Senior Operations Officer
Position Summary Expectations - Duties, Responsibilities
Location: Cambodia, Bangladesh, or Nepal
Contract: 2-years fixed term
One Oxfam Grade: D1 National
Salary and benefits: N/A
Team purpose: The Regional Programs Team provides strategic leadership and management to all regional work in Asia ensuring quality, coherence, and added value for Oxfam in Asia.
TROSA is a multi-year program commenced in 2017, supported by the Government of Sweden, that aims to improved cooperation in governing shared water resources and strengthening resilience to climate change of riparian communities in the Ganges-Brahmaputra-Meghna River basins. The program works directly with communities in selected locations within the transboundary Ganges-Brahmaputra-Meghna (GBM) river basins, across Bangladesh, India, Bhutan, and Nepal. Currently, we are in the second phase of the program that commenced in December 2022 to June 2027.
Job purpose:In line with Oxfam’s finance and Operation systems, the Senior Operations Officer (SOO) will provide Program administration and logistical support to the team during the implementation of TROSA 2.0 Program, S(he) will be line-managed by the Finance and Operations Manager and will work closely with TROSA PMU team, Cambodia Country Finance and Logistics Team and will be required to coordinate with regional and national partners in TROSA Project.
- Monitoring Evaluation and Learning
- Coordinating with all regional partners for timely submission of reports and updating records in the relevant systems and reporting back to management.
- Organizing Monitoring Evaluation and Learning visits as per agreed plans, keeping track of monitoring reports and updating relevant systems.
- Maintaining a repository and tracker of deliverables and submissions from partners in Box and other relevant platforms.
- Project Cycle Management
- Organizing quarterly program meetings with Regional and local partner organizations (currently there are 15 partners including 6 International Organizations), Including documentation and logistics arrangements
- Organizing weekly meetings of program management unit and maintaining necessary record keeping and following up with stakeholders to ensure key outputs are delivered on time.
- Preparation of project cycle, documentation and correspondence (such as approvals, Contracts, Amendments, Letters of Transfer, funds receipt acknowledgment etc) and/or coordinate this process with the concerned team members /Oxfam departments, and all partner organizations including relevant follow-ups to ensure completion of the process.
- Develop and maintain an organized system to keep up to date knowledge and compliance documents in Box, SAP, Atlas and other platforms.
- Knowledge management and Communications
- Maintaining an easy to track repository of all Knowledge and Communication material submitted by the partners or developed by PMU in Box , Compass, Atlas and other relevant platforms.
- Assist program stakeholders in identifying and using tools and products relevant to them and their work.
- assisting the communications team to keep program webpages and social media pages up to date
- Procurements, Logistics, and Events management
- Maintaining and updating the supply plan in coordination with PMU members.
- Develop and maintain logistic and event calendars and ensure these are integrated into wider plans of the program.
- Lead in all procurements of PMU, by maintaining compliance with contracts, tracking deliverables by suppliers, goods/service receipt notes, and timely payments processing etc as per agreements and applicable policies.
- Lead organization all international events of the program including annual learning forums, partnership events, trainings, communications and technical events in program implementation countries (Bangladesh, India, Nepal, Bhutan, Thailand, Cambodia etc)
- Support PMU members for their participation in international events, monitoring visits and organize donor visits in project implementation countries including preparation of Requisitions, Travel Plans, accommodation, security and financial arrangements.
- Organize Hybrid meetings with efficient management of all necessary technical support
- Maintain Assets Register and keep up to date reports.
- Partnerships and SAP System
- Maintain the administration of project registration, monitor agreements with each partner and report deviations to the Finance and Operations Manager.
- Registration of new partners in the SAP System and coordination with the Head Office for Aid Diversion and other compliance checks.
- Support discussion with partners on contract issues including legal counsel.
- Make pre-assessments of all progress reports of partners on compliance issues and register in system.
- Arrange the processing, registration and filing of the documentation and correspondence of the projects, in line with applicable procedures.
- Compliance and Payments
- Support the Finance and Operations Manager (FOM) to ensure compliance with the Oxfam Business Services Management systems and practices
- Assist the Senior Finance Officer to keep a track of grants to partners and follow-up to ensure the completeness of payments.
- Prepare payment requests for all the vendors consultants and staff reimbursements after checking for the compliance and ensure completion of supporting documents.
- Maintain tracking of cash advances and settlements by PMU team.
- Maintain comprehensive records of the payments by Oxfam affiliates and through credit cards and share up-to-date reconciliations on monthly basis.
- Maintain records of PMU staff and partner timesheets to ensure contractual compliance.
- Risks Assessments
- Keep track of project risk registers (PRISMA) for all partners, organizing the bi-annual updates including organizing consultation with partners, supporting to maintain signoff processes and update of necessary documents in the relevant system.
- Assist FOM to keep the Program Risk Register up to date and for reporting to Steering Committee and donors.
- Capacity building and training
- Assist the MEAL Specialist in undertaking capacity needs assessment of program partners
- Organize training for partners as per PMU agreed workplan.
- As requested, and in collaboration with country colleagues, brief partners (including donor and government departments) on the project Supply Chain Management compliance requirements including providing additional capacity for training and orientation.
- Support and monitor administrative compliance of large procurements by project partners where needed/ requested
- Maintain good relationships and collaboration with counterparts in other Oxfam countries and with Regional and national partners included in the project through instigating regular updates and monitoring meetings.
- Minimum Bachelor level qualification in a discipline like supply chain management, or business management
- Proven experience working in a logistics and operations team for a minimum of 4 years
- Experience in implementing organizational procurement systems, SAP systems, or equivalent
- Experience in working with complex project partnerships (operational and relationships) preferably at the regional level
- Ability to work remotely and experience efficiently use of virtual meetings technology across cultures and language groups
- Good negotiation skills to work with vendors, consultants, and experience in organizing events/ workshops out of the home country
- Coordination and communication skills to work cross-culturally and engage colleagues in implementing and improving practice
- Good written and spoken English communication skills,
- A commitment to promoting gender awareness, disability, and social inclusion.
- Resilient with the ability to be self-motivated and to demonstrate being proactive in achieving objectives
- Relevant computer skills, including MS Excel, Ms Teams, Zoom, MS Project etc
