Rakhine Operations Manager

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TERMS OF REFERENCE

Job Title: Rakhine Operations Manager

Location: Sittwe, with at least 25% travel (subject to context and prevailing movement restrictions)

Reports to: Country Director with technical reporting lines – Head of Finance, Logistics Country Manager and HR Country Manager

Duration: 12 months (with possible extension dependent on performance and funding)

About RI:

Relief International is a leading nonprofit organization working in 20 countries to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises and chronic poverty.

Relief International began work in Myanmar in 2008 and is now supporting conflict-affected communities in Rakhine and Shan States. We combine humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, integration of services, strategic partnerships with a focus on civic skills. We empower communities to find, design and implement solutions that work best for them

Relief International Myanmar currently employs over 285 national, 4 international staff and operates out of ten offices across the country, with its main office in Yangon. At present, key RI donors include UNOPS, BHA, MHF, UNHCR, UNICEF, UNFPA, LIFT, NRM- EUD.

Position Summary:

Rakhine Operations Manager is a key member of the Senior Management Team in Rakhine State, supporting and assisting the Country Director (CD) in the overall management and leadership of the support teams. The OM will ensure support departments are contributing to the design, implementation, monitoring, evaluation and reporting to ensure cost effective interventions of a high quality. The OM assists in the strategic planning and management of the State and country programs. The OM will be expected to have a good understanding of the overall State and Country programs. The OM line manages the support department heads in Rakhine, including HR, Logistics and Finance.

Position Responsibilities and Duties:

General

Provide strategic operational support, by streamlining and strengthening all operations processes and procedures so they function effectively and in accordance with RI Global Policy and audit recommendations.
Provide strategic support and leadership to RI- Rakhine team internal support system departments (HR, Logistics, Administration, and Finance).
Manage, guide and coach department managers, developing policies and promoting best practice to facilitate the development and implementation of quality programs in Rakhine.
Ensure that RI procurement procedures are cost effective, efficient and comply with organizational standards of management and accountability.
Regularly review operational budgets to ensure needs across the organization are met.
Coordinate monthly operations reporting including summaries from Admin, HR, Finance, and Logistics in Rakhine.
Ensure that adequate operations support functions are reviewed regularly as necessary to reflect the local operational context. This includes the review of HQ policies and procedures and development of Field office specific operational policies and procedures
Actively participate in the Senior Management team, contributing to the ongoing development of the country program
Assist the CD in managing RI’s risks in line with best practice, reviewing internal controls, facilitating/improving the design and use of key tools and coaching staff on the same.
Assist the Head of Office and the CD with the Security of Rakhine staff/programs in mitigating Security risks
Participate as needed in representation to donors, partners and government officials including TA, RSG and UN and ministry officials.

Human Resource Management

Work closely with Head of HR of the country to provide guidance and direction for Human Resources department and promote an organization environment which is fair, open, protective and which fosters transparency and non-discrimination.
Ensure that recruitment is managed in a transparent, effective, efficient and compliant manner
Support management to implement an effective annual performance review and development process.
Ensure that annual training plans are developed and implemented to facilitate the delivery of successful programs
Support the development and implementation of a comprehensive high quality induction package to all staff including operations, safety and security
With department managers, measure, review and work to improve staff satisfaction, mental health and wellness
Provide leadership in the preparation and management of the overall core cost and budgets
Participate in the development of proposal budgets ensuring sufficient funding is secured for equipment and support functions to enable the successful delivery of program
Ensure organizational compliance to donor policies and guidelines
Ensure that effective systems are put in place and regularly reviewed to allow adequate financial management and control, including: cash and cash flow management and control, expenditure procedures, especially around procurement; cost allocation procedures; inventory and requisition procedures; documentation of all controls and procedures; finance training for in-country finance staff and partners as necessary; availability of funds for sub-offices; segregation of finance duties within the assigned State/Region.
Implement and maintain systems to ensure that cash is controlled and accounted for in an accurate and timely manner in accordance with RI, donor and audit requirements.
Work closely with Country Director and Country Finance Manager to implement, improve, and maintain financial management policies, systems, structures and procedures.
Work closely with Country Director, Program Development team to provide budgetary framework providing high and timely financial and budgetary contribution for proposal to funding agencies.
Provide complete monthly financial package meeting the Country deadlines for correct record keeping and analysis of the transactions.
Prepare Annual budget and operation budget for Rakhine Portfolio analysis of gap in funding.
Manage Rakhine financial portfolio ensure adequate financial liquidity for the smooth running of the programs.
Provide primary financial and grants management support to RI emergency and development program in Rakhine State, and develop best practice emergency financial and grants management procedures and processes.
Provide necessary trainings to Rakhine finance team in coordination with the Regional and Country Finance Teams.
Assist Country Finance Manager in ensuring that the country office and field offices are complaint with RI field accounting, procurement policies, procedures, donor agreements and audit requirements.
Close follow-up and review of project expenditures in relation to work plans.
Prepare and Analyze Rakhine Monthly BVAs report any issues and propose corrective measures.
Prepare and revise specific budget, revision and expenditure forecasts for Rakhine regional office.
Prepare necessary donor reports.
Review RI partners financial report and Procedures.
Provide strategic support and leadership to the Logistics department in Rakhine.
Ensure support and oversight for IT related issues including adherence to IT guidelines
Ensure compliance of all logistical operations at the various field and support sites: including procurement, supply chain, asset management, fixed asset register, transport and fleet management.
Work closely with Yangon based Logistics Manager to improving cost-effectiveness through use of: framework contracts, procurement plans and improved coordination of program activities, purchasing and transport.
Ensure strong and timely coordination between the Sittwe Logistic teams and the field sites.
Ensure that the Logistics Department manages timely negotiation of property contracts and ensure that property is insured, well maintained and secure
Coordinate all internal and external audits to support Expenditure verification in Rakhine.
Ensure audit recommendations are followed up on and corrective actions taken where required.
Assist the Head of office Rakhine and the CD in managing RI’s risk in line with best practices, reviewing internal controls, and implementing the use of key tools.
Supervise and provide technical support to internal investigations as required.
Oversee all the security arrangements and updating Security Risk Assessment (SRA) for Rakhine
Impalement all the security polices, SOPs and guidelines
Support filing Incident reports in a timely manner and assist with all security and safety related incidents
Approve all the staff movement, including staff relocation and evacuation
Work with Head of Office Rakhine for RI program acceptance among the host community, RSG and Rakhine people.
Conduct security and program safety inspection and put in recommendations and improvements in all field offices.
In consultation with the Head of Rakhine program/Deputy Head of Rakhine Program, Senior Management Team and the Country Director, update a travel authorization plan for the field team.

