TITLE
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Operations Manager
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REPORTING TO
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Operations Director
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LOCATION
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Port Moresby
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EMPLOYMENT DETAILS
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Full time
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Introduction
WaterAid’s vision is of a world where everyone has access to safe water and sanitation. Our mission is to transform lives by improving access to safe water; sanitation and hygiene (WASH) in the world’s poorest communities. WaterAid works with partners to maximise its impacts for policy change/ influence.
WaterAid has been operating in Papua New Guinea (PNG) since 2004, working with local partners and the government to increase access to gender sensitive, socially inclusive water, sanitation and hygiene (WASH) services. WaterAid PNG’s geographic focus is in the National Capital District, Central Province in the Southern Region and East Sepik Province.
Everything we do is shaped by our six values:
- Integrity
- Respect
- Collaboration
- Courage
- Accountability
- Innovation
WaterAid is a child safe organisation. We recognise that we must meet community expectations and the trust placed in our personnel to maintain the highest standards of conduct with children. Therefore, all positions within WaterAid are required to comply with our Child Safeguarding Policy and Code of Conduct.
WaterAid is committed to protection from sexual exploitation and abuse in everything we do. The values and standards we uphold are highlighted in our Global Code of Conduct. All positions within WaterAid are required to comply with our Global Code of Conduct.
Position Summary
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 Operations 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, teamwork, mutual respect and fun.
Key Performance Areas/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 and organisation.
- Managing Financial system to make sure the fund is being used in a transparency way.
- Work closely with OSS team in Australia to make sure the financial report is completed on time and with accurate information
Review all SUN excel files before upload and approve all journals
- Administration and Procurement
- 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, and vehicle and equipment maintenance.
- Manage procurement processes to ensure they comply with WaterAid and Donor requirements.
- 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 comply with Government employment regulations.
- Provide regular orientation to all staff on the policies and procedures to ensure adherence
- Works with relevant staff to develop annual procurement plan according to approved budget and activity plan
- Works with relevant staff to maintains list of preferred suppliers (name, address, available good/service/work, and price) and share with Procurement Committee.
- Works with relevant staff to compiles all supporting documents and files it properly followed by WaterAid policies and audit requirement.
- 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
- Provide logistical support to events (e.g. workshops, seminars, training) including issuing invitations, receiving confirmations, assisting with travel, selecting venues, and the preparation of budgets for said events if needed
- Arrange logistic for international visitors including visa, hotel, taxi transfer, vehicle arrangement and (flights when needed).
- Support security and safeguarding focal person if needed
- 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 Operations staff.
- Resolve People issues as required, especially Operations staff
- IT
- Coordinate in-country office support for IT
- Ensure all staff are backing up laptops and using WaterAid’s Egnyte system.
- Ensure the smooth running of WaterAid IT systems, including regular liaison with Australia IT support.
- Resolve IT issues faced by staff, through direct support or through liaison with Australia IT support.
- 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 collaborate staff, as per needs identified in Partner Capacity Assessments and based on risk.
- Work closely with Program Focal Point to regular update program and financial progress of each partners.
- Quarterly catch up with all Program Focal Point to check in and feedback.
- Ensure all partnership requirement and guidance are implemented and followed.
- Grant Management
- Provide support in reviewing donor agreement to make sure we are able to meet donor's requirements as well as donor understanding of WA procedures.
- Work closely with Senior Grant Accountant to manage all grants in making sure it has spent according to the budget and agreed plan.
- Work closely with Senior Grant Accountant to make sure the right coding are created and charged correctly.
- 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.
- 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
The role requires engagement with a moderate degree of complexity, due to the need to:
- Ensure that risks concerning financial mismanagement and fraud are adequately managed.
Communications and Working Relationships
Internal
- WaterAid PNG
- WaterAid Australia (participation in learning events, liaising with Advisors)
- WaterAid global intranet (participation in webinars and other online learning platforms)
External
- Multiple governmental and non-governmental stakeholders
Physical Environment and Demands
- There will be occasional travel.
Level of contact with children
- The position will be required to maintain WaterAid child safeguarding principles and standards at all times.
Qualification, Skills & Attributes (Key Capabilities/Selection Criteria)
All applicants must address these criteria in their application:
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Essential
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Qualifications
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- Degree or equivalent qualification in business administration, accountancy or related field. At least 5 years’ experience in a senior administrative/financial role in the NGO sector.
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- Experience undertaking a range of administrative and logistics tasks, including office management.
- Experience managing a finance and administrative team effectively.
- Establishing and managing financial systems, financial controls, budgeting, and financial reporting.
- Managing grants and donor compliance.
- Setting up policies and procedures for administrative functions. Including IT, procurement, logistics, filing, office lease, and vehicle and equipment maintenance.
- Government compliance.
- Building and managing relationships with government counterparts
- Leading for internal audit and external audit for country office and grant.
- Experience capacity building local organisation’s financial and administrative systems
- Experience working with NGOs implementing development programs
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Knowledge and skills
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- 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.
- Sun System accounting software
- Strong computer literacy
- MS Office (Excel, PPT, Word)
- Cross cultural experience of working with people from diverse backgrounds
- Ability to commit to tight deadline
- Ability to work as a team in a cooperating way
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Education
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- Degree or equivalent qualification in business administration, accountancy or related field
- At least 5 years’ experience in a senior administrative/financial role in the NGO sector.
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Personal qualities
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- Commitment to WaterAid’ values and standards of safety of children and protection from sexual exploitation and abuse in all our activities.
- Personable with a sensitivity to the communication styles of external stakeholders and internal staff.
- Confidence working with both government and non-government stakeholders.
- Commitment to the ‘Do No Harm’ approach to aid and development work.
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Applications for this role must comprise of:
- An application letter addressing the essential person specification criteria outlined above (maximum two pages).
- 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).
Applications which do not address the Selection Criteria specified and the page limits will NOT be considered.
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: pngcpjobs@wateraid.org.au with the subject line: “Application Operations Manager”.
Application closes on 08.05.2024
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.
