Flying Eye Hospital Associate Director, Operations
As a key leading member of the Flying Eye Hospital (“FEH”), an aircraft converted into a state-of-the-art ophthalmic training facility, the Operations Associate Director provides operations leadership to ORBIS’s FEH programs and administers all non-medical aspects necessary for the success of FEH programs, including the planning, administration and implementation of the finance, administrative, logistics and procurement processes. Adhering to the FEH master plans and schedules, s/he ensures the procurement, co-ordination, distribution and security of operational resources and develops solutions to problems and challenges. Overseeing the internal operations, s/he ensures the finance, human resources, and technology functions run smoothly and manages the staff effectively. The Associate Director, FEH Operations is expected to handle complex situations and competing priorities while balancing long-term needs with the urgency of immediate demands. S/he will maintain strong cooperative relationships cross-functionally and interact effectively with internal & external stakeholders both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities.
This position requires up to 45 weeks of worldwide travel per year, mostly to developing countries.
REPORTING & WORKING RELATIONSHIPS:
The FEH Operations Associate Director reports to the Director of Aircraft Operations for General Operations job function and to the Medical Director on Staff Management job function outlined below. S/he collaborates closely with the FEH Advance Logistics Manager. This role will manage three (3) direct reports: Audiovisual Specialist, IT & Operations Coordinator and Administration & Operations Coordinator.
ESSENTIAL JOB FUNCTIONS:
(1) STAFF MANAGEMENT
Serve as the management liaison to the Medical Director for both medical and non-medical staff. Responsibilities include:
•Ensure plans remain aligned with staff capacity, financial resources, and stakeholder support
•Ensure the day-to-day administrative needs and operations functions are met and running well, disseminate information cross-functionally; respond to issues that arise, both internal and external.
•Manage Human Resources performance management, leave management, and time-sheet management. Intervene in processes where necessary to move projects along. Counsel staff members individually on HR matters where necessary. Liaise with HR in NY for all HR matters.
•Mentor and develop staff using a supportive and collaborative approach: assign accountabilities; set objectives; establish priorities; and monitor and evaluate results
•Provide the appropriate support and guidance to ensure the team is operating efficiently and effectively.
•Promote a culture of high performance and continuous improvement that values learning and a commitment to quality.
•Represent the FEH to donors, board members, public officials and other partners in person and in writing.
•Ensure the day-to-day administrative needs and operations functions are met and running well, disseminate information cross-functionally; respond to issues that arise, both internal and external.
•Manage Human Resources performance management, leave management, and time-sheet management. Intervene in processes where necessary to move projects along. Counsel staff members individually on HR matters where necessary. Liaise with HR in NY for all HR matters.
•Mentor and develop staff using a supportive and collaborative approach: assign accountabilities; set objectives; establish priorities; and monitor and evaluate results
•Provide the appropriate support and guidance to ensure the team is operating efficiently and effectively.
•Promote a culture of high performance and continuous improvement that values learning and a commitment to quality.
•Represent the FEH to donors, board members, public officials and other partners in person and in writing.
(2) GENERAL OPERATIONS
•Ensure there are adequate resources to follow through on all logistics planning, as determined by the master plan.
•Manage the FEH’s daily operations, enhance internal processes, including travel plans, safety & security protocols, logistics and supply chain management; manage others to desired outcomes and back-up direct reports as necessary
•Manages the proper set up of FEH aircraft, staff, volunteers and visitors, ensures the proper implementation of the master plan including their safe transport and securing relevant travel documentation
•Oversees the coordinating, consolidating, and smooth implementation of and adherence to logistic and security procedures.
•Ensure FEH staff, volunteers and visitors are informed of security protocols, as instructed by Advance Logistics Manager; monitor and brief staff on security updates, assess, monitor and report the security situation and develop security procedures relevant to the context.
•Assess current systems and practices and enhance processes related to human resources, operational resources, inventory management while supporting financial management goals; Ensure every step of the process is functioning effectively to avoid costly delays
•Standardize tools, systems and processes to maximize efficiency, minimize cost and produce best results
Supervises the organization, planning, and maintenance of operational resources, evaluates/reports any gaps
•Manage the FEH’s daily operations, enhance internal processes, including travel plans, safety & security protocols, logistics and supply chain management; manage others to desired outcomes and back-up direct reports as necessary
•Manages the proper set up of FEH aircraft, staff, volunteers and visitors, ensures the proper implementation of the master plan including their safe transport and securing relevant travel documentation
•Oversees the coordinating, consolidating, and smooth implementation of and adherence to logistic and security procedures.
