Operations Director (Full-time)

OPERATIONS DIRECTOR

KEY INFORMATION

Job Title: Operations Director (Full-time)

Reports to: Team Leader

Direct Reports: Operations Team (Finance Manager, Finance & Administration Officer, Logistics & Procurement Officer, Grants Manager, IT Officer)

Location: Hanoi, Vietnam

Duration: 2025 - 2026, with possibility of multi-year extension  

SUMMARY OF PROJECT

The anticipated Aus4Adaptation program will be a partnership between Australia and Vietnam to work together in responding to the challenges of climate change facing the Mekong Delta. It complements other investments that Australia has already made in climate change adaption. Aus4Adaptation comprises an investment of AUD 75 million over 10 years, with an initial phase of 5 years, with an option for a further 5-year extension. It supports the commitments outlined in the Comprehensive Strategic Partnership between Australia and Vietnam, where one of the six focus areas is on climate change cooperation. The anticipated Aus4Adaptation program will respond to the challenges of climate change in Vietnam through a comprehensive strategy and approach. It aims to position Australia as a thought-leader in the climate adaptation space in Vietnam, drawing on international practice and experience, and Australia’s comparative advantage and institutional capabilities.

The anticipated Aus4Adaptation program’s objective is that Australia works in partnership with government (at all levels), the private sector and communities to demonstrate, learn from and scale up inclusive adaption responses to climate change in the Mekong Delta. Central to the investment’s theory of action is the role of Australia in facilitating shared research, knowledge exchange and learning through a flagship knowledge hub which will become a convenor of policy dialogue and engagement between and across stakeholders to support a stronger evidence-based policy and planning approach.

The overarching goal of Aus4Adaptation is underpinned by four key pillars:

1. Government action: National, provincial and local levels of government improve capacity for coordinated and targeted climate adaptation.
2. Private sector action: Private sector actors adopt integrated and coherent action along selected value chains for effective climate adaptation.
3. Community action: Local organisations expand and diversify community involvement (including women and men, girls and boys and people with disabilities) in action for climate change adaptation.
4. Shared research, knowledge and learning: All actors (donors, government, business, academic, and non-government and community organisations) increase engagement in sharing research, knowledge and learning on adaptation responses to climate change.

Aus4Adaptation will be delivered through a range of partners, including Australian Government entities, international and local NGOs and community organisations. Governance includes a Steering Committee at national level, a Partnership Group (with all delivery partners of new and existing investments), and an Operational Coordination Committee.

SUMMARY OF POSITION

The Operations Director will be based in Hanoi, Vietnam (with need-based travel to Mekong Delta region) and report to the Team Leader as part of the program Senior Management Team.  

The Operations Director will be responsible for the program implementation and operations for the anticipated Aus4Adaptation (including wider responsibilities for risk management, governance mechanisms, quality assurance, communications and reporting). The Operations Director will manage the day-to-day implementation of the annual workplan and will have a lead role in establishing, implementing and quality assuring a robust and proportional monitoring plan (MERL) and reporting systems. The Operations Director will contribute to the development of high-quality, concise, and relevant routine and ad hoc reporting to DFAT, and communications products and services. The Operations Director will be responsible for day-to-day program risk management including management of the risk register and risk mitigation.  

The Operations Director will work with the team to ensure that the Program delivers against its contracted outcomes and outputs, efficiently and effectively by contributing to and delivering against annual work plans, reporting to the Team Leader (TL). He or she will build strong working relationships with key Program stakeholders and counterparts.

This position is full-time, based in Vietnam, and is contingent on Cowater being awarded the project.

KEY RESPONSIBILITES

Inception:

• Ensure timely start-up and inception arrangements for Program (mobilisation, office set up both at central and regional level) and management, recruitment, governance, work planning, contract deliverables). 
• Establish and oversee all operational and implementation requirements of Program, working with the Team Leader to operationalise the Program’s outcomes.
• Lead the mobilisation of the Program ’s delivery teams, procurement, and partnerships required to achieve the Program’s outcomes. 
• Provide operational guidance and strategic advice to the Team Leader, DFAT and Program team on the DFAT contractual requirements, policies and procedures and program performance management systems required for the effective implementation of Program (based on experience from other DFAT programs and Cowater’s DFAT corporate implementation systems). 
• Identify and propose mitigation measures to any risks in the early stages of Program planning. 

