Position Title: Head of Operation Officer

About Helping Hands for Women Organization (HHWO)

HHWO, is a humanitarian non-profit, non-governmental, non-political, and non-partisan, national organization founded by its ardent founders in 2014. HHWO is registered in the Ministry of Economy (MOEC) with registration number (#3291) dated 28-09-2014.

At HHWO, we seek to build a future in which all Afghans – regardless of their gender, age, race, ethnicity, or religion – experience a life of dignity and comfort, free from hunger, poverty, ignorance, illiteracy, violence, and backwardness.

Our overall mission is to eliminate hunger, reduce poverty, provide and promote access to health care and education, provide access to clean water, sanitation, and hygiene (WASH), promote gender equality, and provide child protection services to vulnerable and underprivileged children by putting an emphasis on their education, nutrition, health, and participation in sports. We also put a lot of effort into developing the skills of both men and women, increasing their social and legal awareness, assisting them in becoming equal partners, active citizens, and key decision-makers, allowing them to assume leadership positions, addressing women’s needs, and advocating for local issues through which the vulnerable groups can assert their dignity and pursue human rights and peace.

Position Summary

The Head of Operations at HHWO is responsible for providing strategic leadership and operational oversight to ensure the organization’s programs and services meet the highest standards of quality and effectiveness. This pivotal role involves setting and implementing operational policies and procedures, managing resources, and fostering a culture of excellence and innovation within the organization.

Key Responsibilities

1. Strategic Leadership:
   • Develop Operational Strategies: Lead the formulation and implementation of operational strategies that align with HHWO’s mission and objectives. This involves understanding organizational needs, assessing external factors, and identifying opportunities for growth and improvement.
   • Execution and Monitoring: Ensure effective execution of strategies through clear delegation, monitoring progress, and adjusting plans as necessary. Foster a culture of innovation and adaptability to respond to changing circumstances and emerging needs.
   • Alignment with Organizational Goals: Collaborate with senior management and key stakeholders to ensure operational strategies are integrated with broader organizational goals and strategic priorities.

2. Policy and Procedure Development:
   • Policy Formulation: Develop, implement, and regularly review operational policies and procedures across all departments. Ensure these policies are aligned with best practices, legal requirements, and organizational objectives.
   • Enhancing Efficiency: Streamline workflows and processes to enhance operational efficiency and effectiveness. Implement standardized procedures for procurement, project management, reporting, and other operational functions.
3. Financial Oversight:
   • Work closely with the finance team to integrate procurement and contract management activities into budgeting, financial reporting, and auditing processes.
   • Provide regular reports on procurement activities, contract status, and financial expenditures to senior management and the Board of Directors.
   • Auditing and Compliance: Oversee internal and external audits to ensure compliance with financial regulations, donor requirements, and organizational policies. Implement corrective actions as needed based on audit findings.
4. Procurement and Supply Chain Management:
   • Develop and implement procurement policies and procedures to ensure transparency, efficiency, and compliance with organizational standards and donor requirements.
   • Oversee the procurement process, including sourcing, bidding, evaluation, and contract award, to secure goods and services at the best value.
   • Manage vendor relationships and negotiate contracts to optimize terms and conditions while minimizing risks to HHWO.

5.   Contract Management:
   • Lead contract management efforts, ensuring all contracts are properly drafted, reviewed, and executed in accordance with legal requirements and organizational guidelines.
   • Monitor contract performance and compliance, collaborating closely with program managers and finance to ensure deliverables are met within budget and timeline constraints.
   • Identify and mitigate contractual risks, promptly addressing issues that may impact project outcomes or financial obligations.
6.   Capacity Building and Training:
   • Develop capacity-building initiatives and training programs for staff involved in procurement and contract management, promoting professional development and adherence to best practices.
   • Provide guidance and training to staff on new policies and procedures, ensuring consistent understanding and adherence organization-wide.
7. Compliance and Risk Management:
   • Legal Compliance: Ensure HHWO operates in full compliance with applicable laws, regulations, and organizational policies. Stay informed about legal developments that may impact operations and implement necessary changes.
   • Risk Assessment and Mitigation: Identify potential risks to HHWO’s operations and develop strategies to mitigate these risks. Implement risk management protocols and monitor effectiveness to minimize organizational exposure.
   • Crisis Management: Develop and implement contingency plans for responding to emergencies or crises that may impact program delivery or organizational stability.
8. Team Leadership and Development:
   • Inspiring Leadership: Provide visionary leadership to the operations team, fostering a culture of teamwork, accountability, and professional growth. Encourage innovation, creativity, and continuous improvement in all aspects of operations.
   • Staff Development: Mentor and coach team members to enhance their skills, knowledge, and professional development. Conduct performance evaluations, set clear goals, and provide constructive feedback to promote individual and team success.

9. Monitoring and Evaluation:
   • Performance Measurement: Establish and monitor key performance indicators (KPIs) to assess program effectiveness, operational performance, and progress towards strategic objectives.
   • Data-driven Decision Making: Use data and analytics to inform decision-making processes, identify areas for improvement, and drive organizational change. Regularly review and analyze performance metrics to optimize program outcomes and resource allocation.

10. Emergency Preparedness and Response:
    • Contingency Planning: Develop and implement comprehensive contingency plans to respond effectively to emergencies, natural disasters, or other crises that may impact HHWO’s operations.
    • Coordination and Communication: Ensure clear protocols and communication channels are established for emergency response. Coordinate with internal teams, external partners, and stakeholders to mitigate risks and maintain continuity of essential services.
    • Training and Preparedness: Conduct regular training exercises and simulations to prepare staff for emergency scenarios. Evaluate and revise emergency plans based on lessons learned and evolving threats

Education and Experience:

• A Bachelors’ Degree in Accounting, Finance, Public or Business Administration, or related field master degree in advantage.
• At least 7-9 years’ work experiences in a similar position with a well-known NGO.

Skills: 

• Leadership.
• Understanding of policy, planning, and strategy.
• Ability to develop, implement, and review policies and procedures.
• Ability to oversee budgeting, reporting, planning, and auditing.
• Understanding of necessary legal and regulatory documents.
• Ability to address problems and opportunities for the organization.
• Ability to build alliances and partnerships with other organizations.

• Languages: Written and Spoken Fluency in English and Dari and/or Pashto, both.
• Location: Kabul, will be traveling to provinces.

Interested candidates are requested to send their applications along with their Cover letter, and CVs to the attention of the following address hr.hhwo@gmail.com, and CC director.hhwo@gmail.com

• Please write the Job title/Vacancy Number in the subject line of your email.
• Applications received after the closing date will not be considered.
• Our recruitment process operates on a rolling basis, meaning we may reach out to and interview candidates shortly after the job posting goes live.

• ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.

Submission Email:

To: hr.hhwo@gmail.com

Cc: director.hhwo@gmail.com

hr.hhwo@gmail.com/director.hhwo@gmail.com