•Ensure FEH staff, volunteers and visitors are informed of security protocols, as instructed by Advance Logistics Manager; monitor and brief staff on security updates, assess, monitor and report the security situation and develop security procedures relevant to the context.
•Assess current systems and practices and enhance processes related to human resources, operational resources, inventory management while supporting financial management goals; Ensure every step of the process is functioning effectively to avoid costly delays
•Standardize tools, systems and processes to maximize efficiency, minimize cost and produce best results
Supervises the organization, planning, and maintenance of operational resources, evaluates/reports any gaps
(3) FINANCE & ACCOUNTING
•Manage financial administration, monitor budget against actuals and cash flow for 2 cost centers: the FEH cost center and the aircraft operations cost center.
•Manage operational issues as they arise; provide recommendations based on financial analysis and projections, cost identification and allocation, and revenue/expense analysis.
•Provide hands-on support to the FEH Administration & Operations Coordinator, as needed
•Manage operational issues as they arise; provide recommendations based on financial analysis and projections, cost identification and allocation, and revenue/expense analysis.
•Provide hands-on support to the FEH Administration & Operations Coordinator, as needed
(4) GENERAL:
•Assist in the daily cleaning, set-up and packing of the aircraft.
•Participate in special projects and take on other duties as requested.
•Participate in special projects and take on other duties as requested.
QUALIFICATIONS & EXPERIENCE:
•Bachelor's or equivalent Degree in Operations Management, Logistics, Business Administration or other relevant area
•Min. 7 years’ field experience setting up and managing administration, procurement, logistics, and human resource systems with supervisory responsibilities.
•Experience of project management on the field mandatory and with working in insecure environments. Work experience in development project or operations management under difficult circumstances.
•Demonstrated ability to both lead and build the capabilities of a driven, bright and culturally diverse team
•Operational experience and a proven track record of creative problem-solving and change management in a mission-driven organization
•Previous international work experience required, preferably in the NGO sector
•Min. 7 years’ field experience setting up and managing administration, procurement, logistics, and human resource systems with supervisory responsibilities.
•Experience of project management on the field mandatory and with working in insecure environments. Work experience in development project or operations management under difficult circumstances.
•Demonstrated ability to both lead and build the capabilities of a driven, bright and culturally diverse team
•Operational experience and a proven track record of creative problem-solving and change management in a mission-driven organization
•Previous international work experience required, preferably in the NGO sector
SKILLS & ABILITIES:
•Excellent analytical, verbal and written communication skills along with a high level of diplomacy, discretion and problem solving ability.
•Strong project management and organizational skills, and the ability to manage multiple priorities in a complex environment; willingness and ability to manage large amounts of detail with great care and accuracy.
•Ability to collaborate with and achieve actionable results through others, the ability to build strong and sustainable relationships and the capability to interact within all levels of the organization.
•Team oriented work style, with a pro-active, open-minded, and flexible approach.
•Excellent judgment and creative problem solving skills including negotiation and conflict resolution skills; ability to act clearly and decisively in difficult, stressful conditions.
•Exceptional tolerance to stress: ability to function effectively in a demanding, fast-paced, and constantly changing work environment.
•Fluency in English – working knowledge of a second language is a plus.
•Ability to travel to developing countries up to 80% of the time. This includes having no significant disqualifying factors that would preclude approval of entry visas in the countries on the FEH travel schedule.
•Strong project management and organizational skills, and the ability to manage multiple priorities in a complex environment; willingness and ability to manage large amounts of detail with great care and accuracy.
•Ability to collaborate with and achieve actionable results through others, the ability to build strong and sustainable relationships and the capability to interact within all levels of the organization.
•Team oriented work style, with a pro-active, open-minded, and flexible approach.
•Excellent judgment and creative problem solving skills including negotiation and conflict resolution skills; ability to act clearly and decisively in difficult, stressful conditions.
•Exceptional tolerance to stress: ability to function effectively in a demanding, fast-paced, and constantly changing work environment.
•Fluency in English – working knowledge of a second language is a plus.
•Ability to travel to developing countries up to 80% of the time. This includes having no significant disqualifying factors that would preclude approval of entry visas in the countries on the FEH travel schedule.
How to apply:
Post a Comment