Operations Officer

PURPOSE

Financial Management

• Coordinate and manage procedural aspects related to financial contracts and petty cash management
• Operate GGGI Lao PDR’s country-level financial system ensuring compliance with internal corporate policy and donor requirements
• Undertake internal financial reporting on all projects and programs within the portfolio, and lead country-level financial reporting for external partners (i.e. donors and resource partners)
• Support technical unit leads to plan and monitor expenditure rates across technical units, and proactively identify resource requirements for financial sustainability
• Develop and manage detailed budget execution plans and schedules in line with yearly work programs and budgets in coordination with the Budget Associate
• Provide financial expertise to internal stakeholders (especially unit leads and project managers)

Team Leadership

• Manage the day-to-day operations of the OEU staff and team, and ensure team is operating effectively and efficiently
• Guide team members on all areas related to GGGI’s operations and ensure compliance with internal corporate policy and procedures
• Foster career development, learning and development and professional growth of OEU staff

General Operations

• Support the development and execution of recruitment plan for the program and manage onboarding procedures, including recruitment and interview procedures
• Support the development of partnership agreements, memoranda of understandings, and official approval memos and other core functions
• Develop and monitor procurement plans and requisition procedures in line with yearly work programs and budget lines
• Coordinate the monitoring and reporting process of program outputs and achievements according to GGGI’s rules and policies and donor requirements.
• Guide country level communications colleagues, in coordination with technical project managers, as part of broader operations
• Manage procedural and technical aspects of GGGI’s Enterprise Management System (ERP) and project management system GGGI Online (GO) for monitoring and reporting
• Ensure smooth running of office management and administrative processes in attaining of objectives against established timeframes

ENGAGEMENT

• Advise the Country Representative and relevant program staff on procedures, polices and tools of operational transactions
• Communicate program needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements.
• Collaborate with other country teams, units, and divisions of GGGI on identified joint activity opportunities to ensure integrated delivery as “One GGGI”
• Advise the Country Representative and relevant program staff on operational improvements that can be achieved

DELIVERY

• Place initial screening and controls on country office spending, procurement requests and contract issuance; verify data and ensure data entry and document consistency from spending and expenses of specific project/output management
• Monitor and report workstream budget expenditures in activities to ensure efficiency, accuracy, and consistency in line with work plan to support program management
• Maintain and manage the office environment for occupational health and safety; advise on and manage an economical and green office environment
• Manage the inventory of the assets of the Program including ensuring smooth functioning of IT and meeting equipment
• Support arrangements related to travel and events management as necessary
• Identify issues and risks that will affect consistent program and delivery and report to the manager
• Identify issues from across projects and workstreams and advise project staff on remedial measures to maintain integrity of delivery
• Conduct relevant training for Program staff as necessary
• Maintain program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders

REQUIREMENTS

QUALIFICATIONS

• A master’s degree or equivalent in business administration, finance, accounting, human resources, or a related field of study is required (In lieu of a master's degree, a bachelor's degree with considerable professional job experience can be acceptable)
• Certifications in accountancy, project management, human resources management, procurement, information technology systems, database management, knowledge management is a plus
• Preferably 7 years professional work experience in at least 3 of the following areas: finance, accounting, project management, human resources management, operations, logistics, procurement, and 3 years with an international organization, international NGO or multinational business
• Demonstrated strong grasp in relevant GGGI policies and procedures, and extensive hands-on experience in GGGI online operational systems including ERP and GO
• Clear communication skills verbally and in writing in English required, with excellent Lao language skills
• Previous experience of support to set up GGGI country programs is a plus
• Ability and willingness to work in a flexible and agile manner 

FUNCTIONAL

• Demonstrates strong organizational, time management, and multi-tasking skills
• Takes a pro-active approach and work independently with minimum supervision to solve issues at hand and under the jurisdiction of the role

CORPORATE

• Understand and actively supports GGGI’s mission, vision, and values.
• Promote the optimum use of public resources
• Promote an organizational culture of trust, transparency, respect, and partnership.
• Process and share information easily.
• Manage emotions and stress positively, builds rapport and resolves conflict easily.
• Promote creativity and innovation among staff.
• Be able to lead where needed and provide solutions to project-level challenge.

WORKING CONDITIONS

The Operations Officer, GGGI Lao PDR is an X8 grade level in GGGI salary scale. Determination of base salary is subject to candidate's experience, academic background and internal equity. GGGI provides 13% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance that covers dental and vision. This is a national position and does not include relocation benefits.

GGGI is committed to providing a work environment that is sufficiently flexible to accommodate diverse life-cycle challenges and assist Staff members to achieve a better balance between work and personal/family commitments, thus ensuring high performance, long-term productivity, and well-being of Staff members.

Child protection – GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. GGGI’s Child Protection Policy is written in accordance with the Convention on the Rights of the Child.