Operational 

• Provide support and advice to the TL and Program team on the management, audit, and reported use of program funds. 
• Provide support where required for all services related to the tendering, contracting, contract supervision, contract monitoring and financial management of activities in accordance with Program and Commonwealth Procurement guidelines.
• Ensure compliance with Operations Manual and conduct regular spot checks.
• Oversee adaptation of Operations Manual and procedures to adapt to changing needs of the program.
• Provide guidance, supervision and support to Program team members overseeing service provider contracts to ensure they provide high-level monitoring and professional engagement and performance.
• Provide advice and input into security operations matters and staff briefings in relation to security and advise the TL of any imminent threats.
• Provide oversight for the operations team, ensuring smooth functioning and adherence to established protocols.
• Support the development and implementation of the Program Annual Work Plan (AWP), Six-Monthly and Annual Progress Reports and knowledge sharing with stakeholders.  
• Work closely with and provide direct supervisory oversight to the Head of Operations to understand and be fully informed about budget forecasts and budget vs actual tracking for the annual workplan.
• Manage the review of routine expenditure and resource allocations for initiatives, collaborating with technical teams (including local government unit and sub-national teams) and the Program operations team to optimize resource allocations.  
• Provided administrative support to the Program Technical Working Groups and Steering Committee, including the preparation and submission of AWPs and budgets, diligent follow-up on recommendations or requests from the committees, and delivering regular program progress updates to Governance bodies, as required.  

Quality Assurance & Implementation 

• Maintain strong working relationships with GoV counterparts.  
• Contributed to shaping the strategic direction and overseeing the comprehensive implementation of the Program as a pivotal member of the Program Senior Management Team.
• Collaborate with DFAT, GoV stakeholders and Program team to ensure efficient design and execution of program initiatives – with a focus on climate adaptation, gender equality, local governance, social inclusion, disability and indigenous development.  
• Serve as one of the primary liaisons with DFAT, facilitating communication on strategic planning and implementation progress for the program. Additionally, oversee the Secretariat function for the joint GoV/GoA Steering Committee and Technical Working Groups, ensuring seamless coordination. 
• Uphold program implementation mechanisms and processes to meet the quality standards set by DFAT and Cowater. Supervise the integration between program and operational teams, conducting regular reviews of budget and human resource allocations to optimize efficiency.
• Lead the implementation and oversight of the Program Quality Assurance and Implementation Framework, Inception Plan, Mobilisation Action Plan, Annual Work Plans and Budgets and implementation initiatives.  
• Leading on work to ensure that Program aligns with the Australian Aid priorities including principles of sustainability, localisation, climate change, GEDSI, indigenous development, Australia partnership strengthening.
• Lead implementation efforts to ensure Program supports sustainable capacity building of GoV counterparts and stakeholders.
• Other duties as requested by the Team Leader.

JOB REQUIRMENTS

Education 

• Appropriate level of academic education in subjects related to international development, climate adaptation and public policy– master’s level preferred.
  

Essential Skills 

• Demonstrated expertise in the implementation and operations management of a large scale DFAT Program working in areas related to government partnership, climate adaptation, GEDSI, local governance, indigenous development and disability inclusion.  
• Experience in finance, HR, procurement, logistics, and program start-up.
• Have the requisite cultural knowledge and ability to work respectfully and effectively in the context. 
• Proven experience managing multiple partnerships and developing and maintaining strong stakeholder relations.
• Demonstrated success working with the government partners in Southeast Asia.
• Experience managing a team of national consultants to deliver on program objectives and achieve results.
• Experience in ensuring program objectives align with Australia international development priorities.
• Experience in adaptive management of international aid programs.
• High level policy and analytical skills.
• High level interpersonal and communication skills, including the ability to convey concepts clearly and concisely.  

APPLICATION PROCESS

Interested candidates from Vietnam are invited to apply by 25 November 2024 

To apply, please submit the following in a single email to [email protected]

• Cover letter outlining your interest in the role and the Platform 
• Updated CV 
• Contact details for at least two (2) references 

For your application to be considered, please rename your documents as followed: Candidate Last Name, First Name, date, Title of the Position.

Equal Opportunity: 

ABOUT US

Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017.

We thank you for your interest in building a better tomorrow.