Job description
Introduction
Protestant Agency for Diakonie and Development (Evangelisches Werk fur Diakonie und Entwicklung- EWDE) – Diakonie Katastrophenhilfe(DKH) - with Type 1 Office in Berlin - Germany, is a humanitarian agency providing funds for emergency aid worldwide. DKH aspires to restore the life and hope of people in dignity. We empower our partners. Together, we invest in preparedness, response, and resilience. We take localization and partnership to the next level [1] by committing and aiming for equitable and long-term partnerships, [2] by shifting power to our partners and communities through transfer of decision-making and funding opportunities, and [3] by amplifying the voices of local partners and communities.
Since the end of 2021, DKH has been working on reorganizing its global offices, guided by the vision to strengthen regional and local structure: Operative decision-making power will be where operations happen and support DKH’s mission to empower our partners and engage in localized humanitarian assistance. DKH overcomes geographical boundaries and understands itself as one organization.
DKH’s Middle East and Central Asia Hub, based in Amman, Jordan, provides comprehensive program support to DKH Programs and local partners in the region. The hub also referred to as the MECA Type 2 Office, has four units: [1] Type 3B - Middle East Program (MEP) Unit, [2] Type 4A – Pakistan and Afghanistan 3] Type 2 Operations Unit, [3] and Type 2 Program Support Unit .
The Type 2 operations unit provides technical and administrative support on the management of financial, administration and human resources (HR) services in the DKH’s Middle East and Central Asia Hub, with more attention being provided but not limited to Amman – Jordan Office. In that capacity, the unit manages the implementation of policies and processes to support DKH Teams in the region in the conduct of DKH’s operations, ensuring that these are aligned with existing Global, Regional and Country program strategies, national legislation and DKH’s global policies, standards and procedures. The Type 2 Operations unit is also involved in supporting the needs of international staff, as well as coordination with external partners in terms of administrative support, capacity strengthening and control.
As the Regional Operations Manager, you lead the Operations Unit and are part of the Senior Management Team of the Middle East and Central Asia region. In this function, you advise the Senior Management Team on any matter related to operations in the region.
Together with the MECA SMT, you will prepare a strategy for operations in the region. You will then be responsible and accountable for implementing the overall strategy for operations in the region and for overseeing the smooth running of the back office (finance, HR, procurement, admin, including ICT/Data Protection) of the Type2 Regional Office, including Type 3B both here referred to as Amman office. You set up internal control and reporting systems to ensure that office operations in the Middle East and Central Asia region are kept consistent with the standards and operating procedures of the organization and its donors.
More Detailed Job description :
- Job Title: Regional Operations Manager – Middle East and Central Asia Region .
- Title of Supervisor: Regional Director (RD).
- Function: Operations Unit.
- Contract Duration : One Year.
- Location: Amman Office
- Direct reports: Senior Finance Officer, HR Officer, Admin and Procurement Officer
- Additions: Member of Middle East and Central Asia (MECA) Senior Management Team (SMT).
Roles and responsibilities :
- Operations Strategy Development and Implementation:
- Together with the MECA SMT, you will prepare a strategy for operations in the region.
- Responsible and accountable for implementing the overall strategy for operations in the MECA region ensuring alignment with the overall strategy.
- Responsible for supervising overall back-office functions, and provide overall management of administrative operations, including procurement, HR, budgeting, finances, information technology, data protection, property, and office security (in collaboration with the Regional Health Safety and Security Advisor) and ensuring the seamless functioning of the back office at the Amman office.
- Work hand in hand with the other members of the Senior Management Team in the region, set strategic, operational objectives along with systems of accountability and performance management.
- Provide expert advice to the Senior Management Team on all operational matters within the region.
- Support the annual work plan process and other strategic planning processes.
- Ensure the set operational objectives are implemented and be responsible for analysing overall performance (cost-benefit ratio, etc.).
- Identify gaps in terms of policies, standards and operating procedures and support harmonization with DKH Global policies while ensuring compliance with the laws and regulations of the Hashemite Kingdom of Jordan.
2.Quality Assurance and Compliance
- Develop, implement, monitor, maintain, and optimize internal control systems in collaboration with the Compliance and Risk Assessment Coordinator in Berlin for MECA operations.
