Position Description. Papua New Guinea (PNG) Operations Manager

Transcription

1 Position Description Position: Responsible To: Employment Type: Location: Papua New Guinea (PNG) Operations Manager Country Program Manager, PNG Fixed term contract (2 years with 6-month probation period) PNG (Port Moresby or Kokopo) - with local & Australian travel as required. Context: The Burnet Institute is one of the leading medical research and public health Institutes in Australia, comprising more than 250 scientists and public health professionals based at our laboratory facilities and headquarters in Melbourne. Burnet also has over 100 health professionals, located in overseas offices across Asia, the Pacific and Africa. Burnet has a unique status in Australia being accredited as a medical research institute and a non-governmental development organisation (NGO) as well as a provider of high-level education courses. We work effectively with civil society, governments, donor and multilateral organisations, and research institutes. The Centre for International Health (CIH) leads Burnet s work to improve health in low-income countries. We promote positive health outcomes through implementing or managing programs with community partners, conducting research that informs and strengthens health programs and services, advocating for improved health policies and assisting in their development, providing education for post-graduate public health and development specialists who work in low-income countries, and building the capacity of health and development agencies and workers. Our public health efforts tackle the most critical health problems of resource poor and vulnerable communities, guided by the Millennium Development Goals and our commitment to equity. We are currently involved in: HIV and STI prevention, treatment, and care Women s and children s health Health systems strengthening and primary health care, including communicable disease control Reducing the harms associated with drug and alcohol use Healthy ageing Adolescent health Page 1 of 5

2 Position Summary The PNG Operations Manager Operations Manager is an exciting new position that will be responsible for the oversight of all Burnet activities and staff in PNG. Working closely with the Country Program Manager the Operations Manager will be Burnet s primary in-country representative responsible for business development and stakeholder management together with ensuring the achievement of all contractual requirements including the financial management of a diverse portfolio of projects being implemented in-country. The Operations Manager is responsible for the day-to-day management of all in-country activities including security for all staff, operational support for projects, and the performance appraisal and management of the in-country team. Reporting and Relationships The PNG Operations Manager will report to the Country Program Manager based in Melbourne. The Operations Manager will have direct line management responsibility for in-country operational staff and is ultimately responsible for all in-country staff. The Operations Manager in conjunction with the Country Program Manager will appropriately involve Melbourne based thematic team leaders, project managers and researchers from the Institute to ensure high quality technical support and implementation of country program activities. The role will also require the Operations Manager to establish and maintain effective working relationships with donors, implementing agencies and other stakeholders, including PNG national health related bodies. Roles and Responsibilities Strategy, Planning and Leadership Assist the Country Program Manager to establish and implement strategic and operational plans for PNG ensuring initiatives undertaken are consistent with the Priorities and Strategies of CIH and the wider Institute. Lead the development of an in-country management plan that addresses the ongoing in-country management of the program, in the context of the financial realities. Maintain a highly motivated and appropriately qualified workforce providing effective leadership and mentoring. Work effectively with Melbourne based staff in pursuing the strategic objectives of the country program and the wider institute including research objectives. Relationship Management Develop and maintain networks consistent with strategic and operational needs of the country program Establish and enhance strong relationships with key regional, international and local stakeholders, including national bodies, development partners, donors, research institutions and other implementing agencies. Model and promote appropriate behaviours, which are consistent with the values of the Burnet Institute Page 2 of 5

3 Communicate regularly with the Country Program Manager and other relevant Melbourne based staff. Establish and oversee communication protocols for the effective relationship management with all key stakeholders, both internally and externally. Business Development In conjunction with the Country Program Manager ensure that an annual country business development plan is in place and actively contribute to its timely implementation Identify, track and gather information for new funding opportunities in close consultation with the relevant Melbourne based staff ensuring agreed institute business development protocols are followed. Contribute to and lead as necessary, the development of high quality written proposals within given timeframes. Ensure all in-country proposals are prepared to a high standard. Provide regular updates of in-country business development activities to the Country Program Manager. Program Management and contract compliance Ensure that all day-to-day donor requirements are being met and that projects are being delivered on time and within budget. Ensure that in-country activities are implemented in compliance with Burnet Institute policies & procedures including those specified in the CIH Field Operations Manual. Ensure in-country program activities are implemented in a manner which is consistent with the ACFID Code of Conduct, including Child Protection, Fraud and Counterterrorism Policies Ensure that appropriate delegations of authority are being followed in-country. Responsible for the day-to-day management of contracts in accordance with Burnet s organisational and financial requirements. Ensure that up-to-date files are maintained in-country, including both e files and hard copies of all key project documents including signed contracts, work plans, budgets, reports and approval documents. Ensure systems are in place for effective in-country activity implementation. Oversee the delivery of in-country activities ensuring activities are performed in accordance with contractual and Burnet requirements, on time, within budget and to an appropriate quality. Ensure that risk management plans are maintained and regularly monitored and reported to the Country Program Manager. Ensure the in-country office maintains human resource policies which are compliant with local law and consistent with Institute policies Financial Management & Risk Management Ensure that all in-country financial management requirements are being met -including the timely reporting of expenditure [budget v actual], budget and contractual implications of activity variations. Page 3 of 5

4 Undertake financial monitoring and analysis as requested with the Country Program Manager and supported by the in-country finance team. Direct in-country financial reporting and budgeting as requested. Coordinate internal or donor requested in-country audit processes as required. In accordance with delegated authority review and approve country fund requests. Ensure appropriate systems and personnel are maintained for effective financial management of all in-country activities. Lead the development of in-country budgets in accordance with agreed timetables set by the Melbourne Office. Security Management Ensure security plans are in place and updated regularly for in-country activities. Support the Country Program Manager with decisions pertaining to security level assessments and related actions. Provide updates for Melbourne-based staff on changes in health and security risks. Conduct briefing and debriefing of Australian deployments and inputs. Staff Management: Directly line-manage relevant in-country staff and provide continuous performance management, support and monitoring, annual performance reviews and management of issues relating to performance or unsatisfactory conduct. Advise the Country Program Manager on a range of staff management issues, including performance management of in-country staff [consistent with BI policies and procedures] Assist in the recruitment and mobilisation of in-country staff and consultants for the Program including the preparation of position descriptions, TORs and Terms and Conditions of employment/engagement. Key Performance Indicators: Indicators will be developed and documented upon appointment. Selection Criteria Essential Skills/Experience: Significant experience in the management and implementation of development assistance projects and/or programs Demonstrated donor experience: review, negotiation and compliance management with donor contracts, policies and procedures, including AusAID, or ADB, Global Fund or other Bilateral/Multi-lateral contracts Excellent financial and contract management skills, including budget preparation, monitoring, acquittal and report preparation Demonstrated experience in business development and bid management with the ability to produce high quality written proposals within short timeframes Excellent relationship management and communication skills, including clients, counterpart agencies and colleagues within cross-cultural teams in Australia or overseas Page 4 of 5

5 Demonstrated capacity to work independently exercising strong judgement, decisionmaking, analytical and problem-solving skills. Desirable Skills/Experience: University degree in field/s relevant to overseas development. Overseas working experience in a development setting, particularly within the Pacific region is highly desirable. Experience in international health or health development. Program level Monitoring and Evaluation. Professional Development Participate in professional development activities, as appropriate to the needs of the Centre and the incumbent Page 5 of 5