Head of Operations

Job Description

Title: Head of Operations

Company Name: Muslim Aid UK Bangladesh Field Office

Vacancy: 1

Job Location: Dhaka

Employment Status: Full-time

Educational Requirements:
∎ Master's degree in relevant field such as Business Administration, Management, Economics, etc.
∎ Other professional qualifications such as FCA.

Experience Requirements:
∎ At least 10 year(s)

Job Context:
∎ The Head of Operations, will lead and develop a team of functional experts (Finance, HR, Administration, Procurement & Logistics, IT, and Security) to ensure optimum support to projects within Muslim Aid Bangladesh Country Office (MABCO) policies. Sitting within the Country Senior Management Team, this role has a strong strategic focus and as Head of Operations, will report regularly to the Country Director (CD) on the management of financial and operational risks associated with program delivery, grants, and in-country operations.
∎ A key member of MA Country Office`s Senior Management Team (SMT) in Bangladesh, the Head of Operations works collaboratively with the Head of Programmes (HoP) and Head of Strategic Partnerships (HoSP) to ensure that the programme and organizational strategies are realistically achievable, and sufficient technical guidance and support is available to implement the grant components of those strategies effectively.
∎ As well as overseeing the preparation, consolidation, and analysis of collated country budgets, the Head of Operations will support legal and risk management and be responsible for reviewing and confirming that the contracts, grants, leases, disbursements, and transfers to third parties, meet MABCO policies and procedures, before they are signed by the Country Director. The incumbent is expected to have travel to the field offices.

