Operations manager

Job Title: Operations Manager
Reports to: Chief of Party
Department: CRS Moldova
Salary Grade: 9

About CRS
Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding. In Moldova, CRS is implementing Changing the Way We CareSM (CTWWC), a global initiative to promote safe, nurturing families for children from residential institutions and children at-risk of family separation. This work involves coordination among a variety of government and non-government stakeholders at the national and rational levels to advance childcare reform and strengthen families.

Job Summary:
In support of Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable and in close cooperation with CRS’ Europe Zone (EZ) staff based in Bosnia and Herzegovina, you will manage and/or coordinate the operational functions of CRS’ Moldova program including: Human Resources (HR), Logistics, Procurement, Administration, Security, and Audit. You will promote stewardship of resources, help ensure principled compliance, proactively identify and help to manage risk, and lead operational improvements. You will also serve as CRS Moldova’s focal point for partner capacity strengthening in the field of administration, finance, and safeguarding in coordination with and support from EZ team members.

Roles and Key Responsibilities:
• Plan, coordinate, monitor and report on day-to-day operations of CRS Moldova’s office to ensure support services are delivered with high-quality and in an efficient manner. Address challenges that affect the proper stewardship and optimal utilization of program assets and resources, in coordination with EZ staff and CRS Moldova management.
• Ensure administrative systems, processes, and policies are in line with agency standards and donor and local law requirements. Recommend changes in office practices and coordinate revision of systems, policies, and procedures to contribute to operational excellence, as relevant.
• Serve as a point person for coordination and execution of procurement in Moldova with close cooperation and with guidance from EZ SCM (Supply Chain Management); identify potential suppliers for various services and goods; perform due diligent visits, when required; in collaboration with EZ SCM, ensure proper segregation of duties within procurement process.
• Oversee the efficient use and management of Project Office assets and rented facilities. Ensure fully compliant procurement for office supplies and asset management systems. In coordination and with guidance from EZ staff, organize inventory monitoring, control, and reporting.
• Prepare draft agreements (partnership agreements, Contracts for Services, Labor Contracts, etc.) based on needs of the program and lead any agreement review processes required per CRS policy.
• Serve as the main contact with CRS Moldova’s local accounting firm; provide necessary documentation for local bookkeeping; follow up on reporting requirements required by law and prepared by accounting firm; request advice and clarifications, when required.
• Serve as the main contact with CRS Moldova’s bank in coordination and as per request from the EZ Finance team.
• Ensure that all invoices ready for payment via e-banking have the necessary supporting documentation and coordinate with EZ Finance team to ensure timely processing of payments.
• Manage Short Term Operating Advance (STOA) for payments made within Moldova.
• Together with EZ, adjust manuals (HR, Procurement) to incorporate specifics for Moldova.
• Support EZ staff with clarifications if there are any language challenges (various suppliers, accounting and bank services, partners, etc.)
• Serve as the key liaison and maintain relationships with relevant external stakeholders (landlords, service and goods providers, etc.) on assigned administrative matters and ensure required authorizations and documents are up-to-date.
• Manage the provision of travel and logistics support and services to staff and visitors. Manage event planning activities, including delegation visits, trainings and workshops.
• Coordinate any Information Communication Technology (ICT) need/advise with Regional ICT Manager
• Support CRS Moldova’s risk management through the development/updating of a Security plan and periodic forecasting and mitigation planning on risk.
• Serve as the operations focal point for partner capacity strengthening; lead partner financial management capacity assessments and action planning exercises and work closely with and support partners to develop internal control improvements based on priorities. Conduct in-country financial management monitoring visits, per schedules established in partnership agreements and based on financial capacity assessments.
• Manage a Project Assistant ensuring high-quality execution of duties, coaching and performance management to promote growth, and staff well-being.

Basic Qualifications
• Bachelor's Degree in Business Administration or other relevant field or min 5 years of relevant work experience. Master's Degree preferred.
• Minimum of 5 years work experience in administrative, financial and procurement support functions, with increasing responsibility. Office management experience a plus. Experience with an NGO or international organization preferred.

Required Languages – English, Romanian and Russian

Travel –none or very limited within Moldova

Knowledge, Skills and Abilities
• Very good planning, organizational and time management skills
• Ability to make sound judgment and good decisions and provide quality advice.
• Good relationship management abilities. Ability to work collaboratively and remotely.
• Strong customer service orientation with very good communication and interpersonal skills.
• Ethical conduct and ability to maintain confidentiality.
• Proactive, resourceful, solutions-oriented and results-oriented.
• Ability to adopt and apply various policies and procedures. Quick leaner.

Preferred Qualifications
• Procurement experience, a plus.
• Management and supervision experience a plus.
• Understanding of financial systems, including budgeting and budget/expense analysis experience preferred. Knowledge of local accounting and reporting requirements.
• Knowledge of USAID regulations, a plus.
• Proficient in MS Office package (Excel, Word, PowerPoint, MS Teams).

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.
• Integrity
• Continuous Improvement & Innovation
• Builds Relationships
• Develops Talent
• Strategic Mindset
• Accountability & Stewardship

Supervisory Responsibilities: Project Assistant

Key Working Relationships:
Internal: CRS staff based in Moldova (Chief of Party, MEAL Officer, Project Assistant) and Europe Zone (finance, procurement, administration, human resources); global team members engaged in Changing the Way We CareSM (global Director of Operations, operations managers in other demonstration countries, technical advisors).
External: NGO partner organizations in Moldova, service and goods suppliers, bank, local council, accounting firm, landlords, various government institutions.

***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

CRS is an Equal Opportunity Employer

How to Apply:
Please send both a CV and a Cover Letter to alma.komanovic@crs.org by 16 March 2021 at 17.00 (GMT+2). Only candidates selected for next steps will be contacted. Thank you.