Position: Senior Operations Manager
Location: Honiara, Solomon Islands
Reports to: ASIPJ Team Leader
Direct reports: Operations Hub Team, including the Logistics and Procurement Manager, Human Resources Manager and Finance Manager
Term: Full time until 31 December 2025
The Australia Solomon Islands Partnership for Justice (ASIPJ) continues Australia’s long-running support to the Solomon Islands justice sector. Its goal is to work closely with the Solomon Islands Government (SIG) to enable justice agencies to maintain delivery of their existing, core activities while clearly identifying and engaging with fundamental problems and critical issues affecting their ability to contribute to stability and offer access to justice for citizens.
ASIPJ is delivered through four key outcome areas: i) improving core service delivery capacity; ii) enhancing capacity for justice sector management and leadership; iii) enhancing collaboration with state and non-state actors to improve access to justice, and iv) increased sensitivity and responsiveness to those vulnerable to family and sexual violence. ASIPJ is a four-year program (2022-2025).
ASIPJ aspires to be locally-led, problem-oriented and learning driven. It is pragmatic, practical, and adaptable, mainstreaming gender equality, disability and social inclusion (GEDSI). Deloitte is the Managing Contractor, leading an exciting coalition for change that includes Adam Smith International (ASI), providing the Operations Hub; Ninti One, for its Indigenous expertise; and the University of Queensland, to support critical research and knowledge generation.
The Senior Operations Manager (SOM), an integral member of the program’s Senior Leadership Team, will lead the day to day running of ASIPJ operations and financial management. The SOM will ensure that program activities and interventions are adequately supported by effective and efficient administrative, human resources, procurement, logistical and financial systems and that they are conducted in accordance with operational guidelines and standards.
In doing so, the SOM will lead the Operations Hub, which consists of a Logistics and Procurement Manager, Human Resources (HR) Manager, Finance Manager, Administration Officer, Administration Support/Driver and other support staff. The SOM will be responsible for identifying necessary capacity building activities within the Operations Hub to ensure that personnel can perform effectively within their specified function.
Summary of responsibilities
The SOM will undertake activities in the following key areas:
- Leadership, management, and coordination of program operations
- Financial management and budgeting
- Program management
- Support to the production of key deliverables
Leadership, management, and coordination of program operations
- Implement the program’s operational policies and procedures, as outlined in the ASIPJ Operations Manual, and ensure staff are trained (including regular refresher trainings) and compliant in their use.
- Regularly review and revise the policies and procedures to ensure best-practice and DFAT, Deloitte and ASI requirements are met.
- Ensure the logistical and operational needs of the program are met, including, but not limited to, office management, information and communications technology, travel, data management, human resource management, information management, and workplace health and safety.
- Work with the ASI Global Operations team and Deloitte to implement and revise the program Security Plans, Standard Operating Procedures, Crisis and Emergency Plan, Emergency Response Procedures and Business Continuity Plan processes and procedures for all aspects of the program operations. Ensure all new staff and advisers are thoroughly and regularly briefed on safety and security procedures.
- Serve as a point of contact in the Emergency Assistance Tree and lead responses to security, health and safety issues for ASIPJ personnel.
- Lead all procurement for the program, supported by the Procurement and Logistics Manager, due diligence on suppliers, negotiations and contract management for all suppliers and grantees.
- Lead the recruitment and engagement of ASIPJ advisers and staff and ensure all necessary due diligence processes are satisfactorily completed.
- Lead the mobilisation, onboarding and orientation of new personnel, including detailed pre-departure and on-arrival briefings, and demobilisation of personnel.
- Monitor and manage personnel administrative requirements, including timesheet, leave management and other aspects of HR.
- Implement, monitor and report on the program’s safeguarding policies and approaches and ensure training for new staff, and refresher training, in particular with regards to child protection, prevention of sexual exploitation, abuse and harassment, fraud control, anti-bribery and anti-corruption.
