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Director of Operations

About International Foundation for Electoral Systems (IFES): IFES advances democracy for a better future. We collaborate with civil society, public institutions, and the private sector to build resilient democracies that deliver for all. Our technical assistance and applied research develop trusted electoral bodies capable of conducting credible elections; effective and accountable governing institutions; civic and political processes in which all people can safely and equally participate; and innovative ways in which technology and data can positively serve elections and democracy. Since 1987, IFES has worked in more than 145 countries, from developing to mature democracies.  In accordance with IFES’ approach: A society is able to reach its full potential in a world in which people of all genders are fully engaged as equal partners in their families, workplaces, and communities. Based on international human rights standards and best practices, IFES promotes political participation, justice, and equal rights around the world. IFES reflects these values in its programming and workplace culture.

The greatest assets of IFES are our team members. IFES offers competitive benefits and pay, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High-Quality Decision-Making, Accountability, Teamwork, and Collaboration.

Position Description:

IFES is seeking a Director of Operations for the forecasted five-year, USAID-funded Engagement with Voters for Equitable Representation (EVER) project, which will strengthen the foundation of democratic elections in Libya and empower citizens and civil society in democratic processes. EVER is projected to start in September 2024. The Director of Operations will provide oversight of financial and administrative management to the IFES Libya field office.

This is a full-time position based in Tripoli, Libya and is contingent upon award. This position is open to Libyan citizens only.

Application Process:

Interested applicants MUST submit a cover letter and CV. Applications will be reviewed on a rolling basis, with an anticipated start date of September 2024. IFES will only contact candidates of interest.

Major Duties and Responsibilities:

Under the direction of the IFES Libya Chief of Party, the Director of Operations’ responsibilities will include:

Procurement and Logistics Management:

• Ensure adherence to IFES and donor policies, procedures, and regulations in all financial, procurement, and logistics arrangements.
• Oversee all procurement actions for the Libya Office in line with IFES and donor procurement policies, rules, and regulations, including the IFES procurement manual.
• Oversee relations with IFES suppliers in the field and ensure the timely delivery of work according to specifications.
• Oversee logistics and travel for workshops and program activities conducted by the program team.

Financial Management

• Oversee project financial activities including procurement, budgets, financial reports, and cost projections as per the availability of funds.
• Work closely with the project leadership team to develop and monitor annual work plan budgets, operating budgets, and budget updates.
• Oversee the field office cash flow and payments, ensuring sufficient funds are available for program activities at all times.
• Oversee preparation of monthly balance sheet reconciliations and FERs and field office cash requests each month.
• Oversee all statutory payments including local taxes, severance, and filing of tax returns.
• Maintain contact with appropriate staff in IFES headquarters on financial issues. 
• Act as the primary point of contact in regular field office audits.
• Oversee the payment and disbursement of payroll for local field staff and payments for consultants and resource persons. 
• Oversee subgrant monitoring and compliance including organizational assessments, review of financial reports, advance requests, and financial tracking; develop subgrant monitoring plans; perform and document compliance visits.
• Conduct training for subgrantees on financial and operational management.

Office Administration Oversight

• Ensure smooth functioning of the office as related to administrative and financial operations. 
• Support the recruitment, supervision, management, and training of finance, administrative, and operations staff.
• Supervise the maintenance and proper functioning of the office and office facilities, including maintenance, supply purchasing, and repairs. Coordinate with the landlord when needed.
• Oversee IT resources and solutions, including IT resource management and ensure compliance with applicable office policies and IFES regulations.
• Ensure regular retention of electronic and paper records per office policies and grant obligations.
• Oversee compliance of staff with the IFES’ archiving system by verifying that each employee properly and regularly archives office documents in an organized fashion.

Risk Management:

• Oversee the management of assets through up-to-date office assets inventory; proper and documented handover of office equipment to staff and consultants; efficient retrieval of IFES properties before the departure of employees/consultants; and supervise the use of IFES material during events (setup and recovery of material).
• Liaise with Libya’s ministries and public administration bodies; customs and port authorities; municipal authorities; and police, when and if necessary.
• Ensure that the IFES office in Libya is fully compliant with applicable Libyan laws concerning the functioning of NGOs.
• Administer official and business-related procedures, such as customs clearance, work permit, etc. for the Chief of Party and any other international staff/consultants.
• Lead procurement of any insurance needs for the office, including office or health insurance for staff.

Security:

• Assist the Chief of Party on all security-related matters at the program level.
• Assist in the implementation of safety and security policies and procedures at the program level.
• Collaborate closely with and follow all security-related guidance provided by IFES’ local security provider, the Global Security Manager (GSM) and the Chief of Party.
• Complete and submit the IFES Program Security Audit confirming the program’s compliance with the IFES International Safety and Security Manual and the program’s Safety and Security Contingency Plan.

The Director of Operations will perform other duties as directed by the Chief of Party.

Skills and Specifications:

• The ability to remain highly organized while handling multiple tasks under tight deadlines.
• Ability to complete tasks with limited supervision.
• Must possess solid communication and presentation skills.
• Must value operating in a collaborative and cooperative environment.
• Ability to show initiative, good judgment, and resourcefulness.
• Conduct himself/herself with integrity and function ethically.
• Ability to manage staff and work with senior management.

Education and Qualifications:

• Minimum of bachelor’s degree in business administration or a related field; master’s degree preferred.
• Minimum of 10 years of experience working with international NGOs, including under USAID-funded programs.
• Demonstrated professional experience and knowledge in financial, operational, and administrative management.
• Demonstrated professional experience and knowledge in managing components of international development funded programming.
• Proficiency in Word, PowerPoint, Outlook, and Excel.

Language Skills:  Fluency in written and spoken English and Arabic language required.

Travel:  Travel may be required.