Regional Operations Manager, South East Asia
Room to Read, Global Office Asia
Phnom Penh, Cambodia
Room to Read, Global Office Asia
Phnom Penh, Cambodia
Position Overview:
This position is part of the Global Office (GO) International Operations team. The GO Regional Operations Manager supports the alignment and linkages between Country Office (CO) and GO teams responsible for technical support, implementation, and building the capacity of country programs and staff. The position provides support to the relevant GO Regional Director, Country Directors and Country Management Teams (CMTs) to ensure effective communication flows and efficiency and effectiveness of the Country Office programs. The post-holder will effectively and efficiently support operation systems, processes, and activities for countries in their portfolio so that programs are delivered on time according to the CO and organizational strategy. S/he will triage issues for the Regional Director and ensure issues are raised to the Regional Director in a timely manner.
This position supports Cambodia, Laos and Vietnam. The position will located in Phnom Penh, Cambodia. This position reports directly to the Regional Director, Asia at our global headquarters in San Francisco, USA.
Duties & Responsibilities:
General Program Operations Support:
- Provision and identification of operational support needs and assistance to Country Offices
- Ensure implementation and management of key organizational and operational decisions, policies and actions agreed across departments at the GO (US and Field Based) and Country Office level
- Liaise with other Room to Read (RtR) departments (Development/Fundraising & Communications, HR, Finance, Programs, Accelerator (Technical Assistance)) to ascertain operational bottlenecks/challenges and seek solutions to ensure programs are delivered in timely and cost-effective ways with quality
- Review CO internal audit reports and follow up with Program Operation Directions and relevant CMT members to ensure action points are addressed promptly and effectively
- Work in collaboration with the Director of Field Operations to ensure effective functioning of logistics systems to procure, store and distribute books, materials, and other relevant supplies for the timely delivery of project objectives
- Actively monitor external factors that may influence the program context (security environment, natural disasters, political change), and provide necessary support to ensure smooth program implementation and safety of staff
- Maintain high level knowledge and information on country context in education and economic events and trends
- Advise on improving system, process and tools as part of the Global Operations team
Strategy & Planning:
- In cooperation with the Regional Director lead the development process and ensure effective implementation of the Country Strategy reviews and geographical targeting exercises as an essential part of the country program to help achieve Room to Read goals
- Support COs in the development, review and analysis of annual plans and budget management
- Monitor and track execution of annual planning and budgeting, encouraging the use of monitoring data to foster improvement in program quality
- Encourage and facilitate collaborative behavior across country teams in working towards the planning and delivery of the annual plans and budgets, improving coordination, communication and maximizing the cooperation between country offices and the Global Office (both SF and field based) in the development and delivery of the plans
Management and Coordination:
- Monitor and build the capacity of the Country Management Team (CMT) to maximize planning, reporting, accountability and systems to manage programs effectively
- Encourage the CMT to openly recognize and manage risk, set clear quality and accountability standards and foster transparency in decision making processes
- Monitor and communicate major country news impacting the Country Office
- Provide coordinated and integrated finance, HR, PDTA and Accelerator (as relevant) support to Country Offices to enable effective and efficient project implementation according to donor guidelines and RtR standards
- Ensure that partnership agreements with NGOs and government accurately reflect the realistic capacities of both parties; optimal efficiency and effectiveness; and the strategic priorities of Room to Read
- Serve as Project Manager for in-country donor funded projects, and potentially for other projects in the region
- In partnership with the GO Donor Relationship Manager, oversee the implementation, tracking and gathering of information for reports for in-country donor funded projects and potentially for other projects in the region
Program Implementation and Monitoring:
- Review and analyze ongoing, monthly, quarterly and annual reports/data to identify best practices, challenges and support needs and follow-up with CO or GO as needed
- Encourage constant focus on solutions and results, active learning, sharing of knowledge and innovation for cost efficient, effective and sustainable alternatives that will impact more children
- Monitor program implementation through visits, implementation calendar tracking and regular communications
- Identify operational or program quality issues and alert Regional Director or technical team as appropriate
- Review allocations of Country Office resources and assets ensuring that programs meet their commitments and are accountable to beneficiaries and donors
Capacity Building:
- Identify core capabilities/capacity needs across country programs and staff, liaising with the GO functional teams to plan capacity building
- Coordinate, and at times lead, the delivery of capacity building plans to develop the requisite operational competencies in operational staff
- Coach and mentor operational staff (specifically the Country Office Program Operations Directors) and link in to wider organizational talent development mechanisms
Budget Management:
