Administrative and Operations Manager

TITLE: Administrative and Operations Manager
TEAM/PROGRAMME: GFATM LOCATION: Yangon, Head Office
Number of Position: 1
GRADE: NAT - 2 CONTRACT LENGTH: Fixed Term

CHILD SAFEGUARDING

Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a criminal record self-declaration will be required(at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE

The purpose of the Program Administrative and Operations Manager
is to provide support service management within a GFATM teams and the Directors in areas of coordination/planning, logistics, procurement, human resources, and administration. The post holder will work closely with all teams within the Finance and Grants team, and report to its Deputy Director Supports and Operations.
The position will also work closely with relevant departments in SCI Myanmar and requires occasional travel. And will manage a team of 2 subordinates and collaborate with professional teams internally and externally.
The post holder will ensure that S&S and admin related actions , procurement actions are compliant with SCI and Donor standards.
The position will be responsible for Myanmar Government relationships such as Government liaison related long term multiple re-entry visa and stay permit, other visa for incoming staff and visitors, local travel authorization, and GFATM MoU.

SCOPE OF ROLE:

Reports to: Deputy Director Supports and Operations GFATM
Direct Reports: Admin Officer (1) and Admin Assistant cum Driver (1)
Financial Approval: No financial approval
External Representation: Regular contact of detailed explanations of policy, regulations, programs, suppliers and representation of SCI at the local level or with mid-level counterparts
Travel: Minimum (up to 10% of working time)

KEY AREAS OF ACCOUNTABILITY

Government Relation, Coordination, Relationship Building with Counterpart Ministries, internal and external
• Be represent as focal point in terms of government relationship, communicate and coordinate for GFATM Government Relation issue and other related programmatic issues
• Liaise between Global Fund Program and other Ministries and Departments (NAP, IRD, MOH, MOFA, MOHA, and Immigration) for matters relating to MOU process and follows up on all permission requests in time.
• Liaise and coordination with Line Ministries MoHS, DoPH, MoFA, Immigration for visa and travel approvals and apply for all visas obtaining (entry, business, on-arrival visa and extension) for international staff and visitors.
• Liaise between Global Fund Program and Ministry of Health on matters of appointments and courtesy calls.
• Responsible for all administrative tasks and logistical support to project personnel and visitors, in close coordination with Save the Children Support and Logistics Teams
• Prepare, monitor, and provide general information to government departments, GF representative and partners (UNAIDS, UNOCHA, MOH, SRs)
• Prepare and manage the appointments for senior team members and visitors (meeting room, receiving visitors, meals, and refreshments, etc.)
• Support, coordinate and arrange for donor visits (GFATM)
• Coordinate effectively with CO support, IT, Safety and Security and Operations units in CO and serve as focal share the information regarding changes in Operation Procedures of Administration, Human Resources, Finance, Logistic, Safety and Security and IT to Global Fund team.
Administration, program support service and logistics
• Arrange for ticketing and accommodation for domestic travel and international travel with online TAR system through with Diversity Travel for all Global Fund staff, GF representative and partners (UNAIDS, UNOCHA, MOH, SRs)
• Assist international consultants, and international staff with housing, visa, shipping, and induction
• Coordinate with Save the Children support team in arrangement for vehicle requirements for Field visit travel.
• Serve as Executive Assistant to the GFATM programs director and international staff.
• Manage the sourcing of meeting/workshop/Annual Review meeting for the program events.
• Hold petty cash and arrange for regular and occasional payments (house rent, utility charges for electricity, telephone, water, and sundry expenses)
Procurement in coordination with GFATM team
• Responsible for provision of high quality and timely procurement requested by program internal team to be in line with SCI procurement policies and procedures and to ensure compliance with donor rules and regulations.
• Assist in procurement of equipment and other facilities.
• Assist in coordination with Save the Children, on maintenance and repairs of office and residential equipment and facilities.
Assist as focal to receive the quotation in tender process of the pharmaceutical’s procurement for the GF-procurement team.
• Support for the arrangement of international lease contract process of negotiation, rental agreements, draft contracts, and payment arrangement
• Maintain and update inventory record of all Prime Recipients fixed and capital assets including disposal process of the unused or damaged assets.
Other Duties
• Serve as a Safeguarding focal point of the program and as Child Safeguarding investigation member in SCI Safeguarding team and also as the HR champion for recruitment process.
• Serve as Executive Assistant to the GFATM programs director and international staff (2 in total)
• Coordinate, develop and maintain a system for hard copy/soft copy files for relevant in-coming documents for relevant department of Global Fund.

Staff Management and Development
• Ensures the recruitment, training, management, promotion, and supervision of staff as appropriate.
• Assist in the training, coaching and development of financial skills in non-accounting staff, new colleagues, particularly budget holders.
Other (Coordination)
• Other tasks, as needed.
Child Safeguarding Responsibilities
• Serve as a child-safeguaring focal person of the program
• To ensure full understanding of the provisions of the Child Safeguarding Policy, the Code of Conduct, and Local/Country Procedures.
• Conduct following the rules of the Child Safeguarding Policy, in both personal and professional lives – which includes reporting suspicions of child abuse.
• Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.
• Be vigilant about observing possible child abuse/harm in both personal and professional lives.
BEHAVIOURS (Values in Practice)

Accountability:
• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:
• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale.
Collaboration:
• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.
Creativity:
• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.
Integrity:
• Honest, encourages openness and transparency; demonstrates highest levels of integrity
• Always acts in the best interests of children
PERSON SPECIFICATION

• Bachelor Degree in Business Administration, Diploma or related field. Additional training on Administrations, Operations, Human Resources Management, Supply Chain Management would be asset
• Minimum 6 or 7 years experience in managing the administrative and operation tasks with international organizations (preferred)
• Excellent analytical skills – the ability to analyses complex financial data and design and produce effective management information.
• Excellent / Strong / Good English communication skills, both written and verbal
• Excellent personal organizational skills, including time management, and ability to meet deadlines and work under pressure
• Ability to work collaboratively with colleagues across the organization developing effective working relationships. A full appreciation of the value of co-operation, both internationally and within a team environment
• Pleasant personality and able to communicate with government officials, external stakeholders, foreigners, suppliers and internal team
• Computer proficiency in Microsoft Word, Excel, and Power Point (required)
• Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
• Willingness to travel to field offices and work in difficult environment according to travel requirements, up to 10% of working time

Communication and Technical Skills
• Strong English communication skills, both written and verbal
• Excellent personal organisational skills, including time management, and ability to meet deadlines and work under pressure with minimum supervision
• Knowledge and experience working and coordinating with diverse staff, different culture and ethnic in international setting.
Management:
• Good people management skills/experience and proven ability to create an environment which encourages team-working and motivates a team.
General:
• Ability to work collaboratively with colleagues across the organisation developing effective working relationships to deliver outstanding results for children
• Commitment to and understanding of Save the Children’s aims, values and principles.
• Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies, including the Child Safeguarding Policy

Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All staff has an obligation and a responsibility to:
• Ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.
• Conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
• Ensure the way they are carrying out their work is not putting children at risk (or further risk) – this means constantly scrutinizing their work through a child safeguarding lens and talking to children about possible design/implementation “flaws”.
• Promote the message of child safeguarding to colleagues in other organizations and government ministries, children in their own and beneficiary families, and community members in general.
• Be vigilant about observing possible child abuse/harm in their personal and professional lives.

All managers have the above responsibilities as well as ensuring
• Their staff are doing the above.
• That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.

Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.