Financial Management

Provide leadership in the preparation and management of the overall core cost and budgets
Participate in the development of proposal budgets ensuring sufficient funding is secured for equipment and support functions to enable the successful delivery of program
Ensure organizational compliance to donor policies and guidelines
Ensure that effective systems are put in place and regularly reviewed to allow adequate financial management and control, including: cash and cash flow management and control, expenditure procedures, especially around procurement; cost allocation procedures; inventory and requisition procedures; documentation of all controls and procedures; finance training for in-country finance staff and partners as necessary; availability of funds for sub-offices; segregation of finance duties within the assigned State/Region.
Implement and maintain systems to ensure that cash is controlled and accounted for in an accurate and timely manner in accordance with RI, donor and audit requirements.
Work closely with Country Director and Country Finance Manager to implement, improve, and maintain financial management policies, systems, structures and procedures.
Work closely with Country Director, Program Development team to provide budgetary framework providing high and timely financial and budgetary contribution for proposal to funding agencies.
Provide complete monthly financial package meeting the Country deadlines for correct record keeping and analysis of the transactions.
Prepare Annual budget and operation budget for Rakhine Portfolio analysis of gap in funding.
Manage Rakhine financial portfolio ensure adequate financial liquidity for the smooth running of the programs.
Provide primary financial and grants management support to RI emergency and development program in Rakhine State, and develop best practice emergency financial and grants management procedures and processes.
Provide necessary trainings to Rakhine finance team in coordination with the Regional and Country Finance Teams.
Assist Country Finance Manager in ensuring that the country office and field offices are complaint with RI field accounting, procurement policies, procedures, donor agreements and audit requirements.
Close follow-up and review of project expenditures in relation to work plans.
Prepare and Analyze Rakhine Monthly BVAs report any issues and propose corrective measures.
Prepare and revise specific budget, revision and expenditure forecasts for Rakhine regional office.
Prepare necessary donor reports.
Review RI partners financial report and Procedures.

Logistics

Provide strategic support and leadership to the Logistics department in Rakhine.
Ensure support and oversight for IT related issues including adherence to IT guidelines
Ensure compliance of all logistical operations at the various field and support sites: including procurement, supply chain, asset management, fixed asset register, transport and fleet management.
Work closely with Yangon based Logistics Manager to improving cost-effectiveness through use of: framework contracts, procurement plans and improved coordination of program activities, purchasing and transport.
Ensure strong and timely coordination between the Sittwe Logistic teams and the field sites.
Ensure that the Logistics Department manages timely negotiation of property contracts and ensure that property is insured, well maintained and secure

Donor Compliance and Internal Audits

Coordinate all internal and external audits to support Expenditure verification in Rakhine.
Ensure audit recommendations are followed up on and corrective actions taken where required.
Assist the Head of office Rakhine and the CD in managing RI’s risk in line with best practices, reviewing internal controls, and implementing the use of key tools.
Supervise and provide technical support to internal investigations as required.

Security with the support Head of Office

Oversee all the security arrangements and updating Security Risk Assessment (SRA) for Rakhine
Impalement all the security polices, SOPs and guidelines
Support filing Incident reports in a timely manner and assist with all security and safety related incidents
Approve all the staff movement, including staff relocation and evacuation
Work with Head of Office Rakhine for RI program acceptance among the host community, RSG and Rakhine people.
Conduct security and program safety inspection and put in recommendations and improvements in all field offices.
In consultation with the Head of Rakhine program/Deputy Head of Rakhine Program, Senior Management Team and the Country Director, update a travel authorization plan for the field team.

Other

Provide support to overall RI emergency and disaster preparedness planning.
Undertake additional activities as required by RI country team.

Requirements

Master’s degree in Economics, Public Administration or related field;
Minimum of five years’ field experience including at least 3 years of management;
Experience living overseas and ability to adapt and work comfortably in culturally unfamiliar environments;
Strong verbal and written skills as well as ability to multi-task effectively;
Experience working in a complex humanitarian contexts; preferably in ethnic conflict environments;
Outstanding interpersonal skills, particularly when dealing with national staff and multi-cultural teams;
Solid organizational planning skills;
Excellent oral communication skills and writing ability in English;
Familiarity with key international standards for humanitarian work (e.g. CP Minimum Standards, SPHERE, HAP Principles);
Experience managing humanitarian systems strengthening programs
Experience managing multi donor funded programs, i.e. USAID/BHA, EU/ECHO, FCDO, UN.
Previous experience in the East or South Asia, preferably Myanmar is an advantage
Burmese language ability is a plus.