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Operation Manager

OPERATION MANAGER – VTE Lao PDR Country Office

TEAM/PROGRAMME: Laos Country Office Program Implementation Team

LOCATION:  Vientiane

GRADE: 2

CONTRACT LENGTH: 1 year

Child Safeguarding:

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g. once a month or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs.

ROLE PURPOSE:  

 

Save the Children is the world’s leading independent organization for children. We work in 120 countries. We save children’s lives; we fight for their rights; we help them fulfill their potential. We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. We have over two million supporters worldwide and raised 1.6 billion dollars last year to reach more children than ever before, through programmes in health, nutrition, education, protection and child rights, also in times of humanitarian crises.

 

Save the Children in Lao PDR works in across five themes – Health& nutrition, Education, DM/DRR, Child protection and CRG - through government partners in Savanakhet, Khamouane, Sayaboury, Luang Prabang and Bolikhamsay Provinces.

 

The Operations Manager has a dual key role in aligning program work plans & budgets and related matters and the day-to-day management of Vientiane based activities, working closely with PDQ,  Administration and Finance teams of the VTE office and externally w/ line ministries .

 

SCOPE OF ROLE:

Reports to:  Programme Director

Staff directly reporting to this post: POs (6), Budget Responsibilities: YES

KEY AREAS OF ACCOUNTABILITY:

 

Program planning, Implementation, monitoring and reporting

·         Regularly reviews detailed implementation plan for activities implemented at central level (Education, DRR, CP and CRG) in close coordination w/ programme partners (NPA, INGOs) and line ministries (MOES, MSLW, MONRE)

·         Provides overall supervision and management to VTE implementation team (VTE Programme managers) ; when required provide hand’s on support to ensure activities are delivered on time and budget.

·         Provides monthly implementation update to PD; identifies bottle neck and delays, proposes remediation

 

Operations Management:

·         Coordinates w/ VTE procurement and admin functions for programme activities implemented in VTE and in the field

·         Liaises w/ partners and gvt offices to support effectively programme delivery and ensure adherence of staff to relevant SCI policies and guidelines.

·         Ensures that VTE programme activities fully comply with the child safeguarding local procedure and CSG global policies; signs off on CSG risk management plans for each activity involving children, monitors implementation.

 

Budget Planning and expenditure monitoring

·         Prepares annual budget for programme implementation at VTE level, according to the budget template

·         Provides explanations for variance and mitigation plans, proposes output adjustments;

·         Ensures budget monitoring (check BvA), compiles comments, refines analysis and when variances, propose mitigation/adjustment actions;

·         Approves revised/budget phasing or reforecast, every quarter;

·         Provides information on support function costs for site office to TA/Finance during proposal development;

 

Financial management & Accounting

·         Approves budget advance, expenditure and requests for both partners and staff within SOD or certifies and escalates to PD;

·         Reviews VTE partners’ financial reports along with the supporting documents and ensure partner advances are  cleared on a regularly basis

·         Review donor reports prepared by the respective team and provide comments on significant budget variances against VTE level budget.

·         Compiles monthly VTE level fund request (Programme implementation)

 

Personnel management

·         Develops and updates job descriptions which clearly define the roles and responsibilities of the staff under his/her supervision; 

·         Ensures that staff clearly understand their roles and responsibilities. On the basis of their job descriptions, monitor staff performance and provide constructive feedback to staff in line with SCI Policy.

·         Works with staff to agree clear annual priority work plans and individual development plans linked to strategic priorities,

·         Ensures that staff are trained to SCI policies, procedures and guidelines such as: Child Safeguarding, anti-Fraud, procurement;

·         Conducts twice yearly participatory appraisals to assess performance and development of staffs under his/her supervision;

·         Incorporates staff development strategies and Performance Management Systems into team building process.

·         Discusses needs for professional development opportunities for program staff with the direct Line Manager and the HR and Support Service.

 

Partnership management

·        As SCI representative at VTE level, responsible for further developing and maintaining close, professional and positive work relationships with partners (NPA and );

·        Serves as focal points w/ line ministries for partnership management ; supports MoU process, ensures  compliance w/ NGO guidelines in relation to visits and reports; compiles annual reports to line ministries and MoFA.

·        Supervises drafting and implementation of partnership agreements w/ VTE based NGO/CSO.

·        Represent SC in meetings and events as instructed by PD

 

Emergency Response Management

·         Responsible for strengthening the organisational readiness to respond to emergencies in line with global SCI emergency goal and benchmarks;

·         Oversees that all field staffs are familiar with, adhere to and implement the procedures and processes detailed in the Rules and Principles for emergency response;

·         Ensures to provide update information and data at sile level at time of emergency caused by natural disasters to PD/CD or staff related in VTE;

·         Responsible for mounting appropriate and timely responses at scale to all emergencies consistent with established benchmarks, plans and organizational policies, and in close cooperation with incoming surge teams;

·         Responsible for implementing a full set of emergency preparedness actions in respective province.

 

 

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

·         Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

·         Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

·         Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

·         Widely shares their personal vision for Save the Children, engages and motivates others

·         Future orientated, thinks strategically.

Collaboration:

·         Approachable, good listener, easy to talk to; builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters.

·         Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives; knows when to lead and when to follow and how to ensure effective cross-boundary working.

·         Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages, building confidence and trust.

·         Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future.

Creativity:

·         Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organization.

·         Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organization.

Integrity:

·         Honest, encourages openness and transparency, builds trust and confidence

·         Displays consistent excellent judgement.

QUALIFICATIONS AND EXPERIENCE

·         At least 5 years/substantial experience working with a humanitarian/ development organisation, including significant experience working at field level.

·         Education to MSc/MA/MEng level in a relevant subject or equivalent field experience.

·         Previous experience of managing a team

·         Solid experience in grant management, including budget holding and donor reporting.

·         Previous experience of project management and working with Government partners.

  • Excellent interpersonal, communication and presentation skills.

·         A high level of written and spoken English.

  • Very good in using word and excel and other online office applications.  

·         Strong influencing skills and experience in advocacy.

  • A very good understanding of Program management cycle.
  • Ability to analyse information, evaluate options and to think and plan strategically.
  • An in depth understanding of national and international development issues in particular in relation to children.
  • Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches
  • Proven experience in Emergency response.

Date of issue: 12th December 2016 Author : Program Director

Save the Children
INGO
Full-time
Not specified
Jan 26th 2017
Vientiane Municipality
HR Team
hr.laos@savethechildren.org


Interested candidates can obtain the full Job Description via http://www.directoryofngos.org/pub/jobs and should submit a full application (CV, cover letter, and contact details of three professional referees) to:

Save the Children, HR Manager, Rue Nerhu, Unit 25, Ban Phonexay (PO Box 7475) Or email to:  hr.laos@savethechildren.org and vilasack.viraphanh@savethechildren.org

 

Closing date for applications is: 26th January, 2017. Only shortlisted candidates will be contacted.

 

Save the Children is an equal opportunities employer; well qualified females and candidates from diverse cultural backgrounds are encouraged to apply.

Save the Children has a strict Child Safeguarding Policy and conducts thorough background checks prior to any offer of employment.

 

2017-01-11 10:04:02

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