Director, Country Offices Program Support CARE

The Director CO Program Support is responsible for the enablement and support of COs administrative services, fleet, commodities, IT and supply chain processes; this is including but not limited to the establishment and effective application of efficient and cost effective program support systems such as supply chain management, asset management, facilities management, fleet management, insurance and ICT services. Provide on-going technical advisory, coaching and troubleshooting support to CO support senior staff. Design and coordinate the support component of CO management evaluations, system audits, and provide guidance and support in response to and implementation of audit findings in relevant support sectors.

The incumbent will actively engage with CARE International peers in coordinated efforts to ensure the harmonization of policies and systems across CI, Implementing best practice admin processes, and the development of program support staff knowledge and skills through the provision as well as coordination of staff training, ongoing mentoring and coaching.


Job Responsibilities and Tasks
Job Responsibility #1 (Est. 40% of the time):
Development and effective application of efficient and cost effective, best practice program support policies and systems,

- Assess the sufficiency, efficiency and effectiveness of COs program support policies and system, through regular analysis of deficiencies, staff performance reviews, audits and evaluation reports;
- Identify and introduce best practice policies and systems among COs, CI members and other NGOs, assess applicability to CARE’s context and needed adaptations;
- In compliance with donor regulations, develop minimum acceptable standards for COs program support policies and systems in the area of supply chain (including procurement), vendor relationships, assets and inventory management, vehicle/fleet management, facilities management, and operations logistics;
- Identify and introduce appropriate electronic tools/systems for supply chain management, Assets management, fleet and logistics;
- Set appropriate approval levels for procurement, suppliers contracts, and partners, review and approve transactions exceeding the COs threshold;
- Coordinate COs IT needs with CARE Canada CS, NOVA and other service providers, Implementing proactive IT assessments, implementations management, standardization and quality assurance of IT systems that support program implementation;
- Closely monitor the use and cost recovery of CARE Canada owned assets in COs (vehicles, generators, buildings,….etc);
- Ensure an effective inventory system and physical count is done regularly in all COs
- Monitor the disposal and / or use of assets post projects closing, transfer of ownership based on donor contracts and proper recording in CARE books;
- Ensure COs fulfillment of donor requirements in suppliers security clearance and reporting; monitor key suppliers contract renewals;
- Provide COs with appropriate contract templates for acquiring the different types of commodities and services;
- Conduct regular procurement spot-checks to ensure compliance with policies;
- Monitor and ensure that program support reporting requirements are fulfilled as per policies, best practice and contractual obligations i.e. inventory reports, supply chain efficiency, vendors analysis,…etc

Job Responsibility #2 (Est. 15% of the time):
Harmonization of policies and systems across CI,

- Actively engage with CI members in coordination of program support activities, identify areas of complementarities and enhanced efficiency;
- As needed, lead the process of developing harmonized policies and systems across CI, and coordination of efforts towards an effective and functioning interdependent CARE model;
- Coordinating activities, and policies alignment with CI members in the areas of procurement, supply chain and compliance; harmonization of systems across CI;
- Maintain a regular dialog with COs staff as well as CMPs to identify changes in donors policies and opportunities for improving efficiency and financial viability;
- Represent CARE Canada in program support related meetings, present CARE Canada’s position papers and recommendations for improving efficiency of COs operations;

Job Responsibility #3 (Est. 10% of the time):
Audit preparation, lessons learnt and implementation of support systems related audit recommendations as appropriate,

- Ensure proper registration and archiving of projects key documents such as contractors completion reports, beneficiaries lists, assets handover records, donation certificates,…etc;
- In coordination with Finance and risk management team, provide assistance to COs in the preparation and planning for external and internal audits;
- In the area of program support, assists COs in developing formal audit response, action plan for addressing related findings, and implementation monitoring;
- Develop templates and guidelines to COs on best practice in preparing and managing audits, common audit findings, and mitigation strategies;
- Design and implement program support procedures for projects closing / phase out, and related documentation;

Job Responsibility #4 (Est. 10% of the time):
Country office staff development,

- In coordination with Global Human resources and COs HR, identify program support staff training needs, develop training plans, and oversee implementation;
- Coordinate donor regulation and compliance training activities conducted by CMPs as per the requirements of the CI Code;
- Monitor the quality of staff training, feedback results to trainers to ensure maximum benefits if obtained from training;
- Administer quarterly BSQs (Basic Services Questionnaires) in all COs, analyze results, and address gaps with relevant parties;

Job Responsibility #5 (Est. 15% of the time):
Risks identification, registration and management,

- Develop a program support risk matrix, review regularly and communicate results to COs and IO senior management, (including but not limited to donor compliance risks, subcontractors, assets & vehicles, commodities storage and relocation… etc;
- Ensure that the COs risk register is up to date and at the expected quality;
- Develop risk management as well as risks monitoring plans, closely monitor mitigation and corrective actions to minimize impact;
- Coordinate risk assessment results with finance and risk management, ensure that appropriate level of provisions are made to meet probable financial losses;
- Ensure the existence of an active and proactive compliance function in each of the COs to minimize program support non-compliance risks;

Job Responsibility #6 (Est. 10% of the time):
Other responsibilities,

- Monitoring country agreements including contracts and sub-contracts’ obligations (a certain ceiling for contract value might be set),
- Coordination of COs efforts and assistance in the negotiation of Tax, custom/importation duty and other related exemptions
- Coordinate media issues with relevant HQ departments, provide guidance on internal and external communication response;
- Participating in strategy development, and performance monitoring and reporting to IO VP as needed;

Qualifications:
Education & Training:
Required:
- University degree in a relevant discipline.

Desired:
- Master’s degree in relevant discipline, legal / business management background would be an asset.

Experience:
Required:
- Minimum of 7 years of experience in international development or humanitarian assistance;
- Superior leadership particularly in support of multi-disciplinary and multi-national teams;
- Proven abilities in decision-making and problem-solving in crisis contexts;
- Flexibility and willingness to undertake local, regional and international travel.

Desired:
- Five years of successful experience at the senior management level in overseas postings.

Technical skills:
Required:
- Advanced process and systems analysis skills;
- Solid project management training and the ability to ensure monitoring and completion of established project plans;
- Complete familiarity and ease with Microsoft Office applications;
- Advanced presentation, training and mentoring skills;
- Knowledge of operational performance measurement methods;

Desired:
- Knowledge of electronic systems used for assets tracking, commodities, fleet and accounting;

Language competency:
Required:
- Fluent in English (speaking, reading and writing);

Desired:
- Knowledge of different Multiple language skills (including French).

Key Competencies:
Critical:
- Visibly and consistently demonstrate high standards for CARE’s core values of Respect, Integrity, Commitment and Excellence.
- Cultural awareness and sensitivity;
- Strong planning skills, strong time management and prioritization skills,

Necessary:
- Demonstrated ability to work independently,
- Team player, creativity, appreciation of efficiency,
- Highly organized, and reverence of deadlines and time obligations,
- Demonstrate awareness and sensitivity to gender and diversity,
- Have demonstrated experience, patience and the ability to work in diverse team,
- Strong interpersonal and diplomatic skills;

Desirable:
- Good communication skills,
- Ability to work under stress, and problem solving skills and positive attitude,
- Ability to successfully interact and lead a diverse team in project execution;

CONTACT INFORMATION
Please apply online at http://www.care.ca or http://www.careersunited.org. You will need to register before submitting your resume.

NOTES:
We thank all candidates for the responses to this advertisement. However, we regret that we will be able to contact only short listed candidates.