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Operations Manager

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National Capital District, Papua New Guinea

Community, Non Government Organisations (NGOs)

#6053


WaterAid PNG

Job Description: Operations Manager


TITLE Operations Manager

LOCATION WaterAid Office, Port Moresby, PNG

LINE MANAGER Country Director

PURPOSE
The primary purpose of this role is to oversee and manage all operational aspects of WaterAid’s activities in PNG, including finance, administration and people.


JOB DIMENSIONS
AREA OF RESPONSBILITY: Finance, Administration, People (Human Resources), IT and legal compliance.
DIRECT REPORTS: 1 Senior Accountant, 1 Admin and Finance Assistant, 1 Admin Officer and 2 Logistics assistants.
BUDGET: Entire Country Program Budget
TEAM MEMBERSHIP: Senior Management Team Member
DOCUMENTATION AND REPORTS: Mandatory internal financial reporting (monthly, annual, as required), grant related reports and audits.

Overview

WaterAid is an international NGO dedicated to the provision of safe domestic water, sanitation and hygiene education to the world’s poorest people. We work with local partners to help communities access safe water, sanitation and hygiene (WASH). And we use our experience and research to influence decision-makers to do more to provide these vital services. WaterAid has been working in Papua New Guinea (PNG) since 2004. WaterAid is able to provide great training and educational opportunities, good working conditions, and the opportunity to join a highly motivated and award winning team. The role also requires regular travel to rural areas of PNG as well as some potential international travel.

This position involves managing WaterAid’s organisational operations in PNG with responsibility for executing the administrative, financial and logistics functions of the WaterAid PNG Country Program for our Port Moresby and Wewak offices (shared with Save the Children) and other provincial offices that may be opened in future. The position will work under the supervision of the Country Director and be part of the WaterAid PNG senior management team. The position supports WaterAid PNG's strategic objectives to strengthen our systems and processes to ensure we have a solid foundation from which to build and foster a strong sense of collective spirit, team work, mutual respect and fun.

Key Accountabilities

Finance

  • Responsible for supporting staff to complete accounting functions and processes including:
  • Finance staff manage the general ledger of accounts.
  • Finance staff manage the payroll and tax payments and receipts.
  • Finance staff manage payments of invoices.
  • Ensure finance staff prepare monthly internal financial reports and donor reports as required.
  • Lead development of annual budgets and quarterly re-forecasts.
  • Manage internal and external audits of the program.

Administration

  • Lead, manage and develop processes, policies and procedures to facilitate the overall administrative functions of the WaterAid PNG office including purchasing, logistics, filing management systems, office lease, vehicle and equipment maintenance.
  • Responsible for liaising and coordinating with WaterAid's co-location partner Save The Children with regards their responsibilities in co-location agreement.
  • Manage procurement processes to ensure they comply with WaterAid and Donor requirements.
  • Ensure WaterAid PNG Organisational Risk Register is updated every 6 months.
  • Ensure WaterAid legal mandate remains up to date, through renewal of MoU’s with Government and signing of new MoUs as required.
  • Ensure WaterAid PNG national and international staff, are in compliance with Government employment regulations.

Logistics and security

  • Ensure the successful execution of the operations, administration, logistics and security of WaterAid PNG.
  • Ensure asset register is being managed.
  • Manage travel agreements for WaterAid PNG staff in country and overseas, ensuring safety.
  • Manage route planning procedures for in PNG travel.
  • Oversee orientation procedures for visitors to PNG on WaterAid work
  • Manage logistics for in-country and overseas meetings for WaterAid PNG staff

People

  • Ensure the WaterAid Values are understood and followed by all staff.
  • Provide regular orientation to all staff on People related policies and procedures to ensure adherence, including on the People Manual.
  • Ensure performance management reviews are conducted for all WaterAid PNG staff.
  • Annually review salary scale and benefits package and adjust as required.
  • Resolve People issues as required.
  • Manage the recruitment process for new staff, including references and police checks.
  • Manage the induction process for all new staff.
  • Ensure compliance with the WaterAid Child Safeguarding policy and support the Child Protection Focal Point

IT

  • Coordinate in-country office support for IT with the Save the Children IT support officer.
  • Ensure all staff are backing up laptops and using WaterAid’s Egnyte system.