- Be responsible for personnel capacity development and performance management for all Operations Hub personnel.
- Oversight the maintenance of ASIPJ’s asset management system.
Financial management and budgeting
- Develop and manage the detailed program budgets including accurate forecasting, invoicing, and financial reporting.
- Regularly track and report on program expenditure, ensuring that all possibilities of overspending or underspending are quickly reported to the ASIPJ Team Leader, Program Director and DFAT.
- Approve all payments raised by the ASIPJ Finance Manager, ensuring a supporting audit trail, and that the payment process is fully compliant with ASIPJ Operations Manual.
- Liaise with the Deloitte and ASI finance teams to regularly brief on program forecasts and expenditure.
- Conduct regular spot-checks and provide oversight to internal/external audits to minimise any risk of fraud and/or noncompliance.
- Work with the ASIPJ Team Leader and Deputy Team Leader to ensure program risks are identified and monitored, the program risk management framework is regularly updated, and adequate mitigation measures are in place.
- Ensure contractual compliance and processes are in line with DFAT’s standards and consortium requirements.
- Support the preparation of project proposals, business cases and budgets to justify program expenditure and provide value for money assessments as required.
- Any other relevant duties as identified by the ASIPJ Team Leader.
Support to the production of key deliverables
- Play a lead role, together with the Team Leader and Deputy Team Leader, in delivering on the program’s reporting requirements, including Six-Monthly and Annual Reporting, Annual Work Planning, Program Completion Reporting and other relevant reporting.
The ideal candidate will have:
- A relevant university degree or diploma with significant experience in a similar role. A Masters degree is desirable.
- Extensive demonstrated experience leading and managing operations teams to deliver international development programs.
- Extensive international experience in managing financial, operational and HR systems for businesses and/or donor-funded programs.
- Exceptional financial management and budgeting skills, with a demonstrated track record of budgeting, tracking and financial management of large, complex development programs.
- Experience in capacity building, including training and on-the-job mentoring of staff, leadership and management skills; and excellent communication skills.
- Extensive demonstrated experience in procurement, recruitment and contract management.
- Demonstrated ability to build productive and sustainable working partnerships with a variety of stakeholders (donors, Australian and/or partner government, civil society and the private sector) across cultures.
- Demonstrated skills in effective culturally adapted capacity building approaches.
- Excellent organisational skills and integrity in maintaining records.
- Demonstrated capacity to work collegially with partner organisations and program personnel.
- Strong working knowledge of MS Office programs, particularly Excel.
- Commitment to locally-led development, innovation, gender equity, disability inclusion, social inclusion, safeguarding, risk and fraud control and anti-corruption
- Demonstrated understanding of Australian aid policies, or those of other donors, and their practical implications with respect to aid project implementation. Experience with DFAT policies and procedures, in particular, is highly desirable.
- Experience in the Pacific context, particularly Solomon Islands (desirable).
ASIPJ staff need to adhere to SIG’s COVID-19 policies, including being fully vaccinated.
How to Apply
Please submit your application before Sunday 11 June 2023 11:59pm Australian Eastern Standard Time (AEST) to: email@example.com
Please use the following subject line in your email: ‘Application for Senior Operations Manager, ASIPJ Program’.
Applications should include a cover letter of no more than two pages addressing the position selection criteria, a CV of no more than four pages and the contact details of two professional referees.
ASIPJ is strongly committed to the principles of localisation, and to the strengthened engagement of First Nations peoples on the delivery of this program. Applications from suitably qualified Solomon Islands nationals, those from other Pacific Islands countries and First Nations candidates are strongly encouraged. ASIPJ team members need to adhere to policy requirements for the purposes of entry to Solomon Island government offices.
If you have any questions about the recruitment process, we encourage you to reach out to ASIPJ HR Team via firstname.lastname@example.org or call the ASIPJ Office on +677 26530.