TITLE: Operation Coordination Manager
TEAM/PROGRAMME: Programme Operation
LOCATION: Beijing, with significant travel to field
CONTRACT LENGTH: Fix Term
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
The position is an interim arrangement to support CO operation during China CO’s transition towards a local entity. The Operation Coordination Manager (OCM) would focus on the effective communication between the field and the senior management team, monitoring the consistent enforcement of country office (CO) guidelines and policies across all project teams. The OCM：
1) Works closely with and supports the Area Managers (AMs) who share the overall responsibility for the quality delivery of the CO programme that meets the SCI KPIs as well as donor’s expectations.
2) Assists AMs to collect and consolidate information about the programmes and their respective delivery for the COO and the SCI reporting requirements on programme delivery. This includes, but not limited to information about budget, donor relation and partnership management.
3) Monitors the delivery and management of programmes and enforcement of CO policies and guidelines in the fields, supports the reporting to COO and facilitates internal communication, with endorsement from AMs.
4) Serves as the focal point with the regulators and other external stakeholders key to the CO operation in the country.
5) Participates in the CO emergency responses per request.
SCOPE OF ROLE:
Reports to: CEO
Staff reporting to this post: None
Budget Responsibilities: None
Role Dimensions: ESMT, Chinese regulator, ARO, External stakeholders, etc.
KEY AREAS OF ACCOUNTABILITY:
1.Monitor and support the consistent quality delivery of programmes in the CO
1.1 Monitor and support the consistent implementation of CO strategies and requirements
Support the implementation of the Country Strategic Plan under the guidance of the COO and AMs
Follow the implementation of CO KPI improvement plan and project audit recommendations
Monitor programme implementation across CO and ensure they are implemented in ways responsive to the communities, and children in line with Save the Children principles, values and strategic plan and following Save the Children compliance procedures
Support AMs to enhance synergies across programmes with the same theme
Support AMs to ensure all programmes progress in accordance with grant agreements and donor requirements
Support AMs to collect and consolidate information about the programmes and their respective delivery for the COO and the SCI reporting requirement on programme delivery
Assist BHs with individual projects and awards at the authorization of AMs
1.2 Participate in budget management
Monitor with AMs programme expenditure and identify significant variances between budget and actual expenditure
Support AMs to consolidate reports prepared by BHs on financial performance of their awards per donor requirements or other internal and external demands
Support AMs to ensure timely compilation and delivery of financial reports
Flag out to AMs and report to ESMT budget under/overutilization and to ensure timely actions are taken
Coordinate with DRAM team, at the authorization of AMs, to ensure the prior approval from the Member and/or donor for incurring costs on any individual budget line which are more than budget line flexibility as per Fund Summary and review with Awards team for variations 10% above the costs budgeted for that line item
1.3 Partner management
Support COO and AMs to ensure that program partnership is designed and managed to further the achievement of Save the Children's global strategy and strengthens local and national capacity to deliver for children
Participate in the analysis of potential partners as driven by BHs and PDQ team using documented selection methods and ensure that all partners comply with Save the Children and donor requirements and regulations
Facilitate the China CO’s engagement in mutual assessment, feedback and learning with partners and partners’ engagement in knowledge building and advocacy
2. Internal communication facilitation
Ensure the establishment of and the efficient operation of a coordination and information sharing mechanism among AMs and effective communications between COO and AMs
Observe and monitor programme delivery, and present recommendations and flag out issues about programme delivery to COO
Timely communicate to AMs SCI and COO’s guidance and instructions, in particular looking to ensure that appropriate processes are in place to ensure consistent and high-quality programme delivery in the fields
Closely coordinate, at the authorization and on behalf of AMs, with Director Programme Development& Quality (PDQ), Finance Director and Donor Relations and Awards Management (DRAM) Director, to ensure that programmes are completed at good quality within time and on budget
Ensure operational inputs are provided and reflected as necessary/relevant in proposal development
3. External stakeholder engagement
3.1 Focal point with Chinese regulators
Serve as the focal point with Chinese regulators at the national level, in particular with PSB, and maintain an open channel of communications with regulators
Provide guidance, at the authorization of CEO and/or COO/AMs, to field teams on their engagement with regulators at various levels
Clearly communicate with the ESMT all requirements raised by regulators and support ESMT to ensure the full compliance of China CO’s operation with relevant laws and regulation
At the authorization of ESMT, to mobilize internal CO resources and drive the development and timely submission of reports to Chinese regulators to meet their regular and ad-hoc information request, including but not limited to: annual work Plan, annual work report, annual inspection/audit (by request), monthly activity plan, employee and partner list, organizational changes, etc.
Under the direct instruction of CEO, prepare and submit ad-hoc reports to regulators
3.2 Representation and Networking
Serve as the interface/focal point for matters related to programme delivery and implementation with government authorities, donors (including potential ones), partner agencies, key domestic and international NGOs and UN agencies in China.
Interact with the domestic/international donor and NGO community to ensure awareness of SCI programmes and to collect up to date information about the plans and programmes of other players in the civil society sector
Act as the contact point with Chinese stakeholders at the national level who are interested in knowing SCI and working with China CO on ad-hoc projects in the country
4. Emergency Response Management Support
Support ESMT to ensure appropriate and timely responses at scale to all emergencies consistent with established benchmarks, plans and organizational policies, and in close cooperation with incoming surge teams
Facilitate all CO staff across departments and field offices to become familiar with, adhere to and implement the procedures and processes detailed in the Rules and Principles for emergency response
5. Other tasks assigned by CEO and/or COO
BEHAVIOURS (Values in Practice)
holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
holds the team and partners accountable 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.
sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
widely shares their personal vision for Save the Children, engages and motivates others
future orientated, thinks strategically and on a global scale.
builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
values diversity, sees it as a source of competitive strength
approachable, good listener, easy to talk to.
develops and encourages new and innovative solutions
willing to take disciplined risks.
honest, encourages openness and transparency; demonstrates highest levels of integrity
Master’s degree in development or other social sciences
EXPERIENCE AND SKILLS
About 7 years work experiences
Good knowledge about the general operation of China CO
Substantial experience in managing complex relationships and partnerships
Solid project coordination skills related to cross-functional teams with a proven history of delivering results
Ability to analyze information, evaluate options and to think and plan strategically
An in-depth understanding of national and international development issues, in particular in relation to children’s education, health and protection
Excellent interpersonal, communication and presentation skills
Fluency in written and spoken English and Chinese, and the competence to write reports in formal Chinese accepted by the regulators is a must
Ability and willingness to be flexible with work practices and hours, and work with incoming teams in the event of major emergencies
Commitment to and understanding of SCI’s aims, values and principles including rights-based approaches
Familiar with the process and protocol to engage with government stakeholders, and the experience with PSB is preferable
Management coordination experience in an organization
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.