- Help country programs become more cost efficient and effective, working with CMTs to set efficiency targets, identify areas where changes can be made and devise strategies to manage costs
- Analyze, review and provide feedback on quarterly financial reports and forecasts with Finance and Country Office
- Work with GO and CO Finance to monitor rate of spending in COs on a monthly and quarterly basis against budget and mitigate issues in over or under spending; analyze annual and quarterly budget submissions
- Work with the CO and Regional Finance to monitor donor funded project spending monthly and match reporting when required by donor and to ensure expense charges are allowable, allocable and reasonable
HR/Personnel:
- In coordination with HR, analyze and respond to staffing models, competency models, and other Human Resources tools designed to improve effectiveness and efficiency of CO staff
- Present key operations related sections of the on-boarding and orientation of new staff for operational related activities
- Advise Country Offices on the structure and management of Country Office operations team to help implement effective programs
- Participate in the recruitment of operational staffing for Country Offices
- Work with Country offices and their CMTs to build their operational capacity and strengthen the structure of the field offices that deliver programs
Development/Fundraising:
- As needed, actively engage in the development of grant proposals – for both direct (core) implementation and Accelerator (technical assistance) programs initiated at both the CO and GO
- In coordination with the Donor Relationship Manager, Donor Communications team and Grants Finance, monitor, track and support external reporting to donors for quality, timeliness and accuracy
- Support the coordination of site visits and treks in cooperation with the Country Office and relevant GO team through briefing the GO Dev team on the country context, managing some logistical aspects and scheduling of the donor visits
- Actively participate, as requested, in new Accelerator and core project initiatives including feasibility studies, consultant contracting and management, desk review and program planning
- Review draft agreement documents & submit feedback to relevant GO departments (Accelerator, Dev)
- Update grant budgets and process approvals, including amendments, in cooperation with the CO
- Participate with GO departmental leadership to improve award management systems, policies, procedures
- Ensure donor tracking is kept up to date and committed funds are used per contracts and MOUs
- In collaboration with Communications, review Country Office information and communications materials as needed
Qualifications:
Required:
- Related B.Sc./B.A. or equivalent degree; master’s degree preferred
- A minimum of 7 years of professional experience in the related field
- Strong planning, budgetary and analytical skills
- Project management and implementation experience
- Ability to travel at least 30% to support Country and Field Offices.
- Prior success working closely and building relationships with diverse groups of people based in locations around the world
- Prior experience in a fast-paced, growth-oriented global or regional organization
- Proven ability to problem-solve, prioritize, take initiative and multi-task, with a track record of achieving results
- Proficiency in Microsoft Suites; Excel, Word, and PowerPoint and comfort learning new applications (Salesforce, Adaptive, SharePoint)
- Excellent verbal and written communication skills in English
Preferred:
- Significant experience living and working in one or more of Room to Read countries of operation
- Proficiency in one of the relevant national languages of Room to Read countries of operation
To be successful as a member of the Room to Read team, you will have the following behaviors:
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Room to Read values
- Holds the Country Office team to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
- Thrives in a fast-paced environment
Ambition:
- Have a passion for our mission and a strong desire to impact a dynamic nonprofit organization
- Sets ambitious and challenging goals for themselves and Country Office teams, takes responsibility for their own personal development and encourages the team to do the same
- Future orientated, thinks strategically and on a global scale while understanding the local context
Collaboration:
- Builds and maintains effective relationships, with the team and colleagues
- Values diversity
- Actively motivates others
- Approachable, good listener, easy to talk to
- Works well independently as well as part of a team
- Demonstrates cross-cultural sensitivity
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks
- Innovative and creative thinker; not afraid to try something new and inspire others to do so
Integrity:
- Honest, encourages openness and transparency; demonstrates highest levels of integrity
- Demonstrate leadership in relation to Room to Read policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures
- High level of personal and professional integrity and trustworthiness
- Strong work ethic and require minimal direction
Compensation:
Room to Read offers a competitive salary with excellent benefits.
The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, fun, and rapidly growing organization that is changing transforming the lives of millions of children in developing countries by focusing on literacy and gender equality in education.
Cambodia - GO Asia
To be successful at Room to Read, you will also:
- Have passion for our mission and a strong desire to impact a dynamic nonprofit organization
- Be a proactive and innovative thinker who achieves results and creates positive change
- Have a very high level of personal and professional integrity and trustworthiness
- Embrace diversity and a commitment to collaboration
- Thrive in a fast-paced and fun environment
Room to Read is proud to be an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds. EOE/M/F/Vet/Disabled
