Head of Operations At ActionAid

Vacancy Announcement

ActionAid is an international anti-poverty agency working in over 45 countries, taking sides with poor people to end poverty together. ActionAid Myanmar’s approach is building capacity among youth and supporting them to work for the community for short- and long-term development for their own community. One of its main programs is participatory community development (includes livelihood, health, education, women’s rights, DRR etc.); through fellowship for young people to promote development in Myanmar. ActionAid Myanmar has been working in partnership with Government, the local and national NGOs in different states and divisions.

ActionAid Myanmar is looking for qualified candidate to fill the following position:

(Whilst all applicants will be assessed strictly on their individual merits, qualified women are especially encouraged to apply for this position.)

Position Title : Head of Operations

Requirement : 1 post

Location : Yangon, Myanmar and/or remote working

Compensation : Basic pay starting from 2,460 USD per month (Salary will be paid in MMK with monthly bank exchange rate) + other Benefits. Salary could be negotiated based on skills and experience.

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.

Fundraising

Funding planning:

• Participate in development of fundraising investment plan. Provide advice to CD and SMT on risks and returns for selection of/decision on fundraising investment plans.

Grant Management:

Proposal stage:

• Prepare budget template that include cost norms and cost recovery plan.
• Support BH in preparing budget when required and review afterward to make sure that all costs are covered.
• Identify co-funding / pre-financing sources.
• Review and support the budget development and implementation for proposals and concept notes.

Contract negotiation stage:

• Review financial terms and conditions (payment; derogation etc.) in donor contract before signing by CD.
• Check if the budget amount in contract is the same as stated in proposal.

Implementation stage:

• Managing of Summarizes Donor Rules and Requirements.
• Design budget code; report templates.
• Together with IPD organise inception workshop for project team and partners.
• Ensure claiming to donor as per schedule and keep track on grant debtor (amount claimed but not yet paid by donor).
• Ensure Preparing Project Management Accounts in the format and currency of donor.
• Ensure Preparing project financial report to submit to donor.
• Check the compliance to donor policies.
• Ensure adequate documentation related to the project for audit or future reference.

Project closer and audit:

• Make sure the project closure checklist is in place and followed.
• Ensure the audit process is running smoothly.

Sponsorship support

• Lead the Projection of income based on links level.
• Allocation the resources of sponsorship administer.

Technical Specific and Partnership Management

Cash flow management:

• Manage the cash flow process including cash flow planning, cash requirement and disbursement with AAI, partners and donors.
• Making sure that there is sufficient cash for activity at any time but within the cash balance policy.
• Ensure proper tracking and control of income and expenditure related to ActionAid International and partnership projects ‘fund with submission of financial reports as required along with monthly management report for senior management team.
• Regular update of cash flow plan.

Procurement:

• Check compliance to procurement policies.
• Review contract with suppliers to make sure that term and conditions on finance are in line with policy/practice.

Exchange rate management:

• Set the budget exchange rate toward reducing the negative impact of the exchange rate fluctuation.
• Ensure the assets held in other currencies are revaluated periodically to reflect the market rates

.

Partnership management:

• Assess partner’s financial system for selection.
• Ensure that in the Agreement with partner, there is section on financial management.
• Review financial reports of partners and do periodically financial monitoring of partner.
• Provide training to partner on financial management.

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.

English Proficiency

• Native/ Proficient English: Can speak and write as well as a native adult of the language with average education.
• Excellent communication skill in English.
• Native Myanmar speaker preferred.

Competency required

• Leadership and management
• Strategic thinking
• Financial reporting, analysis and management
• Excellent analytical and risk management skills
• High degree of Analytical skills
• Planning, organisation, time management, and coordination

Personality trait

• Commitment to ActionAid’s vision, mission, values and way of working.
• A committed, mature and decisive self-starter with high level of integrity, detail focus.

