The Deputy Chief Operating Officer (DCOO) is a senior leadership role with primary responsibility for managing and coordinating the Ford Foundation’s operations in New York and across its 10 offices worldwide. This is a newly-created position that will serve as a right hand to the Chief Operating Officer (COO), help to empower the Foundation’s operations around the world, and support its’ priorities globally. Based in the Foundation’s headquarters in New York City, the DCOO will function as the key manager of several critical operational functions, such as Financial Services, International Operations and Security, and Facilities, across the Foundation.
The DCOO reports to the COO, who also serves as the Chief Financial Officer and Treasurer. S/he will lead of a team of five direct reports: Financial Accounting Director, Investment Accounting Director, Financial Planning & Purchasing Director, Facilities Director, and International Security Officer. A key peer and partner to the DCOO is the Chief Technology and Knowledge Management Officer, who is responsible for all aspects of Information Management and Information Technology.
The DCOO will work with the COO to set and deliver on strategic operational short term and long term goals that advance the Foundation's institutional objectives. S/he will play a critical role as the bridge between various operational functions within the New York headquarters and their counterparts throughout the regional offices. A proven thought leader and manager of people and processes, the broad scope of the DCOO’s portfolio includes organizational leadership, as well as functional expertise. The duties of the DCOO will therefore include but not be limited to the following:
With the COO and team leaders, establish the annual goals for the core operational areas of finance, facilities, and international security; and support their respective teams to deliver on those goals.
Serve as partner to Regional Directors to support all international operations and coordinate those functions with their NY counterparts. Assist in the oversight and management of their facilities including real estate assets, leasing and space occupancy, and security.
Lead the organization in all internal and external operational and financial-related reporting or related responsibilities as required.
Represent the Foundation in various affinity/membership organizations.
Drive the development, management, and continual improvement process related to all business processes. Systematically monitor, review, and upgrade systems, policies, risk management controls, and procedures to maintain the highest standards of operational excellence.
Develop, monitor, and make improvements based on Key Performance Indicators for all critical operating areas.
Create and maintain communication systems between operational units across the entire foundation, keeping the COO informed of critical issues.
Establish, oversee, and guide global operational and cross-divisional committees.
Team Development & Leadership
Oversee the day to day functions of the finance, facilities, and international teams.
Develop an operations directors’ team of global thinkers and collaborators; driven to design, build, and manage robust and agile operational, administrative, and decision support systems.
Create accountabilities and development goals; set annual performance objectives, review and manage staff performance; mentor and develop individuals to achieve excellence in all aspects of their work, providing clear and constructive feedback and coaching for success.
Coach, mentor and develop team members to become “their highest and best selves.”
Ensure that the Foundation operates within accepted accounting standards, in accordance with all legal requirements, and to best practice standards.
Lead staff and systems to develop and manage annual spending budgets.
Meet all external and internal reporting requirements, including the development of value added management analytics that support decision making at all levels of the organization.
Manage annual audit process with external accounting firm.
Partner with the General Counsel's office to support the work of the Foundation's internal auditor.
Systematically monitor, review, and upgrade systems, policies, controls, accounting standards, and procedures.
Advance new systems, procedures, and training to improve efficiency and effectiveness of all financial operations.
Partner with Regional Directors to provide effective operational support of the Foundation’s regional offices.
Provide guidance and support to all operating positions through coordinated integration with parallel NY teams.
Create systems of communication and oversight that ensure all regional offices are meeting the operational needs of their offices, any local compliance requirements, and the policies and practices of NY headquarters.
Establish systems and procedures that ensure the Regional Directors’ time is reserved for only the most critical and highest level decisions related to office operations.
Provide support for facilities in the regions through review and management of office leases, building management and related activities; make recommendations for improvements to the COO and Regional Director.
Manage and maintain centralized policies, procedures and systems for opening, closing, and merging offices.
Provide leadership in the evaluation of alternative operating models to support the regional strategies across the globe.
Manage the operation of the Foundation’s landmarked NYC headquarters as well as its temporary offices (through 2018).
Manage a team of internal staff and external service providers to maintain the Foundation’s NY assets at the highest level, commensurate with a NY “A” office building including: engineering; janitorial; security, etc.
Participate in the commissioning of all new systems and procedures as the restored headquarters comes on line in 2018.
Oversee the negotiations with all major service providers to maintain the facilities.
Oversee food service operations for staff and for an expanding center of convening operations.
Develop a convening operations model and appropriate staffing structure to support an active convening operation in service of Ford’s Global Center for Social Justice.
Manage the tenant relationships with like-minded organizations operating within the renovated HQ building.
Oversee the international safety, and security programs ensuring that all staff follow best practices in their offices or when travelling.
Oversee overall planning, implementation, and reporting of the Foundation’s global safety and security analysis and resulting plans.
Serve as a critical component of the Business Continuity Management System (BCMS) supporting annual assessments of all enterprise risks and the training of all staff.
Establish a cycle of global safety and security plans, physical upgrades, protocols, and awareness that supports the Foundation’s duty of care to staff and guests of the Foundation.
QUALIFICATIONS AND CRITERIA FOR SUCCESS:
A Bachelor’s degree is required; Master’s degree is strongly preferred.
The DCOO should have significant global financial management experience (as a chief financial officer or strong deputy) gained in a complex, international and highly matrixed organization. This may include leadership experience in government, a foundation, nonprofit organization, or institute of higher education, or a combination of not-for-profit and corporate leadership experience. While comprehensive financial management experience is essential, it is preferred that candidates also have some background in international operations and security, and/or global facilities management. The DCOO should have a proven track record of successfully managing and developing high performing teams, and leading and collaborating with globally-dispersed colleagues and partners in multiple offices.
A seasoned leader of people and processes, the DCOO will have broad experience in developing and managing high performance teams, and inspiring team members to become “their highest and best selves.” S/he will demonstrate executive presence, confidence and have a strong sense of self. Innately and intellectually curious, this executive should have superb cross-cultural awareness, sensitivities, and a keen interest in the world around them. Furthermore, the DCOO should demonstrate sound, objective judgment, and have the ability to proactively anticipate and address functional and organizational trends. As a senior leader within the Foundation, s/he will be expected to makes sense of complex and high volumes of information, and distill the most critical components. Finally, the DCOO should have excellent written and verbal communication skills, as well as the ability to influence and collaborate with stakeholders at all levels.