Deputy Director of Operations (DDO)

More than 3.6 million people have fled across borders to seek safety in the 1st month since the escalation of conflict in Ukraine on February 24, 2022, and over 6.5 million Ukrainians are reported to be displaced. As the vast majority of the displaced are women, girls, and boys, this could become the worst humanitarian crisis Europe has seen in decades.

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine and Poland to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is establishing operations across Ukraine and Poland to complement partner response services either in breadth or scale.

Scope of work

The Deputy Director of Operations (DDO) will play a key role in the overall leadership of operations and coordination of support to programs to ensure efficiency and effectiveness in our operations. The day-to-day portfolio will include direct supervision of the operations teams including Human Resources, Administration, IT and Supply Chain and supervision of the Field level management working with the Finance department and the Country Director (CD) on overall financial management. Secondary responsibilities will include working with HR and Safety & Security on staff safety, wellbeing and duty of care are built into the Poland operations. The DDO together with other members of the SMT will ensure the missions workplans are executed in a timely manner and within budget.

Success in this position requires an individual with proven leadership skills in setting up emergency operations in a complex security environment, while supporting rapid and speedy delivery of humanitarian supplies to clients in partnership with government and partner organizations. Individuals must have strong communications and interpersonal skills working in a multicultural environment. Given the operating environment, DDO will need to understand situation awareness and incorporate risk management into their planning.

Reporting to the Poland Country Director/Head of Mission and serving as member of the Senior Management Team (SMT), the Deputy Director is expected to contribute to strategic thinking of the operations and overall coordination efforts. As required the DDO will act as head of office on behalf of the Country Director. This position has close working relations with the Deputy Director of Programs, Sector Coordinator, Deputy Director, Finance, Humanitarian Access, Safety and Security Coordinator, and Partnership Coordinator as well as other program and region-based staff. The DDO will be based in Warsaw with travel to the other IRC Field Offices as needed.

Responsibilities

Human Resources

• Support the HR Lead in ensure that the HR team is working in a harmonized manner and there is consistency among application of policy throughout all offices, and identify and implement mechanisms to ensure cooperation, communication and teamwork.

• Provide support to new staff orientation and onboarding in IRC operations policies. Put in place a checklist for operations staff orientation and define addition training needs to support professional development appropriate to their skill gaps/needs.

• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

• Lead with commitment, integrity and accountability to the “IRC Way” – Global Standards for Professional Conduct and ensure adherence to the code of conduct by all team members.

• Ensure duty of care activities are regularly conducted within the team to keep morale high

Administration & Supply Chain

• Supervision of Supply Chain Coordinator and Medlog Coordinator.

• Verify that Administration & Supply Chain policies and procedures are documented, disseminated and consistently applied across the country program.

• Oversee external financial commitments including procurement contracts and lease agreements for office, guesthouse and warehouses.

• Ensure that compliance monitoring processes are developed and effectively implemented.

• Assist the Administration & Supply Chain staff in developing and managing appropriate coordination mechanisms to ensure that all operational units are interacting well with each other, as well as with the Regional Unit, Global Supply Chain (GSC), the Country Office, across different field sites, and other IRC support entities.

• Assist supply chain staff in partnering effectively and cooperatively with other units to improve planning and resource utilization. Work with program staff to ensure procurement planning and identification of operational support needs.

• In collaboration with the Deputy Director, Finance, and the Deputy Director Programs, ensure systems are streamlined between Supply Chain and Finance to support program implementation through timely procurement plans, spending plans and activity plans

• Provide input including operational risk analysis and recommendations to the Country Director and Finance Controller related to operations spending and effectiveness of in-country reporting and planning systems.

• Ensure full proactive involvement of key processes with the finance department including budget versus actual report input and necessary information for operational budget accuracy.

• Provide support to all field and program teams to ensure all field offices are functioning efficiently and transparently and in compliance with IRC procurement guidelines.

Information Technology

• Manage the Information Technology (IT) Officer.

• Verify that information technology policies and procedures are documented, disseminated and consistently applied across the country program.

• Ensure that all staff moving into Poland have met the full IT compliance and ensure continuous monitoring of risks with Regional IT Director, HQ IT staff to effectively take mitigation measures.

• Support the IT staff to provide top-tier and effective IT services and support to the Country Office and across all field sites.

Field Staff Management

• Manage the Field Coordinators in Rzeszow.

• Ensure strong working relationships between the Field Offices, the Country Operations and Program teams.

Programs Support, Strategy and Business Development

• Work with CD to identify opportunities for program expansion and support Field Office operations setup where applicable

• Support the Finance team in the development and updating of the country operating budget, while in coordination with the CD.

• Work with the CD on the Country Program Strategic Planning process.

• Provide added support to program coordinators as required.

Coordination & Representation

• Serve as an active member of the country program’s Senior Management Team and occasionally deputize for the Country Director when he/she is out of the country or on leave.

• Have knowledge of and provide input in discussions on safety and security for all staff, with a particular focus on northern Syria programs.

• Ensure proactive communication within the Regional Unit, HQ Support Departments, NY and UK offices as appropriate.

• Support, where necessary, IRC partners assessment and improve/support their operational capacity

Key Working Relationships

Internal: Regional Supply Chain Director – Europe, Regional IT Director – Europe, Director for People and Operations, EHAU.

Professional qualifications and requirements

• At least five years of progressively responsible international work experience, including at least three years in a leadership role at the Deputy Director level of multi-site, multi-sectoral operations in a complex operating environment

• Experience working on emergency operations office start up

• Demonstrated successful leadership and management experience with a multi-disciplinary team in a cross-cultural setting, including active mentoring and coaching

• Proven experience delivering appropriate levels oversight of a portfolio consisting of a variety of complex, high-value donor-funded projects

• Experience of managing security in a fluid environment;

• Ability to work, live and thrive in a complex environment;

• Skilled at building trusting effective relationships and coordinating operations within a large team

• Strong budget and fiscal oversight capacities

• Established capacity to deal with ambiguity in stressful situations

• Ability to respond to multiple priorities in a timely manner, producing high-quality outcomes

• Previous experience working in region and/or with IRC preferred

• Fluency in English required. Fluency in Polish, Russian or Ukrainian are an asset.

• Excellent leadership, people management, interpersonal and negotiation skills and a demonstrated ability to develop harmonious teams in cross cultural context.

• Strong negotiation skills with contractors and vendors.

• Experience in IT and security is strongly preferred.

• Regional experience is preferred.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

Professional Standards: The IRC and IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.