- Oversee and support the offices and programs in the region in developing their own internal control system.
- Oversee compliance with standards and operating procedures, regulatory and statutory requirements in all units (finance, ICT/data protection, HR, admin) under the Operations department.
- Identify and implement process enhancements to streamline operational efficiency.
3.Team leadership and Management
- Manage the operations unit team towards high standards of performance through clear roles and responsibilities, on-going feedback, and appraisals.
- Evaluate the performance of the Operations Unit and provide guidance and support as needed including pro-actively address performance issues through timely constructive feedback and coaching.
4. Finance and Accounting
- Guide on the development of the master budget and the OP budget for the Middle East and Central Asia Region including the Regional office in Amman, the Middle East Program (in collaboration with Middle East Representative and Middle East Program Finance Team) and the Pakistan office to ensure alignment with the overall financial strategy of the Region.
- Ensure timely and accurate preparation of operational reports for management and donors.
- Supervise financial operations and monitoring of obligations, budgets, and expenditures.
- Oversee reconciliation of accounts receivables and payables.
- Oversee correct deductions and statutory payments.
- Lead on the institutional audit at Amman level and support offices in the Region as and when required.
5.Human Resource
- Supervise and guide the HR Officer to ensure effective, compliant, and consistent HR service delivery across the Amman office and regional programmes.
- Ensure adherence to national labour laws, organisational policies, and donor requirements, with a focus on risk management and compliance.
- Oversee key HR processes (workforce planning, recruitment, performance management, and employee relations) to ensure quality, consistency, and accountability.
- Strengthen HR systems, policies, and reporting to ensure standardisation, data integrity, and alignment with global frameworks.
6.Capacity Building
- Identify knowledge gaps in relevant topics at the regional level and organize and develop in close collaboration with DKH Berlin trainings and workshops for the regional employees.
7.Procurement
- Oversee procurement activities that include issuance of purchase order, RFQs, price negotiation, procurement documentation.
- Oversee development of procurement tools and checklists for the offices and programs in the region according to the organisation’s standards and regulations.
- Oversee development of templates and procedures for market assessments, supplier pre-qualifications, and regular supplier assessments for the main procurement items and services to be applied in the region.
- Oversee the management and maintenance of inventory of equipment and material in the Amman office and the other offices and programs in the region.
8.Information Communication & Technology and Data Protection
- Oversee review of the ICT Policy in collaboration with the Admin and Procurement Officer and Berlin based Digitalisation Adviser and put procedure in place for compliance with it.
- Ensure compliance with Data Protection Regulations in the Hashemite Kingdom of Jordan in collaboration with the Admin and Procurement Officer.
- Ensure offices in the region have appropriate information and communication technology (ICT) systems and ensure system security.
9. Develop reporting systems
- Develop a concept for quarterly Management Report System including relevant KPIs and variance analysis. This system should oversee, include and consolidate the data and the activities of the offices and programs in the region.
Additional Information :
- This role requires a dynamic and strategic leader who can effectively manage and supervise various back office functions, collaborate with the Senior Management Team to set and implement strategic objectives, and ensure the successful execution of operational plans in the Middle East and Central Asia Region. Experience in Middle East and Central Asia contexts is advantageous
- Willingness to travel regularly in the region is desired .
Skills
Skills and Competencies/ Qualifications:
- Minimum of 10 years of progressive experience in operations management, with at least 3 years in a management role.
- Strategic focus and operational efficiency.
- Exceptional leadership and decision-making abilities, with a strategic mindset to drive operational excellence within the region.
- Strong teambuilding skills. ability to set up and manage a new unit.
- Proven people management skills.
- Excellent communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams and senior management
- Demonstrated experience in overseeing diverse operational functions.
- Proven track record of implementing and improving internal control and reporting systems within a multinational organization.
- Strong understanding of donor compliance requirements and ability to ensure adherence to these guidelines.
- Proficiency in relevant software and technology tools, with a strong understanding of data protection and information security protocols.
- Deep understanding of the organization's mission and values to support its regional initiatives.
- Cultural Sensitivity to diverse cultural and social contexts, especially in a multi-country office setting.
Education & professional qualifications:
Bachelor's degree in Business Administration, Operations Management, or a related field. Master's degree preferred.