Head of Area Office
Save the Children, Yangon, Myanmar
Leadership and Representation
- Monitor and analyse the humanitarian, political, cultural, social and economic context in Rakhine State and propose operational directions and strategic positioning. Together with the SPM , engage with Field Operations Director, Program Director and National Director on context analysis and humanitarian and development agendas in the area.
- Through the Senior Program Manager, ensure alignment of programs and interventions with strategic positioning.
- Ensure coordination, communication and liaison with key stakeholders, including relevant government departments, regional and local authorities, UN agencies, international and national NGOs and other relevant civil society organisations active in the region.
- Together with the Senior Program Manager for Rakhine, represent Save the Children at regional events, including the Rakhine Coordination Group, INGO Head of Office meetings, Clusters/sectors and coordination meetings with the Rakhine State Government.
- Represent Save the Children at national level events, including the Rakhine Country Directors meetings if requested, relevant meetings of the INGO forum, and meetings with donors
- In consultation with key advocacy staff, support efforts at local level to change policies and practices for wider and lasting impact on the lives of children in his/her region
- Support and participate in the hosting of visits to Rakhine State by donors, Save the Children staff, and other relevant stakeholders
- Liaising with State government, Departments, and agencies concerned for achieving effective implementation of all project.
- Coordinate with all concerned government offices and Camp management committes to have smooth operations.
- Keep the management updated on relevant rules and regulation of the government & Provide proper support to concern project in line with existing regulation and procedures
- Prepare monthly and periodical reports and submit to government/Local authorities
Team Management and Development
- Directly manage the regional operations team, and provide administrative line management of Regional Support Manager and Senior Program Manager.
- Regularly visit the field offices/camps to provide appropriate monitoring, guidance and support to the programme support staff
- Ensure effective collaboration and coordination between the field office staff, and with Yangon teams, reacting quickly and decisively to bring any team challenges and problems to a swift and satisfactory resolution
- Ensure staff wellbeing, engagement, and learning and development of staff are sufficiently prioritised
- Build and nurture smooth and effective inter-team relationships based on trust and cooperative approaches, and ensure project implementation is not constrained by inappropriate management behaviours or exceedingly bureaucratic attitudes
- Lead the regional team in responding to changing internal and external factors with getting support from Yangon Head Office.
- Ensure the recruitment, training and promotion of field-based support staff as appropriate and ensure availability of appropriate professional development opportunities
- Ensure the effective use of the performance management system including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations
- Ensure the documentation of performance that is less than satisfactory, develop appropriate performance improvements/ work plans and take appropriate performance management actions in line with country programme/Save the Children policy
Support to Project Delivery and Quality
- Ensure that appropriate resources (support staff, means of transport and communication, office space, etc) are available to field programme teams in the region to enable them to smoothly and efficiently deliver high quality projects in line with project plans
- Manage regional support team to make sure office premises, staff houses and other facilities of transportation and communication are well maintained in accordance with SCI standards of minimum requirement, ensuring highest levels of efficiency and value for money.
- Ensure that all staff working both in regional office and field offices are compliant with SCI essential standards, procedures and guidelines in terms of operational management by setting up a stringent monitoring mechanism to measure high performance.
- Ensure that field-based support staff receive adequate support and training from Yangon teams (Finance, HR, Admin, Logistics, Funding & Grants) to fulfil their duty in line with policies and compliance standards.
- Getting support from Country Office HR and Compliance focal, consolidate volunteers and staff recruitment procedure to reduce child safeguarding and compliance related risks.
- Support the Sr. Program Manager in conducting arrangements on program staff organizational structure and redistribution of tasks across technical departments if necessary.
- Review roles, responsibilities and structure of camp-based sub-offices and support teams and propose arrangements for improved communication and decision making process, increased compliance and support from Sittwe office. Define roadmap for short and long-term adjustments and lead on priority and immediate changes.
- · Oversee the project implementation by coordinating with Project Managers, Senior Program Manager (SPM) and Project Coordinator in order to achieve effectively and efficiently the targeted activities within set time line.
- · Through the SPM, ensure MEAL activities are operating with quality for each project as per SCI MEAL guideline and standards.
Awards and Budget Management
- Organise and lead the budget holders, finance staff and related team members to take place in the monthly area level Awards Review Meeting and BvA meeting at area office. Report to be sent to Awards Director and Finance Director.
