Deputy Director Operations

The IRC has been working in Mexico since 2019 and has been implementing program in currently operates in five core programing areas – Protection, WPE , MHPSS, Legal and ERD . IRC headquarters Cuidad de Mexico with field offices in Cuidad Juarez and Tapachula and also maintain several satellite offices across the country. IRC in Mexico is currently expanding with new grants and programming including response to Afghan refugee crises.

Scope

Reporting to the Country Director and serving as a member of the Senior Management Team (SMT), the Deputy Director of Operations is responsible for leading and managing the operations teams in Mexico, ensuring they are fit-for-purpose and respond to the needs of IRC’s programs. The DDO is expected to contribute to high levels of teamwork and inter-departmental and cross-sectoral collaboration. Through her/his leadership, operations teams will be supportive of program delivery, results-driven and guided by data analysis, problem identification and problem-solving.

This position supervises the Field Coordinators, Supply Chain Manager, Information Technology Officer and the safety and security. DDO will have close working relations with the Deputy Director Finance, Deputy Director Programs as well as Headquarters and region-based staff.

Key responsibilities

1. Management, Coordination and Leadership

• Actively contribute to and participate in management and leadership platforms such as the country leadership team and the senior management team.

• Work closely with the Country Director and other members of the SMT to ensure that a strong partnership is developed and maintained between Operations and Security; Programs; Finance and HR teams at both the Country and Field levels

• Be a champion for the implementation of the strategy and ensure quality and meaningful participation of operations teams in strategy related activities.

• Lead the development and revision of program support and operational policies, procedures, and systems

• Lead cross-departmental risk identification, and mitigation actions that align with organizational and regional risk-management initiatives.

• In partnership with the Security and Access staff, ensure that field offices adhere to the security SoPs and country security management plans.

• Oversee and coordinate the functioning of the Mexico City Office.

• Authorized Budget Holder for certain locations (D4).

2. Programs Support, Strategy and Business Development

• Work with CD and DDP to identify opportunities for program expansion and support development of funding proposals.

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

• Provide added support to program coordinators as required.

• Ensure all new proposals have received thorough Operations review and appropriate operations platform is maintained

• Contribute to the operating budget and strategic planning; ensure grant burn rates are met as per the spending and procurement plans.

3. Supply Chain &Administration

• Supply chain staff work effectively with other departments to improve planning such as procurement and distribution planning and a rational resource utilization

• Ensure supply chain processes are fully compliant with IRC policies and donor regulations.

• Undertake periodic national system reviews of procurement, asset, warehouse/inventory, suppliers and vendor contracts and communication systems to identify areas for improvement and compliance with IRC global systems.

• 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.

• Review key/routine reports, (Supply Chain Monthly Reports, BvA tool, Procurement and Distribution plans, Closed grant and expired inventories) and provide feedback and recommendations to mitigate any potential risk.

• In partnership with Global Supply Chain team ensure that compliance risk in the supply chain processes is analyzed and implement internal and external audit corrective action plans and ensure that all supply chain are conducted in ethical manners.

• Review departmental key performance indicators and take appropriate action support in achieving the set objectives.

• Support implementation of Integra related to Procurement.

4. Information Communications Technology

• Champion and provide leadership for the smooth roll out and utilization of IT core systems (Integra/ERP, PoweBI, and Information sharing and collaboration tools) and ensure that all requirements are met and resources are committed.

• Based on comprehensive needs assessments ensure that all digital data and information needs of operations and program teams are catered for, including the provisioning of hardware and software by following the IRC IT lifecycle.

• Uphold and promote IT Standards and policies regarding security, equipment, Internet bandwidth and network infrastructure and ensure and monitor compliance that the Country Program complies.

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

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

• Manage key supplier relationships and build strategic relationships with senior internal stakeholders, providing appropriated solutions for their needs.

5. Representation

• Represent IRC Mexico operations in meetings as required, including government meetings, donor, and other partners.

• Actively develop and maintain effective working relationships with key stakeholders at field level, including donors, government actors, UN agencies, international and local NGOs, and other relevant humanitarian actors.

• Establish a good rapport with local and national level administrative, labor, customs, immigration, security, and other officials to ensure that IRC projects conform to local laws and customs and security constraints.

Job Qualifications

• University degree in management or general operations preferred, or equivalent work experience;

• Minimum of 6-8 years’ work experience managing operations and/or projects in fragile and insecure locations, preferably overseas.

• Experience managing country program teams with a diverse portfolio, knowledge of major donors (including USAID/OFDA/PRM,ECHO/EC, DFID, UN Agencies)

• Strong finance background in financial management, budget development and analysis.

• Demonstrated ability to manage field staff and remote field offices.

• Experience in logistics, HR/Admin, and security management

• Experience having managed operations (including security) in conflict-impacted setting.

• Excellent cross-cultural communication skills

• Excellent staff capacity building and training skills

• Excellent leadership , people management, interpersonal and negotiation skills

• Strong problem-solving, analytical and decision-making skills.

• Strong computer skills.

• Flexibility, ability to work independently and meet deadlines.

Languages: Fluency in written and spoken Spanish and English is required

Professional conduct standards: IRC and IRC workers must adhere to the values and principles described in IRC Way-Standards for Professional Conduct. These are integrity, equality, service, and accountability. In accordance with these values, the IRC operates and implements policies on protecting the beneficiary from exploitation and abuse, safeguarding the child, harassment in the workplace, tax integrity and anti-retaliation.

Gender Equality: IRC is committed to reducing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce, including parental leave, gender-sensitive safety protocols, and other benefits and support subsidies.

Equal Employer Opportunity: IRC is an equal opportunity employer. The IRC considers all applicants on the basis of merit regardless of race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other legally protected characteristic.