Project Overview and Role:
The Tautua Program prioritises five interconnected pillars of human development: Education, Health, Gender Equality, Disability, and Social Protection. Guided by the Government of Samoa, Tautua provides an opportunity to create transformative change in human development by addressing complex development needs through multi-sectoral, innovative approaches that identify and focus on the underlying issues. Simultaneously, Tautua intends to be able to respond to emergency, and short-term needs, build capacity, and through research, monitoring, and evaluation apply lessons learned and evidence-based decision-making to continuously improve delivery. The goal for Tautua is ‘improved health, education, gender equality and social outcomes, and social harmony for all Samoans’.
The Operations Manager (OM) is responsible for managing and improving the efficiency and effectiveness of Tautua’ s operational services, which include risk management, procurement and financial management support, human resources, and administration. The OM role is also responsible for proactively identifying operational obstacles, developing solutions, and ensuring compliance with relevant policies, procedures, and regulations. The OM shall foster a culture of collaboration, accountability, and risk management to ensure that program resources are used optimally.
Duration / Term
Full time until 15 November 2025
Location
Apia, Samoa
Appointment
Samoan National – Locally Engaged Role
Travel
Within Samoa as required
Reporting to
Performance, Quality and Learning Manager
Primary Duties and Responsibilities:
This position requires a high degree of confidentiality in dealing with personnel and operational matters. He/she must be courteous and have a professional approach towards staff. He/She will ensure TA sourcing, management and oversight of TA and other activities.
Operations
a. In line with Tautua Program Design and Tautua Gender Equality, Disability and Social Inclusion (GEDSI) Strategy, proactively lead and manage the application and mainstreaming of GEDSI principles across operational processes and practices.
b. Manage and increase the effectiveness and efficiency of Tautua Operation Services (Risk, Security, Asset and Records Management, Procurement, HR Management and IT), through improvements to each function as well as coordination, liaison and communication within the Tautua team.
c. Work closely with the Program Manager to provide advice on p olicies and SOPs which will ensure accountability and speed of implementation, with high client satisfaction.
d. Identify bottlenecks and operational solutions to operational obstacles.
e. In close collaboration with the Program Manager, lead, develop and review relevant Tautua operational policies and procedures, ensure they are implemented across the program in compliance with the head contract, DFAT and Palladium policies and procedures, and relevant national laws and regulations.
f. Oversee and support Senior Finance Coordinator with planning and budgeting for day to day operational effectiveness and support relevant reporting to the Team Leader to enable regular updates to DFAT and Palladium.
g. Serve as the program’s ‘Safety and Security Focal Point’, collecting and vetting reports of safety and security incidents and communicating these to staff as required.
h. Assist the Program Manager with the completion of DFAT’s yearly PERFORMS Audit and support the drafting of internal project reviews as required.
i. Contribute to the Tautua’s strategic planning and development of long-term relevant policy priorities and most effective modalities in which to deliver that support.
j. Support Tautua Team with project logistical planning and requirements in implementing program activities. This includes mobilisation of Technical Assistance under the program.
k. Lead on Sustainability Business measures including develop, maintain and implement the Sustainability Business Action Plan.
Risk Management
a. Lead on Child Protection, PSEAH and Project risk assessments.
b. Lead and work with Operations Team to support internal project audit process and other measures to monitor risk and allow rapid testing of areas or issues of concern.
c. Support the management of Security Risks through ongoing oversight and mitiga tion of residual security and disaster risk.
d. Develop and maintain an operational risk register and management plan, identifying and mitigating potential risks to the program’s success. Regularly report on risk management activities to Team Leader and Program Manager.
e. Implement and manage fraud control measures and ensure project issues and risks are logged, monitored, reported on, managed, mitigated and escalated, as required.
Financial Management
a. Manage the program’s budget in close collaboration with the Senior Finance Coordinator and oversight from the Performance Quality and Learning Manager.
b. Led the development of the annual work plan budget, working closely and coordinating effectively with the Senior Finance Coordinator and Program Manager.
c. Provide oversight and support the Senior Finance Coordinator with monitoring program expenditure against budgets and updating forecasts .
d. Provide oversight and support the Senior Finance Coordinator with managing the payroll function and reporting requirements.
Procurement Management
a. In line with Operational Procedures and relevant policies, initiate and lead on procurement planning and tendering processes with support from the relevant Tautua team members.
b. Build capacity in procurement within the team through training.
Human Resources and Administration
a. Lead and work effectively with Operations team to ensure efficient human resource management and general administration of the program focusing on achievement of the following results:
– Compliance with rules and regulations for recruitment
– due diligence and human resource management for the program,
– including contracting, on-boarding, compulsory training, leave management and associated record management;
– Preparation of rec ruitment plan and elaboration of job descriptions for required staffing;
– Established clarity of Tautua Program roles among team (e.g. RACI)
b. Support the Performance Management of personnel and implementation of processes including scheduling, records management and monitoring of annual performance appraisals, probation procedures and performance plans.
c. Lead and support learning and development for Tautua Team
d. Provide support on HR-related matters and ensure compliance with relevant labour laws and regulations
e. Manage general administrative functions, including office management, IT support and asset management
f. Manage the program’s compliance with DFAT and Palladium policies and procedures related to human resources and administration.
Management and Supervisory Duties
Ensure performance management and supervisory duties are undertaken in line with Tautua and Palladium p olicies and procedures. Direct reports include the Senior Finance Coordinator and Finance and Administration Officer.
Other Duties
a. Contribute actively to a dynamic and collaborative team culture in line with organizational and team values.
b. Perform other functions as may be required from time to time, and consistent with skills and experience, as agreed with the Team leader and/or Palladium’s Program Manager.
Selection Criteria:
Qualifications and Experience
The following qualifications and experience are required:
– Advanced University Degree in Business Administration, Operations Management, Social Sciences, International Development, Economics, Financial or related fields.
– At least 5 years relevant work experience which involve similar senior experience of operational management of donor funded projects or Programmes with strong ba ckground and work experience in financial management.
Competencies
– Substantive project operational management experience, including detailed working knowledge of human resources, procurement, ICT, finance, project management, asset management and logistics;
– Knowledge of project management lifecycle, including planning, implementation, monitoring, and evaluation in a donor funded environment.
– High Computer proficiency, including working knowledge of MS Office products (Word, Excel, PowerPoint) and web-based management systems;
– Strong organisational and planning skills with attention to detail; as well as ability to be flexible and work well under pressure in a high demand environment.
– Experience in managing diverse teams with a focus on relationship building and evidence of a history of leading productive teams.
– Excellent inter-personal skills and written and verbal communica tion skills in English (Samoan language skills would be a definite asset).
– Ability to think clearly and logically and to work independently.
Desirable
– Demonstrated knowledge of the Government of Samoa and a broad understanding of the Samoan economy and policies.
How to Apply:
Applications must include:
1) a written response addressing the selection criteria outlined above;
2) an updated CV
Applications close at 5pm (Samoa time) Sunday 5th May 2024.
For any enquiries, please contact [email protected]
Company Overview:
About Palladium – Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, bu sinesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.
Equity, Diversity & Inclusion – Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.
Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at [email protected] and we will be in touch to discuss.
Safeguarding – We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.
How to apply
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