Avis de recrutement : ActionAid recrute un.e Chef.fe des opérations à Myanmar.

 

 

 

 

 

 

 

Role Overview : The Head of Operations (HOO) is responsible for the overall leadership, supervision, management, and monitoring of Finance, Logistics & Procurement, HROD & Admin, IT components of AA Myanmar operations, ensuring compliance with regulations, and AA Myanmar and donor policies and regulations related to these functions and ensure alignment to the AA Myanmar Country Strategic Paper (CSP). Especially HOO needs to ensure the financial, management and legal integrity of ActionAid (AA) Myanmar within the framework of the policies and procedures established internationally and the requirements of local and international law are adhered to and complied with. The position is also to provide strategic financial management direction of AA Myanmar to help ensure that AA Myanmar overall financial strategic objectives are met and ensure the continual improvement in monitoring, control and reporting of expenditure of partner NGOs of funds given by ActionAid International.

The HOO provides technical support to the operation units under the direct supervision of the Country Director and takes ownership of the development and implementation of Operations Strategic plan, annual budgets and work plan. The HOO supports the Partnerships and programme team in the development of project proposals in accordance with AA Myanmar strategic plan.

Key Accountabilities / Responsibilities

Organization representation

  • Be a member of Senior Management Team (SMT), participate in regular senior management team meeting to contribute to the strategic direction, delivery and decision making and ensure that awareness of functional matters (Finance, HROD, administration, logistic, security and procurement) is brought to the attention of SMT members.
  • Maintain an effective working relationship with all other SMT members to ensure that there is effective coordination of all activities in support of organisation objectives.
  • Represent AA Myanmar to provide inputs to AAI HROD-related activities as and when required, including participation in task forces, training courses etc.
  • Represent ActionAid to attend various HROD network and alliance meeting, knowledge sharing and learning forums including participation on task forces, training courses and, document and share feedback with the team in the country.
  • Represent ActionAid Myanmar in Finance areas at the national and international level.
  • Provide inputs to ActionAid International finance related activities as and when required, including participation on task forces, training courses and conferences.
  • Be the first contact point of AA Myanmar to Funding Affiliates, AAI, and other CPs for issues related to Finance.

Strategy Development

  • Develop HROD strategy and organization structure to facilitate delivery of the organization’s strategy.
  • Participate in the Asia / Global HROD network to contribute to the development of the Asia HROD priorities.
  • Develop, implement, review and update action plan to operationalize AA Myanmar HROD strategy in alignment with the CSP and with the overall HR strategy of AAI
  • Provides to SMT financial analysis of the last CSP and future trend to develop long term financial plan to achieving CSP’s objectives.
  • Contribute to the development and achievement of the AA Myanmar’s strategic objectives as Senior Management Team Member.
  • Analysis the financial risk of the organization and to take strategic decision to manage the risks along with the SMT.

System, Policies and Procedures Management

  • Ensure compliance to AA policies, donor requirement and local law.
  • Ensure overall financial integrity of the Country Program in line with financial standards of ActionAid International financial framework and requirements of law of the land.
  • Participate in the review and update of (Finance, HROD, administration, logistic, security and procurement) ActionAid policies and procedures at country level and advise the SMT on the potential implications of the new system, policies and procedures.
  • Work as a custodian of finance, HR & admin systems, policies and procedures at country level to ensure the compliance with AAI Global HROD framework and local relevant laws and regulations and reflect the needs and objectives of the organisation and staff.
  • Updates finance policy on regular basis and as there is change in global FMF or law of the land.
  • Design, update and implement forms/ templates/ procedures/chart of accounts in line with financial policy and law of land as well as donors’ requirements.
  • Updates the National Resource Allocation Framework and Authority Structure for management approval whenever there is any change in management.
  • Update, maintain and backup the accounting software as per schedule and guidance from GS system team.
  • Reconcile/review the Balance Sheet items at the end of period on quarterly basis.
  • Ensure that the filing systems (soft and hard) are created and maintained and could be easily accessed and referred to.
  • Ensure the taxes/ compulsory deductions are withheld and paid within the time frame as per local law.

Budgeting and planning

  • Develop, monitor, review and manage the functional budget allocated to HROD, administration, logistics and security to ensure that the function attains its objectives as cost-effectively and efficiently as possible.
  • Contribute to the development, review and consolidation of country program plans and budgets; and coordinate the annual national resource allocation.
  • Develop, monitor, update, and manage the annual budget for program and policy department to meet its objectives within agreed financial parameters.
  • Do the quarterly forecast or when there is significant change that requires budget revision.
  • Control the expenditure and the disbursement of resources in line with approved budget and AA financial policy.
  • Provide Guidelines on financial planning process to related staff.
  • Design budget templates for use by AA and partners.
  • Budget review (accuracy; in line with cost norms and the guidelines).
  • Consolidation of financial planning and submit to IS for review and endorsement/approval.
  • Upload approved budget into accounting system before commencing the new financial year.
  • Manage the budget of All Operations Department.

Audit

  • Preparing the ToR for external audit and facilitate the recruitment of external auditor
  • Liaise closely with both the internal and external auditors to ensure that audit timetables and guidelines are adhered to.
  • Ensure that financial statements are prepared for internal or external auditors as required.
  • Provide full support & co-operation to internal and external auditors and implement any changes recommended by them once agreed.
  • Ensure proper follow up and implementation of agreed recommendations by both internal and external auditors.
  • Coordinate process of providing initial responses to auditor’s recommendation to CD for review and finalize.
  • Ensure that a sufficient audit trail is maintained for all transactions at the CP.
  • Update the systematic internal audit program covering all the financial operations to ensure that adequate control systems are being maintained.
  • Coordinate the Risk Register development process and update it on a quarterly basis.
  • Assess risks associated with long term financial plan.
  • Ensure compliance to statutory requirements (such as tax etc..), AA policies and donor regulations.

