Finance and Operations Manager

TERMS OF REFERENCE Job Title: Finance and Operations Manager – Rakhine State Location: Sittwe, with at least 25% travel (subject to context and prevailing movement restrictions) Reports to: Country Director with technical reporting lines - Head of Finance, Logistics Country Manager and HR Country Manager Duration: 12 months (with possible extension dependent on performance and funding) About RI: Relief International is a leading nonprofit organization working in 20 countries to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises and chronic poverty. Relief International began work in Myanmar in 2008 and is now supporting conflict-affected communities in Rakhine and Shan States. We combine humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, integration of services, strategic partnerships with a focus on civic skills. We empower communities to find, design and implement solutions that work best for them. Relief International Myanmar currently employs over 285 national, 4 international staff and operates out of ten offices across the country, with its main office in Yangon. At present, key RI donors include UNOPS, BHA, MHF, UNHCR, UNICEF, UNFPA, EUD. Position Summary: Rakhine Finance and Operations Manager is a key member of the Senior Management Team in Rakhine State, supporting and assisting the Country Director (CD) in the overall management of the support teams. The FOM will provide leadership and direction to the Finance and Administration departments contributing to the design, implementation, monitoring, evaluation and reporting to ensure cost effective interventions of a high quality. The FOM assists in the strategic planning and management of the State and country programs. The FOM will be expected to have a good understanding of the overall State and Country programs. The FOM line manages the support department heads in Rakhine, including HR, Logistics and Finance. Position Responsibilities and Duties: General Provide leadership and direction to the Finance and Operations team with close oversight of all program finances, including financial analysis and accounting management in accordance with RI Global Policy and audit recommendations. Supervises the human resources, operations/logistics, procurements, grants management and accounting functions. Manage, guide and coach department managers, developing policies and promoting best practice to facilitate the development and implementation of quality programs in Rakhine. Lead the annual budgeting process in Rakhine and review all financial plans and budgets, monitoring progress and changes. Regularly review operational budgets to ensure needs across the various programs are met. Ensure that RI procurement procedures are cost effective, efficient and comply with organizational standards of management and accountability. Prepare and execute action plans to improve the efficiency and effectiveness of finance and administrative operations and to mitigate operational and compliance risks. Periodically assess Finance and operations support functions to reflect the local operational context. This includes the review of HQ policies and procedures and development of Field office specific operational policies and procedures. Actively participate in the Rakhine Senior Management team, contributing to the ongoing development of the country and State programs. Assist the CD in managing RI’s risks in line with best practice, reviewing internal controls, facilitating/improving the design and use of key tools and coaching staff on the same. Assist the Head of Office and the CD with the Security of Rakhine staff/programs in mitigating Security risks Participate as needed in representation to donors, partners and government officials including TA, RSG and UN and ministry officials. Support filing Incident reports in a timely manner and assist with general security and safety. Conduct security and program safety inspections and put in recommendations and improvements in all field offices as needed. Human Resource Management Work closely with Head of HR at country level to provide guidance and direction for Human Resources department and promote an organization environment which is fair, open, protective and which fosters transparency and non-discrimination. Ensure that all local recruitment is managed in a transparent, effective, efficient and compliant manner. Support management to implement an effective annual performance review and development process. Support training plans development and implementation, to facilitate the delivery of successful programs. Oversee and validate the payroll of national staff in accordance with the labor code (payroll verification, payment of social charges and taxes, etc.) With department managers, measure, review and work to improve staff satisfaction, mental health and wellness. Support creation of all staff lists and movement plans, including staff relocation and evacuation. Financial Management Provide leadership in the preparation and management of all financial deliverables as per internal calendar and as per donors’ requirements. This is inclusive of but not limited to: Annual Budgeting, Donors’ budgeting and Reporting, Monthly Accounting, Monthly financial monitoring, Monthly treasury requests for the state, monthly payment follow-up, transactions control, etc. Optimize the use of financial resources in Rakhine, the use of overall core costs and budgets. Participate in the development of proposal budgets ensuring sufficient funding is secured for equipment and support functions to enable the successful delivery of program. Ensure organizational compliance to donor policies and guidelines. Ensure that effective systems are put in place and regularly reviewed to allow adequate financial management and control, including: cash and cash flow management and control, expenditure procedures, especially around procurement; cost allocation procedures; inventory and requisition procedures; documentation of all controls and procedures; availability of funds for sub-offices; segregation of finance duties within the assigned State/Region. Work closely with Country Director and Country Finance Manager to implement, improve, and maintain financial management policies, systems, structures and procedures. Work closely with Country Director, Program Development team to provide budgetary framework providing high and timely financial and budgetary contribution for proposal to funding agencies. Manage Rakhine financial portfolio ensure adequate financial liquidity for the smooth running of the programs. Provide primary financial and grants management support to RI emergency and development programs in Rakhine State, and develop best practice emergency financial and grants management procedures and processes. Provide necessary trainings to Rakhine finance team in coordination with the Regional and Country Finance Teams. Assist Country Finance Manager in ensuring that the country office and field offices are complaint with RI field accounting, procurement policies, procedures, donor agreements and audit requirements. Close follow-up and review of project expenditures in relation to work plans. Prepare and Analyze Rakhine Monthly BVAs report any issues and propose corrective measures. Review RI partners financial report and Procedures. Logistics Provide strategic support and leadership to the Logistics department in Rakhine. Ensure support and oversight for IT related issues including adherence to IT guidelines Ensure compliance of all logistical operations at the various field and support sites: including procurement, supply chain, asset management, fixed asset register, transport and fleet management. Work closely with Yangon based Logistics Manager to improving cost-effectiveness through use of: framework contracts, procurement plans and improved coordination of program activities, purchasing and transport. Ensure strong and timely coordination between the Sittwe Logistic teams and the field sites. Ensure that the Logistics Department manages timely negotiation of property contracts and ensure that property is insured, well maintained and secure Donor Compliance and Internal Audits Coordinate all internal and external audits to support Expenditure verification in Rakhine. Ensure audit recommendations are followed up on and corrective actions taken where required. Assist the Head of office Rakhine and the CD in managing RI’s risk in line with best practices, reviewing internal controls, and implementing the use of key tools. Supervise and provide technical support to internal audits and investigations as required. Other Provide support to overall RI emergency and disaster preparedness planning. Undertake additional activities as required by RI country team. Requirements Preferably Master’s degree in Economics, Accounting, Public Administration or related field; Minimum of 7 years’ field experience as an Expatriate, including at least 4 years in management and development of administrative systems; Strong verbal and written skills as well as ability to multi-task effectively; Experience working in a complex humanitarian contexts; preferably in ethnic conflict environments; Excellent interpersonal and organisational planning skills, particularly when dealing with national staff and multi-cultural teams; Excellent oral communication skills and writing ability in English; Familiarity with key international standards for humanitarian work (e.g. CP Minimum Standards, SPHERE, HAP Principles); Experience managing multi donor funded programs, i.e. USAID/BHA, EU/ECHO, FCDO, UN. Previous experience in South East Asia, preferably Myanmar is an advantage; Burmese language ability is a plus. Living Conditions: Shared housing or hotels in field office sites. Five days of R&R is provided every two months. This post is unaccompanied.