Head of Systems and Operations - Yemen

Head of Systems and Operations - Yemen


Starting date: 1st August or upon availability

Contract duration: 6 months with possibility of extension

Country Program: Yemen

Base: Aden

Line Manager: Country Director for Yemen

Country Program and Position Overview:

People in Need (PIN) is an international, non-profit organization providing humanitarian and development assistance around the world. We have launched the multi-sector humanitarian programs in the south of Yemen in 2022. The Country Program (CP) is aiming for scale-up in 2023 and onwards in closer partnership with Alliance 2015 members and gradually strengthening its presence in south and south-west areas, increasing the team, institutional funding, and programmatic footprint, and currently leading our response from main base in Aden.

General position summary:

The Head of Systems and Operations (HoSO) is a member of the Country Programme (CP) management team (CMT) together with the Country Director (CD) and Programs Director (PD) and works in close cooperation with HQ colleagues who provide active support throughout the scale-up phases.

Reporting to the Country Director the HoSO leads departments which provide systematic and operational support for successful implementation of our projects, these are teams of Finance, Human Resources (HR), Logistics and Procurement. In cooperation with the head of the departments and technical support of the HQ in Prague, the HoSO helps to design, establish, and implement the organizational policies and compliance procedures, leads the hiring and technical development of the operational team and timely reacts on the programmatic and CP needs. The HoSO plays a key role engaging with the local and national authorities and ensuring the organization meets legal, administrative and compliance requirements.

Main Duties and Responsibilities are:

  • Directly line manage and support finance, HR and logistics and procurement teams, facilitating good communication between the teams;
  • Ensure operations departments support implementation, ensuring effective, efficient and timely responses to needs in Yemen;
  • Ensure that recommendations for improvements (e.g. from HQ and audits) are implemented in a timely manner;
  • Ensure that key support policies are continuously updated as required and appropriate to the context;
  • Ensure Yemen compliance check-list is regularly updated and monitor the progress on the action points;
  • Ensure procedures and regulations are transparent and in accordance with donors’ and PIN’s rules;
  • Oversee the budgets of support departments, improve needs planning and coordination, and contribute to planning needs for new projects with regard to support departments;
  • Oversee the Yemen programme economy including identification of gaps, financial and procedural risks, and provision of appropriate solutions;
  • Oversee HR ensuring the implementation of relevant national and international staff policies including training for new staff, managing leaves, allowances and evaluations;
  • Ensure adequate staffing of all supervised departments to achieve efficient delivery of the program;
  • Provide technical support and guidance to Logisticians to ensure effective operations and coordination between the office management, fleet management, procurement, stock and assets management;
  • Provide technical support and guidance to the finance team to ensure effective operations of and coordination between budgeting, drawing, and accounting;
  • Ensure effective communication between support (finance, HR, log) and program departments;
  • Ensure compliance with local legislation, rules and regulations in terms of visas, tax, and labour law.

Suitable candidate for this position should have:

  • Significant previous experience with managing systems, logistics, administration and HR;
  • Experience with finance management of international donors;
  • Experience with team management and supervision and interest in building capacity of local staff;
  • Experience of working within a humanitarian and/or development organization;
  • Excellent communication skills, including fluent spoken and written English;
  • Strong coordination, organizational, critical analysis and problem-solving skills;
  • Experience of working in complex and volatile contexts;
  • Working experience with an accounting and economic software;
  • Previous working experience from Middle East is an advantage.

Living Conditions / Environmental Conditions:

  • This position is unaccompanied and is based in Aden, Yemen. Guesthouse/accommodation will be provided.
  • Team members are expected to conduct themselves in a professional manner and respect local laws, customs, and PIN's policies, procedures, and values always and in all in-country venues.

People in Need offers:

  • Working environment in a well-established and growing humanitarian organization;
  • Starting salary as per PIN salary scale between 4400 – 4700 super gross per month depending on previous experience (subsistence allowance of 1350 EUR and hardship allowance of 400 EUR monthly already included);
  • Free access to e-learning sites, global PIN’s Induction Training, and individually tailored capacity building opportunities incl. HEAT training;
  • 25 days of paid leave annually;
  • R&R benefits according to PIN’s policy including extra paid days off and regional flights;
  • Reimbursement of travel expenses with travel to the country of residence once per every 6 months of completed work;
  • Reimbursement of costs of visas and vaccinations; assistance with visa application procedure;
  • Accommodation in PIN’s guesthouse on PIN’s expenses;
  • Free 24/7 medical helpdesk and psychological consultation available online (incl. couching, mentoring); travel health insurance (covers the health care incl. the repatriation).

How to apply:

Are you interested in this position? Great. Send us your CV and short cover letter via our application form.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need staff are expected to perform job duties and responsibilities in accordance with People in Need Code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp).

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.