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Deputy Regional Director for Operations

Region:  Asia Regional Office

Location:  This position will be based from either from the Sub-regional Office in Manila, Philippines or the Regional Office in Bangkok (to be decided)

Reports To:  Regional Director

Closing Date:  Tuesday 13th March, 2012

5 year contract

The salary range for this role will be US$67-87,000 per annum depending on experience.  This is an accompanied position and full expat benefits will be available.

To apply, please send your CV and a covering letter detailing your salary requirements and quoting reference AR033 to recadmin@plan-international.org

The Deputy Regional Director Operations’ role is to lead and manage a team of functional experts so that management services support the delivery of a high quality project work across all country programmes in the region.  These must be fully compliant with Plan’s strategic goal, values and policies in adherence of minimum standards.  The role enables others to deliver, providing oversight and risk-management of systems and processes to ensure the proper utilization of income from grants and sponsorship; effective human resource management and development; cost effective administration and logistics in for the provision of ICT.

The DRD/Operations will also be the Team Leader of the sub-regional office based in Manila, Philippines consisting of 15 RO/IH staff.

Dimensions of Role:

  • A member of the core ARO Regional Management Team consisting of the Regional Director and Deputy Regional Director for Programs.
  • Line management of three senior support managers in the areas of sponsorship, risk management and security
  • Matrix management providing regular guidance and support to finance, people & culture and ICT function heads who report directly to Directors of the functions in IH.
  • Reporting regularly to the RD on the management of all risks associated with programme delivery including income, people management, legal compliance and security.
  • Technical oversight and support to Country Programmes in managing risks and remaining compliant in the delivery of cost-effective work
  • Preparation, monitoring and analysis of collated regional and country budgets for submission to IH

Typical Responsibilities - Key End Results of Position:

Team Management
A well managed team of experts is recognised by CO Leadership for providing an excellent service function to the Country Programmes

  • Line management of three functional experts (currently based in Manila and Bangkok) to deliver excellent services
  • Matrix management of three functional experts (currently based in Manila and Bangkok) to deliver excellent services
  • Clear TOR and team objectives developed and monitored initially prioritising the introduction of automated Finance Systems (FOB and SIP); HR development and systems (HRIS and Talent Management) and improvements in the support of IT for effective development (ICT4D)
  • Development and support of individuals within the team for continuous improvement
  • Run satisfaction survey to all regional staff

Strategic Planning and delivery of programmes
Country Offices have strong CSPs that include realistic sub-strategies for operational resourcing: financing, people & culture, sponsorship and risk management that will enable fulfilment of the plans. The operations component of the ARO Regional Strategic Framework is robust, fit for purpose (ie, aligned to support the delivery of programme objectives) and monitored regularly.

  • Review and comment on all draft CSPs
  • Support development of skills at Country and Regional Office level in resource-planning
  • Collate region-wide, common areas / issues for risk management and  operational support across the portfolio of CSPs received;
  • Ensure that services from RO needed for delivery are planned and available (eg HRM, Finance, ICT etc) in line with the Regional Office Strategic Plan and draft support / sub strategies;
  • Liaise closely with the DRD Programmes and the Regional Director to ensure that operational functions are aligned to current and future programme needs;
  • Coordinate, and build capacity to ensure that the operations areas provide effective support in the event of an emergency.

Policy and legal compliance
Country Offices are fully compliant with local statutory / registration requirements and global policies and the minimum standards associated with their implementation

  • Full gap assessments made together across all compliance requirements with Country Management teams and other DRDs/IH DDs.
  • In close consultation with legal counsel, a complete review of Plan’s legal registrations, agreements, contracts, MOUs and tax compliance is completed
  • Ensure there is a timely and appropriate organisational response to Child Protection issues when arising
  • Audit follow up and action lists are addressed expeditiously;
  • Support needs met where critical gaps analysed
  • All Plan RO/COs have completed security assessments, with plans and standard operating protocols that are consistent with global security policy and are operating effectively.

Risk assessment and management
RO/COs have risk management systems with clear strategies in place to address them

  • Maintain regionwide register in place in line with the Global Risk Management policy,
  • Embed the function in all parts of the organization with skills of risks assessment and management developed accordingly
  • Risks are adequately managed and reported on through risk registers.
  • Reports submitted and actions recommended to RD

Regional Office(s) service support
The RO is run efficiently and is able to support the delivery of effective programmes across the region

  • Logistics for the RO operate smoothly and timely action is taken on any risk areas
  • Full legal compliance is assured;
  • Robust and accurate staffing and resourcing plans are in place;
  • The Regional Office has robust, accurate and timely management information and performance data for the region to facilitate planning and decision-making.

Dealing with Problems:

  • Ability to quickly understand and assimilate the complexity of Plan’s business model, systems and procedures, organisational structures and decision-making processes;
  • Capable to work with the P&C partner and Country Management Teams to address staff issues across huge distances;
  • Strategic analysis Plan’s financial systems and information and propose appropriate solutions that maximizes efficiencies and effectiveness;
  • Security/emergency conditions needing response to ensure staff safety, minimize risks and maintain business continuity;
  • Can provide support to COs to address NOIs and internal child protection issues
  • Flexibility to support other Country Offices across the Region.
  • Able to identify critical and systemic risks and take timely and appropriate actions.

Communications and Working Relationships:

Internal:

  • Member of the RMT (closest contact DRD Programmes with whom resourcing plans and risk management must be regularly discussed)
  • Regular contact with ARO functional managers (incl RD/DRD-P),  Country Directors and CMT members, other DRD Ops, and IH Dept Directors
  • Member of the cross-regional team of DRD-Ops (RESA,WARO, ARO and ROA)
  • Periodic contact with NO support functions primarily through participation in GLC, various global work streams and task forces.

External:

  • Other INGO deputies and functional managers principally in the areas of: security, human resources and finance 
  • Security Associations and Networks
  • Regional counterparts among UN and donor representatives.

Knowledge, Skills, and Behaviours Required to Achieve Role’s Objectives:

Knowledge

  • Demonstrable knowledge as a result of study, training or practical experience on all the key operational support areas of: finance, people & culture, ICT, sponsorship, security, risk management and administration;
  • Knowledge of the particular administrative, legal and operational contexts of the countries of Asia as well as the cultural aspects and how that affects Plan’s operations.
  • Knowledge of the various donor and sponsorship requirements;
  • Well versed in organizational change issues for INGOs

Skills

  • Proven capacity to manage effective and motivated teams, including distance management.
  • Excellent analytical skills in relation to resource planning and financing
  • Strong inter-personal skills in a multi-cultural environment.
  • Adept at bringing about organizational change through negotiation and influence
  • Strong written and oral communication skills in English
  • Ability to effective manage time and priorities

Behaviours
Performance

  • Creates strong sense of purpose within own part of the business and with stakeholders
  • Holds self and others to account to deliver on agreed goals and standards of behaviour
    Strategic thinking and delivery
  • Sees contribution of own part of the organisation in wider Plan and external context
  • Balances future vision with practical delivery
    Decision making
  • Sound judgement and decision-making in complex situations
    Influencing
  • Can reach out and influence large groups of people
    Effective teambuilder
  • Creates highly motivated team of unified purpose
  • Modifies own view to get best outcome for organisation
    Learning
  • Supports learning in diverse teams

Self Awareness

  • Remains calm and positive under pressure and in difficult situations
  • Aware of impact on others and adjusting own behaviour accordingly
  • Humble and service oriented

Physical Environment and Demands:

Based out of Manila or Bangkok there will be extensive international travel throughout Asia.

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy.

Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.