.
  • Oversee the management of the main office and satellite office properties, and ensure that all project facilities are powered, cleaned, and functioning properly.
  • Define and develop new project processes, as needed, to address challenges and develop new solution and ensure project compliance; periodically revisit processes and systems through quantitative (data/reporting) and qualitative (interviews/discussion) measures to identify areas for improvement or change.
  • Work with project staff to communicate changes, receive and implement feedback, and ensure necessary change management principles for smooth process adoption
  •  
• Supervisory Duties
  • Trains, directly supervises, and mentors at least 3 employees.
  • Plans, assigns, and directs work; appraises performance, addresses and resolves problems.
  • Foster a strong team spirit and “one team” ethos of the PCG team in Nairobi, Mogadishu, Kismayo, Jowahar, Dhusamareb, and Baidoa and the target districts and uphold DAI’s diversity, inclusion and accessibility principles
  • Mentor and guide operational staff involved in local stakeholder engagement to ensure conflict sensitivity and GESI principles are integrated into PCG activities and operations.
• Oversee the coordination and collaboration between the operations teams in different locations, including Nairobi, Mogadishu, Kismayo, Jowahar, Dhusamareb, Baidoa, and the target districts.
• Understand DAI and USAID rules, regulations, processes and systems for compliant project implementation
• Ensure safeguarding of staff and a strict zero tolerance policy towards corruption and unethical behavior
• Uphold DAI ethics and values in all aspects of the job
• Uphold DAI ethics and values in all aspects of operations and team management
• Other duties as assigned.

• Bachelor's Degree in Operations, Business Management or equivalent. Advanced degree MA, MBA, PMP Certification or equivalent preferred.
• Minimum of 12 years of relevant experience and progressive responsibility in project operations at the senior level of an organization.
• Minimum of 2 years experience managing USAID funded projects.
• Proven experience in leading and managing the operational aspects of USAID projects, including a demonstrated understanding of applicable human resources-related USG contracting regulations.
• An ability to problem solve and lead in high stress environments.
• Accuracy in working with large amounts of data.
• Experience supervising staff.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Experience using Microsoft Word, Excel, and PowerPoint.
• No prior legal convictions for fraud or theft and no prior terminations for cause from a prior employer.
• Prior experience working in Somalia.
• Must have English and Somali language proficiency, verbal and written.

1. Skills

• An articulate individual with excellent communication and personnel management skills who can relate to people at all levels of an organization.
• An energetic, forward-thinking, and creative individual with high ethical standards and a professional image.
• A highly organized and self-directed individual with strong technical skills, analytical ability, good judgment, and a focus on operational excellence.
• Demonstrated initiative and self-motivation in handling all assigned tasks with minimal supervision.
• Demonstrated honesty, trustworthiness, initiative and self-motivation in handling all assigned tasks.
• Attention to detail, ability to manage one’s work, take initiative, set schedules and meet deadlines without close supervision.
• A strong team player with a positive attitude.
• Flexible under pressure and in response to changing needs.

1. Reporting

The Operations Associate Director will report to the Director of Finance and Administration

Interested applicants should apply through the following link: https://fs23.formsite.com/OLJTgx/ngebny1xup/index