Monitoring and reporting

  • Prepare and submit quarterly and annual reports as per guidelines and deadlines set by IS finance.
  • Prepare and submit financial report as per statutory requirement.
  • Design, print out, distribute monthly Management Accounts and coordinate the Variance Analysis process.
  • Provide financial analysis and reports for SMT to make strategic decisions.

People Management and Organisational Development

  • Review the structure and staffing requirements with the Country Director to ensure the organization has staff of the right caliber to enable it to meet its overall objectives.
  • Responsible for succession management planning for key potential staff of AA Myanmar
  • Involve in recruitment and selection of senior positions at AA Myanmar to ensure compliance of recruitment and selection policies and procedures.
  • Monitor and provide support to managers and staff in performance appraisal to ensure completeness of performance appraisal as scheduled, and provide comments to managers and staff on performance appraisal results if needed.
  • Direct line management of HR manager, Operations and Safety and Security Lead (OSSL), , Finance Lead and IT manager and consultants related and relevant to improving office and programme operations.
  • Managing risks related to engagement with governance actors as and when they arise and proactively.
  • Oversight on MoU development and finalisation.
  • Work with managers to identify training needs and development opportunities for all staff of AA Myanmar and develop annual training plan.
  • Provide relevant capacity building training to all staff on AA Myanmar Policies and programs when required.

Other technical specific in HROD perspective

  • Participate in salary and benefit surveys, and analyses data, to ensure that the organization has accurate and up to date information relating to external pay relativities.
  • Investigate and report on accidents and related incidents, recommending any changes that may be necessary, to ensure that the organization complies with health and safety and security.
  • Cooperate with IS HR, conduct internal audits to evaluate HR administration and present audit findings to the SMT to identify areas requiring attention and ensure audit recommendations are implemented.
  • Maintain an awareness of developments and up-to-date knowledge of human resources management and employment legislation to ensure that the organization complies with its statutory obligations and continues to take advantage of best practices.
  • Review contract with suppliers to make sure that term and conditions on are in line with AA Myanmar policy/practice.

Monitoring and evaluation and reporting

  • Keep up to date travel, asset and logistic information and data to provide regular reports and analysis to the SMT team.
  • Keep up to date HR information and data to provide regular reports and analysis to the Country Director to facilitate continuous improvement of AA Myanmar
  • Prepare biannual and annual administration reports to the country SMT.
  • Prepare monthly and annual HR reports to International Secretariat Human Resources Department and other HR reports when required.
  • Oversee the maintenance and update of all HR related databases, i.e. personnel, training suppliers, HR service providers, jobs and vacancies within the organisations, reference library of employment law information, etc. and filing system to serve all HRM purposes.

Issue Resolutions, Crisis/Risk management

  • Act as focal person to encourage and maintain sound employee relations by undertaking all necessary consultation and negotiation with staff on personnel issues to ensure that harmonious relationships and effective communications are maintained between management and staff.
  • Maintain an awareness of staff comments and any complaints to identify any areas that may need development or improvement.
  • Provide comprehensive HR advisory and technical guidance to Country Director, managers and staff on all aspects of human resources to ensure that the organization follows policies, procedures, and legal requirements.
  • Support managers at disciplinary or grievance hearings, or in the event of collective disputes
  • Maintain an awareness of any possible crisis or risk to the organization and develop plans that will provide for such contingencies.

Education & Certifications

  • Educated to masters / post-graduate degree level from recognized university in the field of Finance, Economics, Business Management/Administration or any other relevant discipline or demonstrable equivalent experience.
  • Qualified member of an accountancy body or holder of an equivalent qualification, such as ACCA, CPA are preferable.

Essential Experience

  • Substantial proven post qualification experience working in a similar position in an INGO, including Senior Management experience, preferably in similar context.
  • A minimum of 7 years of financial and management experience.
  • Excellent finance skills and understanding of standard financial practices in non-profit organizations, knowledge of IT to a level to enable sound management of the IT function.
  • Broad experience in dealing with donor accountability, managing diverse teams, and capacity building support to partner organizations.
  • Proven experience in analyzing financial reports and plans and drawing insight for use by management and different donors.
  • Knowledge on SUN accounting will be an advantage.
  • Experience in implementing and monitoring the compliance of HR and Admin system, policies and procedures, preferably the context of an international organization.
  • Experience of working in a multi-cultural environment.

How to apply

Interested person should send an application letter with updated CV with recent passport photo and 3 referees’ contacts not later than 5:00 pm, 18th May 2022 to the email address: [email protected] . No requirement of photocopy of certificates.

Please mention the position title you applied for in the email subject.

Please note: Only short-listed candidates will be contacted for interview and ActionAid reserves the right to fill the post prior to the closing date if a suitable applicant is found beforehand. Internal applicants should inform their Line Managers of their application.

Application deadline : 18th May 2022

ActionAid Myanmar is an equal opportunity employer and women are encouraged to apply. All AAM International and Myanmar Staffs/Consultants/Interns/Volunteers are required to sign and adhere with ActionAid’s SHEA and Safeguarding Policies at all times.