Guatemala: Head of Operations, Guatemala

Organization: Catholic Relief Services
Country: Guatemala
Closing date: 25 May 2017

Job Title: Head of Operations
Department: LACRO/Guatemala
Reports To: Country Representative
Country/Location: Guatemala City, Guatemala

Job Summary:

As a member of the Country Program’s (CP) Senior Management Team, you will provide leadership and management of the operational functions – Finance, Human Resources (HR), Supply Chain Management (SCM), Administration, Information and Communication Technology, Security and Audit – in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will promote stewardship of resources, ensure principled compliance, proactively manage risk, and lead operational improvements.

Job Responsibilities:

In collaboration with the Country Representative and Head of Programs, oversee and lead the country program security system and ensure a safe and sound environment for staff and partners. Manage institutional risks, including financial, physical assets, monetization, and legal/contracts.
Contribute to the CP strategic planning and programming by identifying and leading on recommendations for needed investments in operations capacity – systems, processes and staffing – that meet CRS’ standards, donor requirements, and local regulations and support high-quality programming. Collaborate with the Head of Programs (HOP) and other programming leads to ensure appropriate project expenditures in line with financial plans and proper stewardship of material sources.
Plan, coordinate, and monitor day-to-day operations to ensure all support services are delivered with high-quality in an efficient manner. Regularly innovate. Manage Key Performance Indicators (KPIs) and other performance matrixes to anticipate, identify and address challenges that affect the proper stewardship and optimal (efficient & effective) utilization of program assets and resources (financial, human, and material).
Proactively ensure accurate, timely and consistent flows of information and communication in support of operational excellence with both operations and programs departments.
Working with the finance manager, oversee cost allocation monitoring and management, budget forecasting and planning, cash forecasting and cash risk management.
With the Country Representative and Head of Programs, oversee the preparation of annual budget plans and grant/project budgets to ensure they reflect maximum operational efficiency and budgetary compliance and mitigate risks. Set and provide technical oversight of internal processes for approving expenses, monitoring spending, and making budget adjustments in line with operational and programmatic needs and with donor requirements.
Working with the Human Resource Manager, effectively oversee talent systems and achievements. Ensure the program is adequately staffed to meet CP needs and HR systems, policies and practices support a high-performance culture, staff development and retention. Assure quality personnel administration and a work environment that truly reflects the agency’s guiding principles.
Working with the Administration & Logistics Manager, oversee processes such as administration, logistics, contracts & agreements, procurement, information technologies and fleet management.
Oversee compliance with agency and donor requirements and local laws and regulations through periodic systems checks, review and assessment of CP’s operations policies and procedures.
Act as lead contact and responder to issues that emerge from internal and external audits and provide recommendations and guidance to implement improvements.
Create and maintain the proper conditions for learning and education. Establish a safe environment for the sharing of ideas, innovations, solutions, and difficulties and the capacity to detect, analyze and respond quickly to small deficiencies. Provide capacity strengthening guidance for project teams and partners, which includes cross-departmental learning.
Effectively manage talent. Provide strategic and visible leadership for the country program. Ensure coaching, strategically tailor individual development plans, and complete performance management for direct reports. Monitor and assess performance to ensure adequate capacity for successful support of high quality programming. Contribute to staffing plans and recruitment process of senior staff.
Function as the country program liaison with the CRS LACRO regional team on all issues relating to operations.

Scope:

In fiscal year 2017, the country program has approximately 120 employees and manages an annual budget of approximately $20 million. The country program office is in Guatemala City, with a sub-office in Quetzaltenango. Staffing is relatively evenly split between the two offices.

Typical Background, Experience & Requirements:

Education and Experience

Master's Degree in Business Administration, Finance, Accounting, or another relevant field highly preferred.
Minimum of eight years’ work experience in a management position with progressive responsibilities. Experience with an international NGO and experience outside country of origin preferred.
Understanding of financial systems, including budgeting and budget/expense analysis experience. Knowledge of SunSystems and Vision accounting software or similar financial reporting software highly preferred.
Knowledge of multiple public donors’ regulations, including USAID, highly preferred.
Staff management and leadership experience and abilities that are conducive to a learning environment.
Knowledge of procurement and general office administration/management issues.
Proficient in MS Office package (Excel, Word, PowerPoint, Visio), Web Conferencing Applications, and information and budget management systems.

Knowledge of Guatemalan law (finance & labor) desirable.

Personal Skills

Excellent strategic, analytical, systems thinking, and problem-solving skills, with capacity to see the big picture and ability to make sound judgment and decisions.
Strong relations management abilities. Ability to work collaboratively
Team and service leadership abilities
Demonstrative communications skills
Ethical conduct in accordance with recognized professional and organizational codes of ethics
Proactive, resourceful, solutions-oriented and results-oriented

Required/Desired Foreign Language

Bilingual proficiency in Spanish and English required.
Mayan desired

Travel Required

30% travel; National & International

Key Working Relationships:

Supervisory

Security Advisor
Human Resources Manager
Finance Manager
Administration & Logistics Manager
Others as Identified

Internal

Head of Programs
Senior Management Team
Project Managers
Operations Team
Deputy Regional Director for Management Quality
Appropriate Head Quarters Personnel
Others as Identified

External

US Embassy
USAID
UNDSS
Others as Identified

Agency-wide Competencies (for all CRS Staff):

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.