Head of Department, Operations; AKAH

ORGANISATION: Branch of the Aga Khan Agency for Habitat in the Republic of Tajikistan

POSITION: Head of Department, Operations

DEPARTMENT: Operations

REPORTS TO: Chief Executive Officer (CEO)

LOCATION: Dushanbe, Tajikistan

DEADLINE: March 31, 2024

The Branch of the Aga Khan Agency for Habitat in the Republic of Tajikistan works to ensure that people live in safe, sustainable, and resilient habitats with the opportunity to thrive, whether in a remote mountain village, a town, or a densely populated urban centre. It works with communities to help them prepare for and respond to natural disasters and the effects of climate change. AKAH also works to expand access to services and opportunities for people to improve their lives. AKAH helps communities prepare for the worst, provides immediate relief after disaster strikes, and helps build back better – and greener – while planning for a better future. Established in 2015, AKAH combines several agencies and programmes of the AKDN that have been working on housing, habitat, and disaster preparedness and relief since the 1990s in South and Central Asia.

The Branch of the Aga Khan Agency for Habitat in the Republic of Tajikistan is looking for highly qualified candidates for the Head of Department, Operations position.

JOB SCOPE

Under the direct guidance and supervision of the Chief Executive Officer (CEO), the Head of Department, Operations is responsible for the overall operations of the organisation in the country. S/He will be responsible for delivering effective administrative, logistics management and procurement services. The Head of Operations will work closely with the Senior Management Team on the development and delivery of AKAH programs and projects in the country.

MAIN RESPONSIBILITIES AND TASKS:

The Head of Department, Operations responsibility is to administer the Operations Management of AKAH. It includes the following major activities/responsibilities:

Operation and Leadership

Provides leadership to the different country operation units for the effective implementation of AKAH’s support in the overall implementation of work plans for the achievement of all outputs and results as per defined quality, time and budget
Defines and implements annual budget plans and provides regular reports to the head office/CEO
Participates in successful programme development strategy and goals, communicates the same to the country operation team, and ensures effective and efficient implementation
Coordinates the logistics operations, including procurement and warehousing activities
Represents organization in strategic meetings, conferences, forums and other public events at the country level, and contributes towards consolidating and raising the profile of the organization
Maintains good partnership relations at the National level with government and partners

Strategy and Leadership

Provide leadership and ensure harmonious coordination among project staff, partners, stakeholders and other actors, focusing on achievement of the following results:
Ensure that the team meets on a regular basis and is kept abreast of the reality on the ground
Provide support in strengthening programme outreach: maintain congenial relationships with implementing partners and stakeholders in different locations
Provide support for efficient and effective project implementation and operations at the national and sub-national level
Maintain liaison with implementing partners, government entities, particularly civil society organizations and maintain up-to-date data and operations in the field
Assists in formulating policies and procedures in-country as needed, and inform/train staff in new procedures
Keeping abreast of changes in relevant Laws and regulations, and incorporating compliance and best practices into operations management
Works with the Chief Executive Officer and other senior leaders to understand the current and future requirements for resources to support AKAH operations
Encourages energies and work efforts of team to be focused towards achieving AKAH strategic goals

Succession Planning

Develop and manage succession planning process within the Country Operations Department that will provide AKAH with on-going pool of well-qualified employees to fill internal vacancies
Assess all positions in the Department and develop a comprehensive succession plan and recommend specific trainings to develop capacities

Administration

Ensures effective and supportive day-to-day office administration in all operations in-country
Provides high level of administration and customer service to both staff and external parties is maintained, including prompt follow-up of complaints and queries
Program procurement is executed in a timely way following donor regulations providing quality whilst minimizing price
Ensures procurement procedures are transparent and efficient and comply with AKHA and donor policies
Ensure effective stock management & control
Manages risk, including contract management and ensures compliance with taxation, licensing, legal registration, etc.
Administration costs and processes are regularly analysed and actions are taken to maximize efficiency
Makes sure effective fleet management provides safe and reliable transportation for all staff
Develops replacement plan for vehicles and other assets
Ensures staff safety through implementation of sound journey management processes, risk mitigation measures and analyzing risk impact to AKAH and to its staff
Ensures that safety and security personnel have conducted a briefing or orientation to staff on the risk and threat aspect of the operation and that a thorough risk mitigation measure has been considered for every field mission
Ensures that staff, both at national level as well as regional, get security updates and field missions are conducted in due manner
Regular staff meetings are held with all staff where information is shared and communicated in language that is understood by all

Others

Provides leadership to direct reports to align activities towards the achievement of the strategic plan
High level of employee support and service is provided to staff
Make recommendations to technical staff on ways to improve processes.
Keeps Chief Executive Officer and Senior Management posted on relevant issues and potential problems and makes recommendations to address/alleviate problems
Undertakes additional tasks and responsibilities as requested by the Chief Executive Officer or his/her nominee(s)

SPECIFICATIONS (MINIMUM REQUIREMENTS)

Education:

Master’s degree in business administration or any other discipline of Social Sciences

Experience:

10 years of work experience with a minimum of 5 years in senior management positions with national or international development agencies in a similar field

Skills:

Able to communicate fluently and effectively both verbally and in writing in English and the national language
Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for team members
Must also be able to create a supportive working relationship amongst all project teams

Technical Skills:

To be flexible, have a positive attitude and the ability to work under pressure give high commitment and meet deadlines
Must be capable of working both individually and as part of a team
Conflict management ability, tactfulness, a good sense of humor, being self-disciplined, and being value-driven
Enthusiasm for the job, Good Human Relations skills, integrity and ability to work under pressure

Other Skills:

To be able to travel inside and outside of the country as and when needed

Personal Characteristics:

Excellent Inter-personal and public communication skills

Applicants meeting the above requirements are requested to submit a Cover Letter along with their Curriculum Vitae by email to hr.tajikistan@akdn.org by March 31, 2024.

“AKAH is an equal opportunity employer, women are encouraged to apply. AKAH recruitment and selection procedures reflect our commitment to equal opportunity, safeguarding of children from abuse and zero tolerance of sexual harassment.”

Only short-listed candidates will be contacted for an interview.