Functional Competency Profile

Financial Accounting and Reporting – Records and reports on organizational financial performance to satisfy the needs of the CP/AP, donors, regulatory agencies Advises on and interprets the CP/AP’s external reporting requirement, then selects and implement appropriate accounting and reporting methods in accordance with generally accepted accounting principles and relevant AAI Financial Policies Use financial information to identify trends and anomalies, substantiate forecasts, and provide strategic advice that will help the organization achieve its goals.

Management Accounting – Effectively plans and controls operations and makes decisions, on management needs, provides relevant, timely, and accurate information. As part of the Finance management team, he/she designs and evaluates management accounting and performance measurement system that align with the CSP. He/She uses the information generated from these systems to recommend and implement improvements to financial operations. Advises on issues related to other CP/AP functions such as program resource allocation, pricing/costing, marketing, cash flow, and employee compensation.

Finance and Financial Planning – Provide strategic advice on CP/AP transactions such as capital investments, fundraising. They also advise on financing to meet short-term and long-term goals, financing tools, the resource allocation framework of the CP/AP, and resource management. He/she builds and implements financial plans that support the CSP / Annual Plans and plays a key role in developing risk management strategies and policies.

Information Technology – Is skilled in managing technological changes and using IT as both an accounting and management tool. Provides advice on the development of IT strategy in all areas of the finance function from accounting and reporting to end-user computing. Evaluates and advises on the choice of technology tools and platforms to serve financial information needs, the impact of new technologies on business processes and the development and implementation of finance-related IT projects.

Taxation- Recommends tax strategies that align with the CP/AP’s CSP plan; Advises on the tax consequences of specific decisions, compares, and makes after-tax determinations, and writes tax opinions/ positions. He/she ensures that the CP/AP is in compliance with tax laws and regulations by interpreting and communicating complex tax laws and staying current with tax rules and regulations.

Audit and Assurance- This includes enhancing the reliability of information through internal activities such as internal control, internal and comprehensive auditing, and through external third-party assurance services such as auditing.

HR Strategy Development & Deployment – Identification and evaluation of strategic programme / business priorities in order to develop, integrate, deliver and manage appropriate HR strategies, aligned to the CSP.

Talent Acquisition /Recruitment & On boarding – Alignment of talent with the CSP to facilitate effective attraction, selection & on boarding of talent with appropriate skills and competencies.

Performance & Talent Management – The design, development and management of performance measurement systems for improving individual contribution and driving overall organizational performance and individual development.

Learning Management – Design and development of learning interventions aimed at maximizing organizational capability.

Compensation & Benefits – Design and Management of remuneration systems that attract, motivate and retain employees and maximize the CP’s effectiveness.

Organizational Design & Effectiveness – Using existing frameworks and tools to assess the efficiency of the organization’s structure, people, capabilities and consult with key stakeholders on improving organizational effectiveness.

Facilitate & Lead Change- Leading and managing the change and communication process within area of influence**.**

HR Operations & HR Policies- Building & sustaining a strong culture in organization through positive working relationships between employees & organization, flawless deployment and interpretation of the HROD policies.

Legal Compliance & Statutory compliance – Ensuring the required legal compliance on all statutory matters related to employees. Creating positive external relationships with a view to further benefits to the organization.

Facilitating HRBA framework through the HR work-way – Creating modules that are embedded in the induction / orientation process that certify new staff on the HRBA philosophy, creating HR mechanisms that complement the HRBA approach to our work, creating cultural attributes that aims at institutionalizing a “rights based” culture.

Institutional Governance Capacity Building – Has a good understanding of Board governance, is aware of transitioning phases of a Country Programme to an Associate and then on to an Affiliate, understands the federation concept well. Well adept with development of governing Boards and building requisite capability building support mechanisms.

It is part of every staff member’s responsibility to contribute to AAI’s mission and comply to AAI’s values, which are: Mutual respect, Equity and justice, Honesty and transparency, Solidarity with the poor, Courage of conviction, Independence, Humility