Deputy Director, Field Operations
Job Description
Title: Deputy Director, Field Operations
Company Name: UCEP Bangladesh
Vacancy: 01
Job Location: Dhaka
Employment Status: Contractual
Educational Requirements:
∎ Minimum Master's/ MBA/ equivalent degree from any relevant discipline like Development Studies, Management, Economics from any recognized university.
Experience Requirements:
∎ At least 10 year(s)
Job Responsibilities:
∎ STRATEGIC (30%):
∎ Ensure that UCEP Bangladesh's all relevant policies, rules, guidelines are understood, upheld and adhered to by all staff under supervision of UCEP Bangladesh and all its entities at HO and regional levels.
∎ Ensure effective and efficient implementation of UCEP Bangladesh's values, vision, mission and goals as per 2016-2025 Strategy as well as the Annual Plans.
∎ Take a proactive role to:
∎ develop Business Plan for UCEP Bangladesh and all its entities and ensure implementation at central and regional levels.
∎ strengthen image, credibility and goodwill of UCEP Bangladesh and all its entities at local, national and international levels.
∎ establish and maintain effective liaison with all relevant stakeholders as necessary at local, national and regional levels.
∎ Provide regular updates to BoG as required, appraise BoG about critical issues and ensure rolling out of relevant BoG decisions.
∎ Collaborate and coordinate with other SMT members, relevant teams at central and regional levels within UCEP Bangladesh and all its entities for effectively and efficiently achieving of UCEP Bangladesh's values, visions, missions and goals.
∎ uphold and ensure the best interests of the organization at all times.
∎ ensure cost effectiveness of management and operations of UCEP Bangladesh and all its entities at central and regional levels.
∎ ensure effective and efficient management of regional operations of UCEP Bangladesh for its institutional growth and sustainability.
∎ Ensure development and efficient, effective and transparent maintenance of regional office budgets.
∎ Facilitate and promote due diligence in the entire operational activities so that regulatory/donor compliances are duly and timely maintained/adhered to.
∎ Contribute to instilling the principles of core values among the colleagues vide a clearly articulated actions plans.
∎ Take part in developing and implementing key strategic documents, policies, guidelines, procedures, tools etc. as necessary to ensure strict governance and rigorous compliance practices as per country law within UCEP Bangladesh and all its entities at HO and regional levels.
∎ Take note of market trends and suggest the management to bring in necessary and appropriate shifts/changes etc.
∎ Report to management and stakeholders and provide advice as to how the organization and future business decisions might be impacted.
∎ Develop and review strategies that work to minimize financial risks.
∎ Maintain effective and regular cooperation, coordination with the relevant departments at HO to ensure operational efficiency as well process soundness.
∎ OPERATIONAL (55%):
∎ Operations related Services:
∎ Take a lead and proactive role to:
∎ ensure the development and effective implementation of Electronic Resource Planning (ERP) and ensure smooth delivery of related services e.g. inventory & supply chain management in this regard in coordination with other relevant departments (e.g. Finance, Programme, ICT etc.).
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∎ strengthen and update UCEP Bangladesh's business processes and management mechanisms, specifically related to support services. In this regard, ensure development and effective implementation of UCEP Bangladesh's:
∎ Administrative Manual, which will include the UCEP Bangladesh Procurement Guidelines, Risk Management Guidelines, Vehicle Use Guidelines, PF Rules & Gratuity Trust/Deed, etc.
∎ introduce and maintain the use of tech based solutions in order to ensure effectiveness, efficiency, transparency and accountability to the highest level in regard to all types of operations and management procedures mainly at UCEP Bangladesh regional offices.
∎ ensure proper and timely approval and keep all necessary governmental and non-governmental licenses undated and approvals for the effective and efficient functioning mainly at regional levels.
∎ ensure Decent Work, specifically, Occupational Health and Safety (OHS), Personal Protective Equipment (PPE) following OSHA standards within UCEP Bangladesh and all its entities at HO and regional levels.
