Operations Coordinator – CAR

General context of the project

The Central African Republic (CAR) is experiencing recurrent conflict, political use and extreme poverty. Third most fragile and violent country in Africa (Global Peace Index, 2020), it has high levels of poverty (the World Bank, 2020, estimates that 70% of the population lives below the international poverty line of 1.90 USD/day).

According to the HNO report published in January 2024, 2.8 million people, i.e. 46% of the Central African population, will be extremely vulnerable in 2024, to the extent that humanitarian assistance alone is insufficient for their well-being. One in five Central Africans is either internally displaced or a refugee, mainly in neighboring countries (OCHA, 2024). Around 2.5 million people (41 percent of the population analyzed) are facing high levels of acute food insecurity (IPC Phase 3 or higher) between April 2024 and August 2024, including almost 521,000 people in Phase 4 (emergency) (IPC, 2023). Security remains volatile throughout the country.

General purpose of the position

The Operations Coordinator is responsible for overall operational strategy at country level.

He/she is also responsible for the development of country policies, processes, and standards in the respective area of responsibility. He/she will enable and oversee the monitoring and evaluation of operations across the country and finally contribute to portfolio development and ensure internal and external representation. Ultimately, he/she will actively participate in strategic and high-level decision-making, in close collaboration with the Country Director and Program Manager.

Main responsibilities and tasks

Strategy and vision

• Contribute to the development and updating of the country strategy with the Country Program Coordinator and Representative, within the framework of INTERSOS’ global strategic plan, values, and principles.
• Work with the regional team of operational technical referents to share ideas and recommendations, support and implement continuous improvement of processes and procedures to optimize results, and improve quality of delivery in line with quality standards.
• Determine and set objectives in line with mission and regional office strategic goals and objectives for the Finance, HR and Logistics & Procurement support teams.
• Ensure that operational strategies and processes are in place to meet operational requirements and needs.
• Support program implementation by coordinating the mission’s operational capacity.
• In collaboration with the regional technical coordinators of the operational departments, implement operational management processes in line with the mission’s strategic vision based on best practices to support and improve organizational performance.
• Ensure that operational processes and policies meet program needs and are consistent with organizational policies.

Support Departments

• Ensure that the finance department has appropriate financial planning for the mission structure and that control systems are in place and adhered to, and assume full responsibility for financial management.
• Report to the Country Program Coordinator and Representative on all mission operations. Monitor and evaluate operational and financial performance against plans and budgets, take corrective action where necessary, and inform the Country Program Coordinator and Representative/line supervisor of significant changes.
• Ensure the proper implementation and management of the mission’s liquidity (cash flow).
• Ensure collaboration and communication between operational support departments and the program team when submitting proposals and budgets in collaboration with the Country Program Coordinator and Representative.
• Responsible for the correct application of INTERSOS policies and procedures for support departments (Logistics and Supply, Finance, and HR) and ensuring their correct implementation.
• Responsible for ensuring compliance with donor reporting policies, procedures, and procurement.

• Ensure the collaboration of all support departments in the correct presentation of reports to donors.
• Ensure that all support departments promptly provide information required by external audits, donor spot checks, and local institutional requirements for financial statements and OHADA.
• Maintain mission operational performance, ensuring that appropriate operational planning and quality assurance control systems are in place and adhered to. Take corrective action as required and inform the Regional Office of any significant changes or risks.
• Maintain a continuous and transparent dialogue with the Country Program Coordinator and Representative to ensure that he/she is kept abreast of day-to-day activities and are aware of exceptions that will impact operations.
• Provide guidance and leadership to ensure achievement of operational objectives, targets, and strategic plans.
• Carry out regular field visits to operations and prepare regular reports to ensure that the Country Program Coordinator and Representative as well as the Regional Operational Coordinators are updated on the mission’s operational activities.
• Carry out risk assessments of operational activities and related processes.
• Responsible for the proper form of operational mission documents such as salaries, purchasing procedures, contractual documents, etc.

Accountability and quality control

• Oversee and support the continuous improvement of operational processes to ensure quality and adherence to procedures.
• Explore innovative solutions and think creatively to identify solutions that maximize impact on operations.
• Oversee the implementation and management of key performance indicators in the area of supervision (HR, Logistics & Procurement and Finance).
• Ensure that appropriate systems and procedures are established and followed, ensuring that best practices in operations management are developed and adopted and that appropriate operations management frameworks are put in place.
• Act as a focal point for audit follow-up and coordination between operational departments.
• Ensure compliance of administrative management with labor and tax laws, and manage liaison with legal and tax counsel.

Representation and advocacy

• In collaboration with the Country Program Coordinator and Representative, ensure strong and effective partnerships with organizations, donors, and authorities, in line with the country strategy.
• Represent INTERSOS in relevant coordination forums.
• When delegating authority, act as the organization’s representative as required.

Management responsibilities

• Provide operational advice and guidance to project leaders and individual managers to ensure compliance with all regulations, policies, and procedures. Successfully implement INTERSOS policies and procedures.
• In coordination with Regional Coordinators of Logistics and Supply, HR, and Finance, guide and supervise operational department managers and evaluate their performance.
• Ensure that all staff comply with the Intersos Code of Ethics, Safeguarding Framework, and procedures.
• Monitor disciplinary cases and those requiring attention with the regional HR department.
• Organize regular meetings with staff members and between departments to ensure good information management and transparency within the mission.

Safety and security

• In coordination with the Country Program Coordinator and Representative, draw up the country’s security plan, guarantee its proper implementation and ensure compliance with procedures, monitoring of contextual developments, analysis and formulation of recommendations.

Education

• BA in relevant field. Master’s degree in business administration or equivalent.

Professional experience

• Essential professional experience of at least five years in related activities at operational team coordination level, with at least two years’ professional experience in finance or accounting-related roles.
• Previous NGO experience.

Professional requirements

• Basic computer skills (Word, Excel and Internet).
• Financial management.

Languages

• Advanced French.
• English professional knowledge.

Personal requirements

• Strategic vision.
• Leadership, management and people development.
• Planning and organizational skills and ability to meet deadlines.
• Teamwork and cooperation.
• Negotiation and networking skills.
• Behavioral flexibility.
• Innovation and creativity.
• Ability to manage time and work independently.
• Written and oral communication skills.
• Commitment to INTERSOS principles, orientation towards service