Partner Organisation Monitoring and Capacity Building

  • Ensure partner organisation agreements are compliant with legal and donors requirements.
  • Ensure and monitor effective management of partner agreements, including managing partner payments.
  • Ensure regular financial monitoring of partner program activities.
  • Provide training and coaching to partner staff, as per needs identified in Partner Capacity Assessments and based on risk.

Grant management

  • Support grant managers to complete accurate and timely financial reporting on all grants.
  • Support grant managers to comply with all donor requirements in grant funded programs.

Business Development

  • Provide technical support to Program Director and Program Managers to develop budgets for proposals.

Team performance

  • Ensure all Operations Team staff have clarity on roles and responsibilities and team is fully motivated.
  • Ensure performance reviews are conducted for all Operations Team staff
  • Coach, or facilitate coaching, for all Operations Team staff as required.
  • Design new position descriptions for Operations Team and participate in recruitment processes.
  • Ensure professional development needs of all Operations staff and identified and actions implemented.

Influencing

  • External representation of WaterAid when required in line with WaterAid PNGs influencing objectives.

Corporate responsibility

  • Perform other duties as directed and necessary to the effective performance of the role.
  • Collaborate with colleagues from across WaterAid to enhance relationships and ensure effective organisational working.


Dealing with complexity and problems

  • Demonstrate and practice the WaterAid Values.
  • Find creative solutions and innovations for challenges.
  • Demonstrate tact and sensitivity to manage team and external stakeholders.
  • Manage deadlines and demonstrate high levels of accountability.
  • Demonstrate transparency, high ethical standards in financial decisions.


Selection criteria
Desirable
Qualifications

  • Essential
  • Degree or equivalent qualification in business administration, accountancy or related field
  • At least 5 year’s experience in a senior administrative/financial role in the NGO sector.
  • Desirable - N/A


Experience

  • Essential
  • Experience undertaking a range of administrative and logistics tasks, including office management.
  • Experience managing a finance and administrative team effectively.

  • Desirable
  • Experience capacity building local organisation’s financial and administrative systems
  • Experience working with NGOs implementing development programs

Knowledge and skills

  • Essential
  • A sound understanding and experience of managing finances, risk and insurance needs in a PNG context.
  • Ability to plan own work, set priorities and complete tasks if under time constraints or when faced with competing demands.
  • Ability to communicate clearly both when speaking and writing in English.
  • Strong computer literacy
    MS Office (Excel, PPT, Word)
  • Desirable
  • Working knowledge of QuickBooks

    Personal qualities
  • An effective team leader with strong interpersonal skills
  • Willingness to learn and ability to think creatively
  • Well organized and results minded.
  • A strong commitment to gender sensitive, inclusive and pro-poor development work
  • Commitment to Child Safeguarding and to WaterAid’s values
  • Willingness to work within an organisational framework in the spirit of mutual trust and respect
  • Ability to travel in PNG

Recruitment process

This position is open to PNG national candidates.

Closing date: 27th April 2018, by 4:30pm.
First interview Week commencing 7th May 2018

Applications for this role must comprise of:

  • An application letter addressing the essential person specification criteria outlined above (maximum 2 pages)
  • A curriculum vitae (maximum 4 pages). The CV must include three professional referees (referees will not be contacted until after interviews, with permission from the candidate).

It is envisaged that candidates shortlisted for interviews and written test will be contacted after 27th April 2018 and first round interviews held week commencing 7th May 2018. Interviews will be held in WaterAid’s office in Port Moresby.

WaterAid is committed to welcoming people from the widest possible diversity of backgrounds, culture and experience. Female candidates are strongly encouraged to apply. We will make any practical adjustments to enable people with a disability to participate fully in an inclusive working environment. Please let us know if require any special assistance in making your application or attending an interview.

Email applications to: philomena.abau@wateraid.org.au with the subject line: “Application –Operations Manager” before 4:30pm on the 27th April 2018. Please note that only shortlisted candidates will be contacted.

Note: WaterAid is a child safe organization. The successful applicant will be required to comply with our child protection policy.


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COMPANY INFO

WaterAid PNG

In Papua New Guinea we work with local partner organisations to provide essential water and sanitation services using simple, low-cost technologies. We work with schools to ensure students and teachers ...
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