∎ ensure smooth functioning of all administrative processes including utilities, maintenance, sanitation and hygiene, storage, timely availability of equipment, materials, inventories and other logistic items with strict adherence to procurement guidelines, compliance standards and relevant UCEP Bangladesh policies mainly at regional levels.
∎ ensure development and maintenance of an automated filing and documentation system.
∎ ensure safety and security of life, all tangible and non-tangible assets and properties of UCEP Bangladesh mainly at regional levels on a regular basis and during natural or man-made disasters, emergency situations, dealing with internal or external criminal offences.
∎ ensure effective and efficient management of all ICT and Business Solutions related issues.
∎ undertake timely and effective initiatives so that cyber security and IT infrastructure at the regional levels are duly secured and well protected.
∎ oversee, manage, and optimize the day-to-day operational systems of the organizational regional offices including facilities, equipment, appliances, office services, and technology.
∎ maintain effective liaison with central and regional offices so that filed operations are conducted in a smooth manner.
∎ Help admin. And other departments in transport management, man management, procurement management, asset tracking, rental issues, maintenance etc.
∎ Programmatic and other related services:
∎ ensure necessary support to other departments for smooth functioning/implementation of programme activities.
∎ Assist the top management in preparing quarterly/annual/multiyear budget preparations and monitoring its implementation with necessary and timely reports.
∎ Work with and render necessary supports in regional budget planning and implementation.
∎ Prepare budget and cash-flow reports for the top management e.g. SMT, Board of Governors as required and requested.
∎ Track the programmatic updates on a regular basis and report it to the concerned department/SMT on a regular basis.
∎ Coordinate the regional activities in guidance with the programme team based at the Head office.
∎ Detect the constraints/threats that hinder/may hinder the outcomes of programmatic activities.
∎ Render all necessary support so that there are always clear and timely guidance to regional/field teams relating to programme.
∎ Undertake necessary initiatives to facilitate accessibility, policy revisions/formulations, organizing different sessions etc.
∎ Help implant 6S in the workplaces across the organization.
∎ Help in conducting and achieving certain standards like ISO across the organization.
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∎ Financial and Accounts related services
∎ Collect, interpret and review financial information as required and requested to produce financial reports related to budgets, account payables, account receivables, expenses etc. and make them accessible and thus contribute to developing long-term business plans based on these reports.
∎ Manage and oversee the regular accounts and financial operations across the regions and prepare necessary reports thereby.
∎ Establish and maintain fiscal files and records to document transactions.
∎ Monitor emerging technology to determine ways to automate the regional operations without sacrificing accuracy and accountability.
∎ Ensure that the monthly and quarterly Bank Compliance activities are performed in a timely and accurate manner.
∎ Undertake necessary initiatives to facilitate best value for money and optimum usages of resources.
∎ Undertake initiatives for workflow process improvements like in the light of theory of constraints.
∎ Recordkeeping and documentation related services:
∎ Coordinate the preparation of all tax/VAT and annual audit reports.
∎ Enhance and/or assist to develop, implement and enforce policies and procedures of the organization.
∎ Guide the regional teams so that all documents (e.g. certificates, approvals, memos, NOCs, registrations, deeds, agreements) are duly preserved and taken care of.
∎ Keep all documents updated as a matter of due diligence.
∎ PEOPLE MANAGEMENT AND HUMAN RESOURCE DEVELOPMENT (15%):
∎ Take a lead and proactive role to
∎ Foster team spirit among the members based on the spirit of mutual respect, commitment to excellence, inclusiveness.
∎ Develop identity based on ownership feeling and team cohesion among all staff of UCEP Bangladesh and all its entities at HO and regional levels.
∎ Help facilitate necessary team building events in this regard for all staff at central and regional levels.
∎ Ensure staff have relevant Job Descriptions and necessary working tools (Annual Objectives and Work Plans etc.), maintenance of task distribution, collaboration and coordination within and among departments, within and among HO and regional offices of UCEP Bangladesh and all its entities.
∎ Help ensure effective core, consultant, contractual and project staff management.
∎ Help in sourcing employee recruitment processes at the HO/regional offices.
∎ Assist HRM & D Department in developing and maintaining a professional pay (including grade, salary and benefits) structure which is aligned to the market.
