Operations Manager

Main purpose

Is responsible for ensuring the effective coordination of operational functions supporting UPP's programmes across Syria. Is the focal point between programmes and logistics, administration and HR departments, ensuring that operational systems are responsive to programme needs while remaining compliant with organisational policies and donor requirements.

Supports the Country Director in the day-to-day operational management of the mission and ensures efficient coordination between programme implementation, logistics, administration, fleet, accommodation, security arrangements.

Responsibilities

Programme

·  Lead the overall operational management of the Syria mission, ensuring effective collaboration between programme and logistics, administration and finance, and HR departments departments to enable timely and efficient project implementation. Act as the central operational focal point, fostering communication, problem-solving, and alignment across functions

·    Coordinate day-to-day operational planning by facilitating regular coordination meetings, monitoring progress against agreed action points, and proactively identifying and resolving operational bottlenecks that may affect programme delivery. Ensure that all operational functions are adequately prepared to support project start-up, implementation, and close-out

·   Is the operational counterpart for Project Managers, translating programme needs into coordinated support from Logistics, Human Resources, Finance, and Administration. Oversee the timely delivery of operational services, ensuring that procurement, recruitment, transport, accommodation, and other support activities are planned and executed in line with project implementation schedules and donor requirements

·  Support the starting of new projects and grants by ensuring operational readiness, coordinating start-up processes, and facilitating the efficient allocation of resources throughout the project lifecycle. Contribute to smooth project closure by coordinating operational close-out activities and ensuring compliance with organizational procedures

·   Strengthen operational systems and processes across the mission by monitoring the implementation of Standard Operating Procedures (SOPs), supporting the development and optimization of operational workflows, and promoting a culture of continuous improvement and cross-departmental learning. Identify operational risks, recommend mitigation measures, and contribute to strengthening organizational preparedness, internal controls, and donor compliance requirements

Cross-Border and security

·   Support the Country Director and Security Manager in coordinating cross-border staff movements into and out of Syria, ensuring timely travel planning, visa and border-crossing arrangements, coordination with neighboring missions, and operational readiness for staff arrivals, departures, and travel logistics

·    Provide operational support to the implementation of security procedures by ensuring compliance with movement protocols, facilitating the dissemination of SOPs, and coordinating operational aspects of staff movements and security-related activities in close collaboration with programme and security teams

·   Manage guesthouses and office facilities, ensuring adequate accommodation, maintenance, service contracts, utilities, and office services are effectively coordinated and in line with operational standards

Logistics

·  Liaisie with the logistics department to prioritize operational requests and ensure that logistics support is aligned with programme implementation timelines

Accountability, safeguarding and compliance

·   Ensure that operational activities are implemented in compliance with donors requirements, safeguarding and PSEA standards, Code of Conduct, Core Humanitarian Standard (CHS), and organizational policies, accountability and feedback mechanisms

Inter-Missions Coordination

Act as operational liaison with other UPP country missions within the SWANA region.

Responsibilities:

·        coordinating shared resources

·        facilitating regional procurement when applicable

·        supporting staff deployments

·        coordinating cross-border logistics

·        harmonising operational procedures where appropriate

·  Requirements

 - Master's degree or equivalent experience in Humanitarian Operations, Logistics, Business Administration or related field

 - Minimum 5 years' experience in humanitarian operations

 - At least 3 years in operational management within an INGO

- Demonstrated experience coordinating multi-department operational teams, knowledge of logistics, procurement, administration and fleet management

- Experience in complex and insecure environments

- Experience with donor grants (EU, ECHO, AICS, UN, BHA, FCDO or similar)

- Excellent English knowledge

- Arabic and Italian knowledge desirable

- Experience in Syria desirable

- Experience in SWANA region desirable

- Experience with ERP systems desirable

- Leadership and excellent interpersonal skills

- Decision making, strong planning and coordination skills

- Accountability and negotiation

- Ability to prioritize competing operational demands

 - Flexibility

 -Problem solving and ability to ensure quick quality delivery in stressful environment   

     -Committment to humanitarian principles, respect for diversity and inclusion

UPP requires criminal background check certificate (released max 3 months before the date of job offer) to confirm a job offer. We are aware that in some countries the release of criminal background certificate by the competent authorities might require several weeks. However, UPP runs selections to deploy staff in emergency programs and time-lapse between job offer and field deployment is often very short. Thus, we kindly ask all candidates to get prepared on time and be able to submit their certificate promptly in case of success in the selection.

 OTHER REQUIREMENTS:

Un Ponte Per is an International NGO committed to diversity and inclusion within its teams, in line with the principle of non-discrimination. UPP encourages all candidates irrespective of gender, religion and ethnicity, including persons with disabilities to apply and become part of the organization.

Ethical Conduct & Safeguarding

UPP takes a zero-tolerance approach to any form of Sexual Exploitation, Abuse and Harassment (SEAH), Child Abuse, Neglect, Exploitation, and Physical/Emotional Harm, including online abuse, and is committed to recruiting only those suitable to work with children and the communities we serve. As a participant in the Inter-Agency Misconduct Disclosure Scheme (MDS), UPP systematically requests information from previous employers on any substantiated findings of SEAH or serious breaches of child safeguarding, reserves the right to contact any organisation a candidate has worked for, and requests data on investigations ongoing at the time of their departure. All posts are subject to vetting checks including criminal records disclosure and screening against anti-terrorism, anti-money-laundering, anti-corruption, and anti-fraud sanctions lists. Shortlisted candidates must provide a criminal background check certificate issued no more than three months before the job offer; candidates are encouraged to obtain this in advance as processing times vary. By submitting an application, candidates confirm their understanding of these procedures, authorise UPP to conduct all mandatory inquiries, declare that they have never committed or been subject to findings of SEAH or Child Abuse, Neglect, Exploitation, or Physical/Emotional Harm. All selected candidates are expected to work in accordance with UPP's Code of Conduct and all PSEAH and Child Safeguarding policies. Only shortlisted candidates will be contacted.

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