Job Responsibilities:
∎ Financial Management:
∎ Ensuring effective and accurate transaction processing and accounting in compliance with MABCO procedures. This includes taking responsibility for day-to-day operations of the country office finance and ensuring the accounting system is up-to-date, accurate, and maintaining the integrity of data.
∎ Effective management of the balance sheet accounts and reconciling and reporting on them as per management requirements.
∎ Producing the Budget Vs Actual and the risks are well informed to CD and to roll out the risk mitigation plan in coordination with HoP and HoSP.
∎ Preparing the Annual budgets, Project Budgets, and Donor Budgets for the country office, monitoring its effective utilisation, and supporting program teams in their interpretation and implementation through regular reporting.
∎ Reviewing program proposals and preparing budgets for submission to donors in compliance with donor guidelines and MABCO procedures.
∎ Preparing and submitting timely and quality financial reports to donors and being involved in all aspects of donor contracts management.
∎ Taking charge of and being responsible for the Bank and Cash accounts for the office and ensuring that sufficient balances are maintained to support the program delivery.
∎ Being responsible for all legal aspects of Muslim Aid's operations in Bangladesh and ensuring compliance in terms of taxations, preparation, and filing of returns, annual reports, accounts, etc.
∎ Ensuring implementation of partner management policy and supporting partner agencies in training and capacity building.
∎ Ensuring compliance with local legal and statutory financial reporting requirements.
∎ Ensuring that the value for money concept is applied in all program-related supply of goods and services to programs is carried out speedily and efficiently in a transparent manner, following donors' requirements.
∎ Taking prompt and definite action on non-compliance with policy and practice.
∎ Systems:
∎ Ensuring that internal control systems are well implemented, and review processes are performed on a regular basis.
∎ Managing the IT Officer and also ensuring that the MABCO business and communication systems are working efficiently to support the teams in a cost-effective manner.
∎ Supporting the program teams in the new grant management and QuickBooks systems in line with MABCO's Business rules and Ways of Working.
∎ Maintaining donor contract management system and being the focal point of donor administration inquiries.
∎ Administration:
∎ Taking responsibility for, providing overall management of an advisory role in all aspects of business services. This includes managing and coordinating the work of the administration, finance, human resources, and logistics teams.
∎ Maintaining the office as a modern professional set up with a conducive working environment.
∎ Ensuring that all facilities and installations are functional, maintained, and upgraded as required.
∎ Delivering efficient day-to-day administration and general support, including reception, travel, office environment, and staff safety issues.
∎ Creating facilities and services for the smooth functioning of the office.
∎ Regularly monitoring and evaluating individual and departmental performance against objectives and ensuring issues are identified and addressed.
∎ Line and performance management of direct reports.
∎ Take responsibility for the motivation and development of the staff.
∎ Logistics Management:
∎ Supporting Procurement and Logistics Department to develop a country-wide planning.
∎ Ensuring that there is an effective interface between Logistics and Finance functions in order to meet business needs and program implementation.
∎ Organizing monthly/quarterly coordination meetings amongst Operational Teams (Logistics and Finance), Funding, and Programme to track the procurement progress against planning.
∎ Supporting the Procurement Officer to establish the supplier framework process.
∎ Ensure MA logistic manual is implemented at the CO level and all documentation is properly done and archived.
∎ Supervise procurement process to ensure compliance to MA rules with Tender Commission members and Procurement Officer.
∎ Ensure assets and inventory are registered/ updated and being efficiently used.
∎ Ensure proper management of MABCO fleet and warehouses and record-keeping.
∎ Compliance and Risk Management:
∎ Supporting the CD to develop the country-wide risk register that has a thorough analysis and proposed risk mitigation in all areas such as legal risk, working in partnership, donor risk, fiduciary, reputational and HR, etc.
∎ Identifying, monitoring, and supporting the management of risk, in liaison with the country leadership team, regional business systems staff, and HQ, as required.
∎ Working with CD and Admin & Logistics Officer on the implementation of Country Security Management Planning.
∎ Being a champion as a compliance lead, a strong commitment, and understanding of the zero tolerant on fraudulent principles of MABCO.
∎ Bringing up the suspected fraud cases that have associated risk to CD.
∎ People Management:
∎ Ensuring an effective performance management is in place for the staff within Finance, HR, IT, and Logistics functions, ensuring assessment, development, and performance management against objectives and organisationally agreed-on competencies.
∎ Building strong relationships with project managers and other staff to ensure that roles and responsibilities for key business processes are understood and implemented and that all staff are held accountable for this via performance management.
∎ Tackling the poor performance issues within the team in line with HR policy.
∎ Audit:
∎ Ensure that the Statutory accounts of the office are annually audited by an external auditor appointed for a fixed term in consultation with the HQ.
∎ Ensure and facilitate successful audits of any donor-funded program which is audited by external auditors of donor agencies in consultation with the HQ.
∎ Ensure follow-up on financial and risk disclosure issues.
∎ Human Resources Management:
∎ Coordinate with CD and Head of Programs for HR planning and ensure timely recruitment of staff based on requirements and planning.
∎ Develop human resources budget and ensure proper allocation of existing financial sources (internal/Admin Fund and donors).
∎ Develop objectives for the HR Manager to assign proper tasks and evaluate performance based on assigned objectives and tasks.
∎ Ensure compliance with HR procedures and proper documentation across all departments' human resources.
∎ Ensure payrolls are done correctly and government taxes are deducted and deposited in a timely manner.
∎ Make sure HR department coordinates with other heads of departments and develops a staff capacity- building plan based on recommendations in individual staff performance evaluations.
∎ Ensure monthly and other periodic HR reports are done on time.
∎ In coordination with the Country Director, Administration, and Human Resources staff, contribute to the modifications and implementation of MABCO Employee Manual, national staff salary scale, fringe benefits, and other terms of employment to ensure justice, fairness, retention of high-quality staff, competitiveness with other humanitarian agencies, and compliance with local labor laws and standards.
∎ Ensure MA Performance Management System is fully implemented in Dhaka and other field offices.
∎ Promote staff care and ensure that staff care action plans are being implemented.
∎ Travel:
∎ Required to spend up to 40% time travelling to project locations and field offices.
∎ Other:
∎ To ensure all records are maintained and stored appropriately in line with Muslim Aid HQ document management and IT policies.
∎ To comply with all policies, procedures, legal and regulatory requirements.
∎ Any other duties commensurate with the accountabilities of the post.

Salary: Tk. 190929 (Monthly)

Compensation & Other Benefits:
∎ Mobile bill, Provident fund, Weekly 2 holidays, Insurance, Gratuity
∎ Lunch Facilities: Partially Subsidize
∎ Festival Bonus: 2

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 13 Oct 2022

Company Information:
∎ 29 Sep 2022
∎ Muslim Aid UK Bangladesh Field Office
∎ Address : House# 13, Road# 27, Block- J, Banani Dhaka-1213, Bangladesh.
∎ Web : http://www.muslimaid.org.bd/

Category: NGO/Development

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