Region: Myanmar Location: This position is based in Yangon Reports To: Country Director Closing Date: Sunday 4th March, 2012 3 year contract The salary range for this role will be US$40–51,000 per annum depending on experience. This is an accompanied position and full expat benefits will be available.
Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalised with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.
Plan has been working in Myanmar over the past three years in response to the Nargis disaster. To date this work has been coordinated through Plan’s regional office in Bangkok. At this time Plan is planning to establish a long term presence in Myanmar and expand its programmes beyond disaster response. This will require the set up of a Country Office in Yangon, recruitment of staff, training of staff, establishment of systems & procedures, etc. The operations in Myanmar will be grant funded and there will be no caseload for at least three years. We expect that the programme will grow rapidly through grant funding over the first three years.
The Operations Support position will be tasked with hiring, training, coaching and mentoring local staff in the areas of finance, administration, ICT and human resources in conjunction and cooperation with the Country Director and technical staff at the Regional Office. He/she will also be involved in setting up systems and procedures for the new office.
Dimensions of Role: •In coordination with the Regional Offfice(RO) recruit, train and coach a small team of local operational staff which is expected to grow with expanding grant income (please note the organizational chart at the end of this Job Description for details on local positions). •In coordination with the RO establish primary systems/procedures and lead the team in the area of administration, logistics, security, ITC and HR. •Support and coach the local Finance Manager and advise the Country Office regarding the management of an annual budget of approximately USD $1.5 m. •Provide advice and guidance in setting up new operations, including consideration of location, local laws and legislation. •Member of the Country Management team which is critical to programme implementation and the achievement of its strategic objectives Typical Responsibilities - Key End Results of Position: •Plan Myanmar programme team are supported by an engaged and effective Operations team delivering an excellent service and committed to the organisation’s work -Profiling, recruitment and selection of staff as required -Development and support of talented staff -Team building of an effective group committed to excellence in all financial, administration, logistics and HR •Plan Myanmar has an excellent Financial Management and Administrative systems that effectively support business needs of an emergent programme -In conjunction and cooperation with the Regional Office, design, implement and maintain financial and administration systems, policies, procedures standards and guidelines for in-country operations (strong internal controls)compliant with Plan standards and donor requirements -Support efficient financial, administrative and logistic services for the Country Programme (Country Office and Programme Units, partners and suppliers). -Ensure full understanding and compliance by all sub-units (Programme Units, Country Office and Partners) through training, guidance and support -Monitor disbursement of funds for alignment with budgets, compliance with procurement requirements etc -Follow up of the Audit Action List. -Facilitate all audits and reviews -Support the development of accurate budgets for the whole programme and individual projects -Submit timely and accurate reports according to Plan’s internal and external requirements and any guidelines provided. -Oversee liaison, and reporting to, host government. •Information Communication Technology (ICT) is functioning to support the needs of Plan Myanmar’s business -Co-ordinate closely with Regional and Global service units to ensure proper implementation of equipment, systems and ICT use -Coordinate for the procurement of licences as required -Ensure data and systems protection according to Plan’s standards and requirements -Coordinate on licenses and implementation of global systems •Plan Myanmar personnel will be supported by a safe and legal workplace environment in which they are able to perform to the best of their ability -Establish administrative and safe systems for the management of staff data -Work with Regional Office to establish standard operating procedures in security. Monitor the security risk in-country and keep CD apprised. -In conjunction with the Regional Office, develop and revise staff manuals that are compliant with local labour law and Plan’s global requirement of its people. -Ensure that systems of recruitment, reward, performance management, development and contract are fair, compliant and cost effective. -Develop training and development plan based on strategic programme needs and performance records. -Support line managers in development of resourcing strategies and action to meet programme HR needs.
Dealing with Problems: •A relatively small team size is anticipated during the first few years of the office establishment. This position is expected to be a ‘generalist’ in charge for the overall operational areas; administrative, logistics, security, ICT and HR. There will be a need to balance initial limited resources with corporate minimum standards. •There will be a need for diplomacy and flexibility in dealing with host government and partners. •The position will need to be able to respond to multiple demands from various customers.
Communications and Working Relationships: •Frequent contact with the regional operations team; Deputy Regional Director – Operations, Regional Finance Manager, Regional Administrator, Regional ICT Manager and Regional HR Partner. •Periodical contact with networks of similar functions in Myanmar. (High level of contact can be anticipated during the initial stage.)
Knowledge, Skills, and Behaviours Required to Achieve Role’s Objectives: Knowledge Must demonstrate knowledge of; •Financial and business management •Management in the non-for-profit sector, in particular grant disbursement •Knowledge of Mynamar’s business and working environment would be an advantage
Skills Must demonstrate skills to; •Recruit and coach effective teams •Establish and maintain systems to ensure accountabilities of the program are met •Plan, organize, influence and persuade for the delivery of business goals •Strategic and analytical thinking and problem solving. •Correct and quick decision making
Behaviours •Strongly drives performance forward in area of the business for which they are responsible •Involves others in setting and achieving goals •Interrogates work effectiveness and searches for finds better ways of working •Alert to risks inside and outside the organisation, ready to make judgements to manage risk and take responsibility for judgements •Cross-culturally adept and open to needs of all staff equitably •Team player in the country and across the region •Develops mutual trusting relationships with complex partnerships that have excellent business outcomes •Sets a strong learning culture in their part of the organisation •Uses opportunities across Plan to develop others •Remains calm and positive under pressure and in difficult situations •Plans own learning and development •Leads major change while keeping staff and partners on board
Physical Environment and Demands: •Typical office environment •Travelling to remote areas from time to time
References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy.
Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.
Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalised with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.
Plan has been working in Myanmar over the past three years in response to the Nargis disaster. To date this work has been coordinated through Plan’s regional office in Bangkok. At this time Plan is planning to establish a long term presence in Myanmar and expand its programmes beyond disaster response. This will require the set up of a Country Office in Yangon, recruitment of staff, training of staff, establishment of systems & procedures, etc. The operations in Myanmar will be grant funded and there will be no caseload for at least three years. We expect that the programme will grow rapidly through grant funding over the first three years.
The Operations Support position will be tasked with hiring, training, coaching and mentoring local staff in the areas of finance, administration, ICT and human resources in conjunction and cooperation with the Country Director and technical staff at the Regional Office. He/she will also be involved in setting up systems and procedures for the new office.
Dimensions of Role: •In coordination with the Regional Offfice(RO) recruit, train and coach a small team of local operational staff which is expected to grow with expanding grant income (please note the organizational chart at the end of this Job Description for details on local positions). •In coordination with the RO establish primary systems/procedures and lead the team in the area of administration, logistics, security, ITC and HR. •Support and coach the local Finance Manager and advise the Country Office regarding the management of an annual budget of approximately USD $1.5 m. •Provide advice and guidance in setting up new operations, including consideration of location, local laws and legislation. •Member of the Country Management team which is critical to programme implementation and the achievement of its strategic objectives Typical Responsibilities - Key End Results of Position: •Plan Myanmar programme team are supported by an engaged and effective Operations team delivering an excellent service and committed to the organisation’s work -Profiling, recruitment and selection of staff as required -Development and support of talented staff -Team building of an effective group committed to excellence in all financial, administration, logistics and HR •Plan Myanmar has an excellent Financial Management and Administrative systems that effectively support business needs of an emergent programme -In conjunction and cooperation with the Regional Office, design, implement and maintain financial and administration systems, policies, procedures standards and guidelines for in-country operations (strong internal controls)compliant with Plan standards and donor requirements -Support efficient financial, administrative and logistic services for the Country Programme (Country Office and Programme Units, partners and suppliers). -Ensure full understanding and compliance by all sub-units (Programme Units, Country Office and Partners) through training, guidance and support -Monitor disbursement of funds for alignment with budgets, compliance with procurement requirements etc -Follow up of the Audit Action List. -Facilitate all audits and reviews -Support the development of accurate budgets for the whole programme and individual projects -Submit timely and accurate reports according to Plan’s internal and external requirements and any guidelines provided. -Oversee liaison, and reporting to, host government. •Information Communication Technology (ICT) is functioning to support the needs of Plan Myanmar’s business -Co-ordinate closely with Regional and Global service units to ensure proper implementation of equipment, systems and ICT use -Coordinate for the procurement of licences as required -Ensure data and systems protection according to Plan’s standards and requirements -Coordinate on licenses and implementation of global systems •Plan Myanmar personnel will be supported by a safe and legal workplace environment in which they are able to perform to the best of their ability -Establish administrative and safe systems for the management of staff data -Work with Regional Office to establish standard operating procedures in security. Monitor the security risk in-country and keep CD apprised. -In conjunction with the Regional Office, develop and revise staff manuals that are compliant with local labour law and Plan’s global requirement of its people. -Ensure that systems of recruitment, reward, performance management, development and contract are fair, compliant and cost effective. -Develop training and development plan based on strategic programme needs and performance records. -Support line managers in development of resourcing strategies and action to meet programme HR needs.
Dealing with Problems: •A relatively small team size is anticipated during the first few years of the office establishment. This position is expected to be a ‘generalist’ in charge for the overall operational areas; administrative, logistics, security, ICT and HR. There will be a need to balance initial limited resources with corporate minimum standards. •There will be a need for diplomacy and flexibility in dealing with host government and partners. •The position will need to be able to respond to multiple demands from various customers.
Communications and Working Relationships: •Frequent contact with the regional operations team; Deputy Regional Director – Operations, Regional Finance Manager, Regional Administrator, Regional ICT Manager and Regional HR Partner. •Periodical contact with networks of similar functions in Myanmar. (High level of contact can be anticipated during the initial stage.)
Knowledge, Skills, and Behaviours Required to Achieve Role’s Objectives: Knowledge Must demonstrate knowledge of; •Financial and business management •Management in the non-for-profit sector, in particular grant disbursement •Knowledge of Mynamar’s business and working environment would be an advantage
Skills Must demonstrate skills to; •Recruit and coach effective teams •Establish and maintain systems to ensure accountabilities of the program are met •Plan, organize, influence and persuade for the delivery of business goals •Strategic and analytical thinking and problem solving. •Correct and quick decision making
Behaviours •Strongly drives performance forward in area of the business for which they are responsible •Involves others in setting and achieving goals •Interrogates work effectiveness and searches for finds better ways of working •Alert to risks inside and outside the organisation, ready to make judgements to manage risk and take responsibility for judgements •Cross-culturally adept and open to needs of all staff equitably •Team player in the country and across the region •Develops mutual trusting relationships with complex partnerships that have excellent business outcomes •Sets a strong learning culture in their part of the organisation •Uses opportunities across Plan to develop others •Remains calm and positive under pressure and in difficult situations •Plans own learning and development •Leads major change while keeping staff and partners on board
Physical Environment and Demands: •Typical office environment •Travelling to remote areas from time to time
References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy.
Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.
How to apply:
To apply, please send your CV and a covering letter detailing your salary requirements and quoting reference AR032 to recadmin@plan-international.org
Closing date: 04 Mar 2012
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