Head of Operations

ROLE PURPOSE:
The Head of Operation in his/her capacity is responsible for the general programme operation in the country including Supply chain management Risks management safety and security& key performance indicators of the project office in Sri Lanka. This role includes the operational management of the field offices and Colombo Operations.

The job holder will support the COP with key Government and INGO secretariate the event of a major humanitarian Response the role holder will be expected to work outside the normal profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

Key Responsibilities as a Member of the Project Office Management Team

The Head of Operations will provide strategic and operational leadership for the Project Office ensuring the effective implementation of programs and optimal use of resources. Key responsibilities include:

• Leads analysis and continuous improvement of organizational processes and workflows to strengthen quality productivity and efficiency across programme operations.
• Build and sustain strong working relationships with host government counterparts donor and local partner
• Ensures timely and compliant operational and programme support in coordination with the Regional Office maintaining alignment with organizational policies principles and quality standards.
• Monitors country-level activities and implementation performance identifying challenges developing reporting mechanisms and ensuring that key project results are shared with the Chief of Party (COP) through quarterly and annual reports.
• Coordinates closely with the Regional Office relevant Business Partners and Global team members to achieve Project Office key performance indicators (KPIs) SCARF and collaborates across functions to deliver operational milestones.
• Participate actively in programme review meetings preparing and presenting progress updates highlighting constraints and ensure follow-up actions are implemented.
• Works with the COP to design and routinely update annual work plans ensuring these serve as effective tools for tracking progress and assessing achievement of programme objectives.
• Operationally lead Colombo field operations and represent the project at INGO Secretariate functions.

Oversight and Management of Program Operations

• Holds overall responsibility for the field delivery of high-quality programming in line with Save the Children standards ensuring effective coordination and implementation across all project areas.
• Works closely with the Director of Finance to monitor programme performance through BVAs and execution progress meetings ensuring alignment with grant agreements compliance with donor requirements and timely delivery of results.
  Other key responsibilities include:
• Serve as the overall budget holder for operations managing and supporting budget holders for Field Managers and the Award Management section within the Project Office to ensure project expenditure aligns with work plans donor commitments and member agreements.
• Work closely with the Senior MEAL Manager Technical Leads and their teams in the preparation of timely high-quality progress and donor reports.
• Oversee and coordinate the preparation of INGO reports in accordance with Government of Sri Lanka requirements in collaboration with Field Managers.
• Ensure the consistent application of Programme Operations Best Practices across all areas of implementation.
• S/he ensures project compliance with SCI SCUS and USDA programming and partnership policies procedures and practices.

Supply Chain Inventory and Procurement

• With support from the Senior Manager of Supply Chain ensure that the Project Offices supply chain systems and capacity meet Minimum Operating Standards and effectively support programme delivery needs.
• Work in close collaboration with the procurement team to secure best-value agreements with suppliers maintaining transparency and accountability throughout the process.
• Provide oversight of the organizations fixed assets ensuring proper management accurate recording and compliance with established policies.

Staff Safety and Security

• Support the Safety and Security Focal Person to ensure that each operational location including all area offices and the Colombo Office maintains a clear updated and well-communicated contingency plan to respond to potential scenarios.
• Work with Field Managers to ensure compliance with national security guidelines particularly those related to travel and incident reporting.
• Promote and reinforce a culture of security awareness and shared duty of care among all staff within area teams.

Staff Management Mentorship and Development Program Operations

• Responsible for promoting a strong performance monitoring culture across all field locations.
  As Head of Program Operations ensure that all staff clearly understand their roles and have the capacity to perform effectively.
• Foster an inclusive and consultative management approach that builds high-performing teams working collaboratively and harmoniously.
• Integrate staff development strategies and performance management systems into team-building processes supporting continuous learning and professional growth.
  Participate in the recruitment of field office staff and where possible other senior positions within area teams.
• Ensure appropriate staffing levels and structures within Program Operations including field offices.
• Manage the performance of all staff within Program Operations (Field Managers Supply Chain etc) through regular feedback coaching performance evaluations and professional development planning.

Effective use of the Performance Management System includes the establishment of clear measurable objectives ongoing feedback periodic reviews and fair and unbiased evaluations.

• Provide ongoing coaching mentoring and other developmental opportunities to strengthen staff capacity and performance.
• Recognize and reward outstanding performance that demonstrates commitment innovation and results.
• Ensure that instances of underperformance are documented and addressed through clear performance improvement plans and supportive follow-up.

QUALIFICATIONS

• Masters degree in development studies Social Sciences or a related field.

EXPERIENCE AND SKILLS
Essential

• A minimum of seven - ten years management experience in a corporate or NGO environment with exposure to diverse cultural settings and significant field operations experience in both emergency and development contexts.
• Strong background in NGO programme cycle management with demonstrated experience operating within complex or matrixed organizational structures.
• Comprehensive knowledge of international donor approaches and compliance requirements; familiarity with USDA regulations is an asset.
• In-depth understanding of at least two sectoral programs and working knowledge of the USDA Programs strategic priorities.
• Proven experience in financial and budgetary management including securing and administering grants from major institutional donors.
• Demonstrated project management expertise particularly in organizational development and managing international cross-functional teams to deliver results.
• Strong analytical and strategic thinking skills with the ability to evaluate information and make sound decisions.
• Experience in leading motivating and developing diverse teams to achieve high performance and shared goals.
• Excellent interpersonal communication and presentation skills with the ability to engage effectively across diverse audiences and contexts.
• Fluency in written and spoken English. Proficiency in local languages would be an advantage.
• Commitment to and clear understanding of Save the Childrens aims values and principles including a rights-based approach to programming.

Desirable:

• Familiarity with the political social and cultural context of Sri Lanka.
• Fluency in Sinhala and/or Tamil would be an advantage.