Operations Manager

1 week ago

Hanoi, Hanoi, Vietnam Aus4Equality | GREAT Full time

OPERATIONS MANAGER (Re-advertised)

Location:

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 Contractor Representative to ensure that the Program is implemented in line with strong financial, governance, and administrative principles and processes.


The Operations Manager will supervise, coordinate, quality assure and consolidate the work and outputs of the Senior Finance and Internal Control Officer (SFICO), Senior HR Officer and Program Accountant to support the annual planning process and preparation of Program reports.

The Operations Manager will share Program Management duties as a member of the Senior Management Team (SMT).

Specific Duties:

1. 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:

  • Oversee and quality assure all administrative and logístical arrangements conducted by the finance and operations team;
  • Ensure smooth operation, maintenance and insurance of the office's vehicles, equipment, IT system and MIS;
  • Ensure provision of any other necessary logístical support for all Program activities.
  • Ensure the operation of Cowater in Vietnam is compliant with Government of Vietnam regulations (including reporting, registration, tax obligation)

2. 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 inputs from the Program Accountant and SFICOand relevant partners;
  • Quality assure the work of the Program Accountant in the program's accounting, financial reports and invoices;
  • 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.
  • Assess disbursement status vs budget and project implementation progress, and provide monthly/ad hoc updates including budget variance, key issues and mitigation strategies.
  • Follow up on deliverables and payment milestones as specified in the Headcontract.
  • Coordinate with the Program Accountant and Cowater Headquarter (Cowater HQ) to timely provide appropriate supporting document and clarifications to the Donor
  • DFAT when required;
  • Oversee fraud control, external audit and followup on the implementation of external audit's recommendations;
  • Ensure that the Program's financial and administrative procedures are in accordance with best practice, corporate policies, donor guidelines and the Program's SOP.

3. PARTNERSHIP FUNDING MANAGEMENT**:

Oversee and quality assure the work of the SFICO to:

  • Provide financial analysis throughout the process of partner selection and project design;
  • Review and provide inputs to the due diligence reports;
  • Internal control and compliance check;
  • Verification of partner's acquittal reports and invoice;
  • Participate to management meetings related to partners' performance and assessment.

4. 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.
  • Provide quarterly financial update/report for PMU

5. HUMAN RESOURCES MANAGEMENT**Oversee and quality assure the work of the Senior HR Officer with respect to all recruitment, staff management and performance assessment activities, including but not limited to:
  • Recruitment, contract management and insurance/taxes;
  • 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.
  • Keep special attention on the followup of the program's HR headcounts as per the Headcontract and project operations requirements.

6. 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 matri

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