Operations Manager

Position Overview:

The Operations Manager will play a vital role at UPEL overseeing the correct implementation of the programs, the appropriate compliance with donor requirements including donor reporting, and is responsible for developing and implementing a fundraising strategy.

The Operations Manager will directly supervise 1 Project Coordinator,  1 HR Officer and 1 Finance Officer and will oversee the overall work of UPEL ensuring proper implementation of Child Protection principles. Furthermore, the Operations Manager will be responsible for improving operational management systems, processes and best practices that support UPEL’s organizational well-being

Responsibilites:

Program Management:

Ensure that all work done in UPEL is within the mission, vision and objectives of the organization.

Provide ongoing guidance, support and supervision to the Project Coordinator, HR Officer, and Finance Officer.

Regular follow up with the Project Coordinator, HR Officer, Finance Officer, UPEL President, donors and other stakeholders through e mails, phone calls, meetings, sharing updates, schedules and reports to ensure proper implementation of the activities.

Ensure that all processes and procedures adopted by the field are compliant with UPEL and donor requirements.

Develop and implement a fundraising strategy tailored to UPEL.

Develop proposals for potential new donors, with technical input from the UPEL President, technical experts among board members, and the Project Coordinator.

Support the logistical and coordination requirements of UPEL Programming in coordination with the Project Coordinator.

Maintain oversight of UPEL’s budget by reviewing spending plans, tracking expenses, reviewing financial reports, and liaising with the Finance Officer as needed to ensure expenses are recorded accurately.

Support the Finance officer to create codes for the different budgets as needed.

Support the Project Coordinator to ensure strict information management & data protection protocols are followed and implemented in all UPEL offices.

Monitoring & Reporting:

Review financial and programmatic input from the Finance Officer and Project Coordinator and develop comprehensive financial and programmatic reports in line with donor requirements and standards.

Ensure reports are shared with donors in a timely manner.

Monitor UPEL’s programming activities to ensure objectives, programming, and targets are met according to UPEL’s agreements with its donors and according to Child Protection Guiding Principles and Standards.

Ensure that all M&E tools are appropriately used, stored and backed-up. Ensure that all the data required for reporting is regularly provided.

Oversee the collection and analysis of data relevant for UPEL programming, keeping in mind confidentiality requirements, to help ensure accountability and efficiency from start to finish for all UPEL activities. Make certain that analysis information and lessons learned are used to continually improve UPEL programming and ensure it is responsive to the needs of children in contact with the justice system.

Coordination and Representation:

Coordinate closely with the board director to ensure continuous communication and knowledge from the field to the board and vice versa. 

With the guidance and support of the UPEL President, coordinate with potential donors & partners, and represent UPEL to current donors and stakeholders.

Ensure continuous communication and coordination with the Ministry of Justice.

Ensure UPEL technical staff (Project Coordinator, Case Managers, Case Workers) attend regular child protection coordination meetings as per their job descriptions (case conferences, regional and national coordination meetings, meetings with ISF, General Prosecutors, Juvenile Judges, MoSA and other key actors as needed).

Staff Management:

Review HR policies and procedures developed by the HR Officer, and make certain that the Child Safeguarding Policy is integrated into the onboarding process and signed by each new UPEL staff member.

Ensure all UPEL staff comply with the organizations’ Code of Conduct and Child Safeguarding Policy. In case of staff misconduct, support the staff’s supervisor and the HR officer to implement appropriate disciplinary measures.

Ensure regular performance evaluations are conducted for all staff by their respective supervisors, and feedback on their performance is shared with staff.

Verify and confirm all UPEL staff members have a capacity building plan in place to develop their skills and ensure they have crucial knowledge relevant to their work. Develop and implement the capacity building plan for the HR and Finance Officers, as well as the Project Coordinator.

Other:

Proactively identify and communicate challenges in program implementation, national systems and UPEL internal policies and procedures to strive for better systems in the best interest of the child.

Respect professional boundaries, confidentiality principles, relevant policies and codes of conduct, such as the Child Safeguarding Policy, at all times.

Other duties as assigned by the supervisor to enable and develop UPEL services.

Qualifications:

At least 7 years of experience in management, preferably in national or international NGOs.

Master’s degree in social work, management and leadership, and/or related topics.

Experience in Child Protection Programming is a plus.

Proposal development experience required.

Effective communication skills, both written and verbal.

Ability to prioritize among multiple tasks and make decisions.

Team player.

Ability to handle pressure and work in a challenging environment

Computer proficiency in MS Office (Word, Excel, Powerpoint) and databases

Strong sense of personal integrity and commitment to confidentiality.

This position requires strong analytical and leadership skills to be able to make logical and strategic decisions.

Language Skills:

Fluency in written and spoken Arabic and English is required.