∎ Actively contribute to developing and maintaining a professional 360-degree staff appraisal, quality control, career development system, probation performance review etc.
∎ Assist in ensuring existence of necessary human resources within UCEP Bangladesh and all its entities at HO and regional levels at all times. In this regard:
∎ Assist in conducting periodic institutional and organizational needs assessments in regard to human resources and develop annual (with at least 5-year projection) Human Resource Plan including an Annual Staff Training Calendar for the organization with necessary expertise to implement UCEP Bangladesh's present and future vision, mission and goals; and ensure effective and efficient programme implementation.
∎ Render necessary support in developing and maintaining staff database through an effective and efficient automated Human Resource Management System (HRMS) at the regional and HO offices.
∎ Ensure systematic and effective delegation and decentralization of systems and operations.
∎ Assist Human Resources Development and Management Department in the relevant and applicable areas like manpower planning, staff retention, grievance handling, disciplinary procedure, policy revision, performance apprisal, training & development, information dissemination, awareness raising session, coordination meeting, job description development etc.
∎ Support the management in conducting any enquiry/fact finding missions as required and requested.
∎ ensure timely addressing and resolving of complaints from central and regional levels of UCEP Bangladesh and all its entities through proper procedures.
∎ ensure effective and efficient management of all outsourced services e.g. security, cleaning, catering, gardening etc. mainly at regional levels of UCEP Bangladesh and all its entities.
∎ Handle personnel issues relating to staff conflicts, absenteeism, performance issues, etc.
∎ Help employees under supervision in setting Key Performance Indicators (KPIs), Means of Verifications (MoVs) during service periods.
∎ Undertake initiatives for career counselling, motivation, conflict management on a regular basis.
∎ To regularly review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
∎ Process employee leave requests under supervision.
∎ Carry out any other relevant tasks assigned by the supervisor and the BoG as and when necessary.
Additional Requirements:
∎ Age at most 50 years
∎ Both males and females are allowed to apply
∎ At least 10 years of relevant professional experience of which at least 05 years as Manager or equivalent position of field level program at a large national or international organization preferably in the non-profit sector.
∎ Experience of working with international donors will be an added advantaged.
∎ Excellent command on communication skills both in Bangla and English.
∎ Excellent computer operating skills & conversant with MS Office package including latest financial, accounting, HRM etc. software (e.g. ERP, HRMS, Quickbook etc.) and other software and e-tools. Preference will be given to experiences or qualifications on tech-based business solutions.
∎ Self-motivated, adaptable, team player and passion for social development works.
∎ Ability and willingness to travel extensively.
∎ Maintain strict confidentiality regarding all information, communication and documentation (in electronic or hard copy forms) of UCEP Bangladesh and all its entities at central and regional levels.
∎ Age limit for the applicant would be 50 years. Management has the ability to make exceptions based on qualifications.
Salary: Negotiable
Application Deadline: April 23, 2019
Company Information:
∎ UCEP Bangladesh
∎ Address : Plot No 2 & 3, Mirpur-2, Dhaka - 1216
∎ Business : UCEP Bangladesh is a non-profit and non-government organization working with the motto “help to learn, skills to earn”! It serves children and youth and its programme includes second chance education, Technical Vocational Education and Training (TVET), support for job placement and advocacy for ensuring increased employability and Decent Work. UCEP Bangladesh has special focus on inclusion therefore, gives priority to the underprivileged. At present, UCEP Bangladesh works in 10 districts of the country. To learn more, please visit www.ucepbd.org.
Category: NGO/Development
Read Before Apply: Only short-listed candidates would be contacted and may be requested for more information. The authority reserves the right to accept/reject any or all applications without assigning any reason whatsoever. Direct application to any UCEP Bangladesh staff, any communication in regard to the application or any attempt to influence the process will immediately disqualify candidacy. UCEP Bangladesh is actively trying to increase equity and gender parity in the organization. Therefore, qualified women and candidates from disadvantaged backgrounds including Persons with Disabilities (PWDs) are especially encouraged to apply. The compulsory age of retirement is 60 years.
