Operations Manager

5 months ago

Hanoi, Vietnam GREAT Full time

**Terms of Reference**

**Position Title**:
Operations Manager

**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’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;
- 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 logístical 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

**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:

- Oversee and quality assure all administrative and logístical arrangements conducted by the finance and operations team; Ensure provision of any other necessary logístical support for all Program activities.

**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 compet

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