Director of Operations

The Director of Operations is the point of coordination and accountability for the delivery of key support services for the delivery of WaterAid Ethiopia’s programs. S/he is a member of the Senior Management Team (SMT) and leads and supervises the support functions which include finance, procurement, and IT services.

Job Responsibilities and Tasks:

Leadership roles:

As a member of the Senior Management Team, the Director of Operation plays a crucial role in advancing collective leadership in strategic and operational matters of the organization in order to ensure effective realization of the Country Program Strategy.  

As a lead to Operation Department, the Director of Operations ensures that efficient finance and procurement system  are in place at CP level; financial planning and reporting are enhanced; and also lead, support and monitor Operation Department Team towards better delivery of Support functions (Finance, IT and Procurements)

Finance:

• Coordinate developing the Financial Policies and Procedures Manual and the Procurement Policies and Procedures Manual and ensures their effective roll-out as custodian of the Manuals
• Prepare and regularly update the CP’s overall budget plan in collaboration with budget holders and SMT members and monitors its implementation.
• Assist the Country Director and department heads as well as other relevant staff to manage their respective budgets.
• Facilitates the preparation of the CP’s financial reports in accordance with the WA’s and donors reporting requirements for submission to WAUK, the Regional Office, and donors maintaining quality and timeliness
• Oversee the development and regular updating of financial systems and procedures and their recording in light of the Accounting Policies and Procedures Manual as well as established systems.
• Manage cash flow ensuring sufficient funds are available in-country for the smooth operation of the program.
• Assist the program team in the preparation and interpretation of program accounts and other internal reports.
• Bring to the attention of the Country Director financial matters which require clarification or decisions.
• Organize and manage annual audits and ensure audit recommendations are addressed in collaboration with the CD and SMT members.
• Keep abreast of developments in the regulatory and legal environment that are related to financial management, procurement, and taxation as well as other relevant matters that fall under his/her role and bring them to the attention of the Country Director for information and action.

Procurement:

• Oversee the roll-out of the Procurement Policies and Procedures Manual,
• Review and enforce procurement plan, the ordering, approval, and purchasing systems and practices to ensure they are in line with policies and procedures, fit for purpose, robust and provide high-level support to project activity implementation.
• Monitor and ensure procurement processes are conducted (in the country office and at the field team level) in a compliant, time-efficient, and value for money manner including Preferred Suppliers and Vendors are identified  and updated regularly
• Personally supervise significant or sensitive procurements, with close liaison with the Country Director.
• Support the timely, smooth, and effective functioning of the Procurement Committee
• Lead the continuous improvement of procurement processes and practices

Resource mobilization:

Take an active part in resource mobilization processes especially in exploring funding opportunities, budget preparation in the concept note and proposal formulation/development processes, and also ensure finance, procurement, and It staff contribute their part in fundraising processes. 

IT:

• Ensure all policies and procedures of IT operations are developed, understood, and accessible by all staff.
• Oversee and ensure the IT systems and facilities of the organization are efficient and effective to optimize users’ performance;
• Ensure IT personnel protect and safeguard IT equipment in all locations with up-to-date antivirus software.

Qualification (Know How)

• A University degree in accountancy, business administration, or related disciplines and a recognized professional accounting qualification (ACA, ACCA, or similar). A postgraduate degree is an advantage.
• Minimum of seven years relevant experience in a similar modern and busy working environment, at least three of which as Manager of Finance and Administration or Chief Accountant for a medium to large organization.
• Past experience in managing non-finance units i.e. procurement and IT is also an advantage.

Experience, skills & abilities

• Sophisticated skills in program-based financial management, auditing, organizational development (OD), and systems design, have worked/managed directly operational tasks
• Able to do an institutional capacity assessment, performance reviews, and the like.
• Strategic management; in designing, implementing, and assessing development programs; in evaluating performance; in building the institutional capacity of the organization 
• Management experience of procurement, logistics, administration, and HR in complex contexts
• Experience in using computerized accounting and office application software.
• Commitment to support partner organizations and stakeholders; has a positive attitude and seeks to find solutions to problems and challenges at all times
• Commitment to the vision, mission, and values of the WA.
• Excellent writing skills in English
• Communication and team-working skills, with the ability to build good relations, both internally and externally.
• Excellent time management skills of self and team; able to multitask and works well under pressure; negotiates and meets deadlines
• Positive outlook and outgoing personality with solid interpersonal and diplomatic skills.
• Ability to mainstream gender, equality, and HIV/AIDS as well as safeguarding staff and partners in delivering the role.