- Ensure that the forecasting of program and operation budgets are based on the Detail Implementation Plan/DIP and Operational Plans in order to prevent any variance.
- Ensure that the expenditure of project and operation activities in his/her area are in line with SCI and donor policies and meet with auditable requirments.
- Responsible for accurate budget monitoring and overall responsibility for financial management at the region in line with project proposals.
- Responsible for the overall budget of the regional office and maintaining an overview of both programme and operational field office budgets in the region, and ensuring that offices are not underfunded or overspending on support functions.
- Take leading role in Country Annual Plan (CAP) budget forecast with the help of Regional Support Manager and Regional Finance staff to ensure CAPs are realistic, prioritized and envisioning future requirement of the region.
- Ensure strict monitoring and planning of regional office operational and programmatic budget and expenditure. Identify and develop tools if necessary to improve accuracy of budget forecasting and cost allocation across budgets.
- Review and provide approval on all new and revised project budget for the area, ensuring the required ressources (HR, costs, etc.) are considered.
- Lead partnership identification, mapping, assessments and scoping with Award team members in the area.
- Coordinate capacity building activities for partner staff on SCI policy and procedure.
- Strengthen SC staff capacities to engage effectively and efficiently with partners
- Ensure high level of coordination and collaboration with all partners, together with program leads (PM or SPM) and identify and assess capacity strengthening needs: program management, organizational development (OD), etc., ensuring partners’ support units are compliant with SCI and donor requirements.
- Involve in preparation and review of partner contracts/agreement/amendments.
- Support program leads in oversight and management of partner’s budgets.
- Monitor the partner’s implementation sites together with related program leads and support units.
- Programme Growth and Learning
- Contribute to programme design and budget planning, providing operational input and ensuring that associated regional and field office costs are correctly budgeted and resourced.
- Support the development of programmes in Rakhine State, including Northern Rakhine State, through development of strong government relationships, particularly with GAD, DSW, MOE and UN agencies, and through operational input and support to programme design.
- Ensure long and short term emergency risks and hazards analysis and response plan in the region is updated and support emergency preparedness planning
Safety & Security, Risk Management and Emergency Response
- Hold responsibility for safety and security of staff in Rakhine, ensuring that all field teams have received appropriate training and that all field offices follow relevant guidelines, and coordinating with other organisations and government where necessary
- Together with Safety & Security focal, conduct Risk assessment, review Safety and Security plan/Hibernation and evacuation SOP for all offices in Rakhine State.
- Providing inputs in Regional Safety & Security Mapping developing process and updating Safety & Security Management Plan
- Supporting inputs and information in quarterly SRA ( Security Risk Analysis ) /and Evacuation Planning through coordinate with FOD / Sr. Safety & Security Manager
- Organizing Safety & Security refresher training provided by Sr. Safety & Security Manager.
- Developing regional service mapping of Safety & Security through assisting by Safety & Security focals.·Supervise to Safety & Security focals for daily activity and quality communication tree developing
- Identify potential risks in the region to develop Regional Risk Management plan and ensure all departments, parties and relevant staff are engaging to reduce the risk of region; reporting risk management progress to Risk and Compliance Department every quarter.
- Ensure that contextual information in Rakhine State is duly updated, and that offices are well prepared for man-made or natural disasters in Rakhine State
Accountable for the coordination of emergency responses in Rakhine State and active communication and cooperation with Humanitarian Programs.
Provide technical input and support to staff developing and implementing emergency response programmes.
- University degree in management, social sciences or other relevant field like Operations Management**
- Certifications on Safety and Recurity, Supply Chain Management and HR Management are also to be highly considered.
EXPERIENCE AND SKILLS
- 5 years of experience relevant to managing a large operational structure implementing projects in the international organizations
- Significant coordination and management experience, specifically applied to diverse external stakeholders
- Experience with development programming and humanitarian responses, with specific knowledge of the Myanmar and Rakhine state context a strong advantage
- Experience of developing and supporting teams, with a proven ability to lead, motivate and build the capacity of teams
- Strong facilitation skills, and commitment to participatory ways of working and effective delegation
- Experience with design and operationalisation of strategic planning
- Demonstrable knowledge of effective financial planning, budgetary control, and grant management
- Demonstrated skills in networking and advocacy
- Excellent interpersonal, communication and presentation skills
- Results-focused and ability to develop and drive operational solutions
- Commitment to and understanding of Save the Children’s aims, values and principles
- Ability and willingness to travel domestically and internationally when required