Hanoi with travel to project field (Lao Cai and Son La)
Reporting To:
Team Leader
Statement of Duty:
The Operations Manager will have oversight of all operational functions of the Program and will work closely with the Program Team Leader, Deputy Team Leader, and Cowater’s Contractor Representative to ensure that the Program is implemented in line with strong financial, governance, and administrative principles and processes. The Operations Manager will manage the performance and outputs of all staff within the Operations team, and will support the annual planning process and preparation of Program reports.
Specific Duties:
Program Financial Management
Lead, oversee and quality assure all Program Financial Management activities, including but not limited to:
Develop, monitor and update the annual budget with input from the Program team and relevant partners;
Work with the Senior Management Team (SMT) to ensure the annual budget is aligned with the annual plan and the Monitoring, Evaluation, Research and Learning (MERL) framework;
Ensure maintenance of accurate quarterly budget forecasts on program implementation;
Ensure quality checking of financial reports;
Work with the Finance Manager to develop the core finance team’s capacity in Program financial management and reporting;
Plan and implement internal control for partners projects
Plan and oversee the project and program level audit
Ensure that the Program’s financial and administrative procedures are in accordance with best practice, corporate policies and donor (DFAT) guidelines;
Manage finance and administration staff to ensure Program activities are supported with timely and quality logistical and administrative support;
Oversee the Program financial management and accounting system, including fraud control and audit procedures, ensure it is documented in the Program’s Standard Operating Procedures (SOP), and ensure that staff comply with the SOP;
Monitor the Program annual work plan to ensure expenditure is in accordance with the approved annual plan and is implemented with strong financial, administrative and governance principles.
Planning and Reporting
Work with the SMT in the annual planning process and to develop and deliver quality annual work plans, six-month progress reports and ad-hoc reporting as required by the donor and partners
Provide timely and quality advice to DFAT on any inquiry related to program financial matters, after consultation with Cowater HQ;
Regular discuss, update and provide advices to HQ on overall program finance, budget and operation.
Human Resources Management and Contracting
Oversee and quality assure the work of the HR Manager with respect to all recruitment, staff management and performance assessment activities, including but not limited to:
Develop and manage an overall HR plan for the Program in coordination with the SMT;
Contribute to and quality assure the staff performance assessment process for all Program personnel in collaboration with the relevant supervisors and in keeping with donor and Cowater performance management guidelines.
Program Risk Management
On behalf of the SMT, lead risk monitoring and management activities, including but not limited to:
Contribute to the identification, documentation and monitoring of all Program risks, including fraud and safeguarding, in line with Cowater and donor expectations;
Contribute to the ongoing assessment of and response to Program and corporate risks, including the regular update of the Program risk matrix and keeping the SMT informed;
Ensure that Cowater’s corporate interests are respected, including adherence to all relevant policies, procedures, systems and protocols.
Program Operations and Logistics
Lead, oversee and quality assure all Program operations and logistics to ensure the efficient and effective operation of the Program, including but not limited to:
Lead regular review and up-dating of the Program Standard Operating Procedures (SOP) in line with Program needs and lessons learned and its application by Program staff and partners;
Oversee and quality assure all administrative and logistical arrangements conducted by the finance and operations team;
Ensure provision of any other necessary logistical support for all Program activities.
Ensure the operation of Cowater in Vietnam is compliant with Government of Vietnam regulations (including reporting, registration, tax obligation)
Requirements:
Vietnamese nationals only;
At least 10 years of experience in donor-funded program management and implementation as part of large-scale and complex international development initiatives including but not limited to:
establishment and management of administrative and reporting processes and procedures;
management of relevant tendering, contract, and procurement processes;
management of recruitment processes; and
human resources management
Tertiary or post graduate qualifications in program, business, finance, procurement, logistics, and/or human resources management or another relevant discipline;
Demonstrated experience in managing an operations team including performance management;
Excellent program, financial and grants management skills, and knowledge of all areas of program management;
Demonstrated ability to effectively broker, collaborate and build positive working relationships with a variety of stakeholders to achieve agreed deliverables and performance objectives;
Ability to work under pressure and manage competing priorities within a dynamic environment;
Ability to identify opportunities for operational efficiencies and process improvements;
Strong understanding international assistance funding and related procurement and program management procedures;
Strong understanding of Vietnamese government systems and the operating context at national and sub-national levels;
Strong understanding of rural economic development, gender, and ethnic minority issues in Vietnam;
Demonstrated ability to apply a gender equality lens and inclusive management practices across the Program team, the program, and administrative processes, and procedures; and
Fluency in Vietnamese and strong English skills.
APPLICATION PROCESS:
Candidates are encouraged to apply no later than 5pm Hanoi Time (GMT+7) Tuesday 6th February 2024. We thank all applicants, however, only those making the shortlist will be contacted.
Interested candidates are invited to send an application to [email protected]. Please indicate in the subject “Application for Operations Manager”.
Applications must include:
A cover letter responding to the selection criteria.
A Curriculum Vitae.
Contact details of three referees.
Applications will be considered on a rolling basis.
Cowater is an equal opportunity employer. Women, people with a disability, and people from minority groups are strongly encouraged to apply. We thank you for your interest in building a better tomorrow with Cowater International.
