Head of Systems and Operations

Description
Trócaire works in partnership with local organisations in developing countries, and with people in Ireland, to tackle the root causes of poverty and injustice. Together, we create positive and lasting change.
Trócaire works in up to 20 countries across Africa, Asia, Latin America and the Middle East.

We have 5 Goals: Defend Human Rights; Achieve Climate & Environmental Justice; Ensure Women & Girls’ Protection, Voice & Influence; Saving Lives and Protecting Human Dignity and Mobilise the Public on the island of Ireland to achieve Global Justice.

Our work is rooted in Catholic Social Teaching and in our values of Solidarity, Courage, Participation, Perseverance and Accountability.

The Head of Systems and Operations is a strategic member of the Country Management Team with responsibility for leading Trocaire’s operational, finance and systems support across both the Myanmar and Thailand offices. The right candidate will bring a clear strategic lens to the establishment of strong systems and compliance mechanisms to enable Trócaire’s growing portfolio of partnerships and programming across Myanmar and Thailand.

Trócaire works in partnership with local and church organisations, supporting communities in over 20 countries across Africa, Asia, Latin America and the Middle East to bring about lasting change. Trócaire envisages a just and peaceful world where: people’s dignity is ensured and rights are respected; basic needs are met and resources are shared equitably; people have control over their own lives; and those in power act for the common good.

The Head of Systems and Operations role will be based in Trócaire’s office in Chiang Mai, Thailand. Trócaire’s newly established regional office in Chiang Mai provides overall leadership for Trócaire’s programming in both Thailand and Myanmar, which currently focuses on humanitarian response, resource rights, women’s empowerment, gender-based violence and peace & development. Trócaire is first and foremost a partnership agency, supporting local and national civil society organisations to support communities. All our work is carried out in partnership with local and national actors.

Since 2011, Trócaire has been supporting partners to implement humanitarian and development programming in Kachin and Northern Shan States. Trócaire’s programme in Kachin and Northern Shan is a large-scale multi-donor programme. Since 2016 Trócaire has gradually expanded its work in transitional programming for conflict affected people, particularly in the area of on and off-farm livelihoods and resilience programming. Trócaire works with 23 local and national partners in Mon, Tanintharyi, and Kayah states. In 2021, Trócaire has also extended humanitarian and WASH support to local partners working in Thailand with displaced communities from Myanmar.

For the candidate with the required experience and passion for the role, Trócaire offers a competitive package of salary and benefits

Reporting to the Country Director, this is a Fixed Term Contract of 2 years with a possibility of extension, based in Chiang Mai (Thailand) but with frequent travel to programme locations. The candidate will manage the Head of Finance (Yangon), Head of Office (Yangon), the Regional IT Officer, and Thailand based administrative staff currently under recruitment.

Safeguarding Programme Participants-Children & Adults Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives.
Any candidate offered a job with Trócaire will be expected to sign Trócaire’s Safeguarding Policies and Global Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents. All offers of employment will be subject to pre employment checks including satisfactory references and appropriate screening (e.g. police/garda vetting, counter terrorism and anti-trafficking). Trócaire also participates in the InterAgency Misconduct Disclosure Scheme and all employees will be subject to this as part of contract of employment.

Key Duties & Responsibilities

Setting up System

• Provide strategic oversight over all Trócaire Myanmar and Thailand systems and controls, including finance, operations, procurement, IT and legal requirements to operate in both countries.
• Lead the development of effective communications and approvals protocols to support a remotely managed working environment covering two country operations, including operations in conflict areas.

Finance

• Overall leadership and responsibility for the 10 person finance team in Trócaire Myanmar and Thailand.
• Review and submission of institutional donor funding budgets, including submission of relevant templates for inclusion of budgets in HQ finance systems.
• Review and submission of monthly finance checklist reports to HQ.
• Act as liaison for internal and external audits.
• With input from the Head of Finance- Yangon , review and finalise annual country budgets and provide quarterly review of country budgets.
• With input from the Programme Finance Manager, review all budget vs actual reports for institutional donors on a monthly basis and share relevant information with programmes teams.
• Review donor financial reports.
• Ensure agreed financial and asset controls and monitoring are in place, functioning and adhered to in both Thailand and Myanmar offices.

IT

• Manage the Regional IT Officer and support his/her workload management.
• Oversee strategic implementation of HQ and regional IT initiatives.
• Provide overall oversight over management of IT assets in both Myanmar and Thailand.
• Lead the development of effective IT systems support for information management and operational decision making across both Myanmar and Thailand.

Operations

• Ensure that legal requirements for Trócaire to operate in both Myanmar and Thailand are met.
• Overall oversight of procurement systems for both Myanmar and Thailand in line with both internal and donor compliance standards.
• Oversee office management policies and practices in line with Trócaire policies.
• Support international staff visa and work permit processes in both Myanmar and Thailand.

Compliance

• Provide guidance on donor specific standards and compliance guidance for both financial management and procurement related to Trocaire’s work in Myanmar and Thailand.
• Ensure country operations and programme compliance with organisational Data Protection & Information Security policies
• Ensure Trocaire’s Compliance, Policies and Procedures , are adhere to ( Admin, HR, Safeguarding policies and practices

Safety and Security

• With support from the Global Safety and Security Advisor and Myanmar Safety and Access Advisor and in partnership with the Country Director, provide oversight of safety and security standards and procedures in Myanmar and Thailand.
• In close coordination with the Country Director, monitor the security environment and implement appropriate safety and security procedures.

Human Resources

• Support the Head of Office (Yangon) and the HR Officer and Thailand based HR representatives, to ensure that Trócaire manages all human resources in line with best practice and Trócaire’s HR and safeguarding policies.
• Liaise with HQ HR teams to support all areas of the HR cycle , including recruitment and retention of international staff.
• Ensure Trocaire’s performance management system , demonstrating high standard of accountability and transparency

Representation and Advocacy

• In close collaboration with the Country Director and Heads of Programmes, represent Trócaire at coordination groups specific to finance and operational issues.

Team Management

• Manage the Head of Finance (Yangon based), Head of Office (Yangon)(Myanmar based), and Regional IT officer in line with Trócaire’s performance management framework.
• Ensure that Trócaire policies and procedures are in place and are adhered to (admin/finance, HR, procurement and logistics, security)
• Foster a positive, collaborative and enabling work environment and encourage proactive information sharing within the office;
Other
• Fulfil other reasonable duties and responsibilities, as requested by the Heads of Programmes and Country Director.

Behavioural Competencies in Line with Trócaire’s Competency Framework

• Leading: Reflecting our values of Participation & Accountability, acts to inspire and lead others to achieve their potential, demonstrating Trócaire’s values with integrity in order to achieve our organisation’s objectives.
• Communicating: Reflecting our value of Participation, being one organisation, communicating clearly and transparently across, teams, units, divisions, locations and other external organisations. Getting our message across with impact.
• Collaborating: Reflecting our values of Participation & Solidarity, partnering effectively as One Trócaire organisation and, in solidarity, maintains positive relationships built on trust and respect.
• Stewardship of Resources: Reflecting our value of Accountability and decision-making around the best use of resources. Using our resources transparently, sustainably, ethically, fairly & with integrity; acknowledging Trócaire’s reputation in the use of resources.
• Delivering Results: Reflecting our values of Accountability & Perseverance, getting a quality job done through effective performance, planning and decision making.
• Continual Improvement & Learning: Reflecting our values of Participation & Courage, constantly looking to learn and develop self, employees, and partners to better fulfil Trócaire’s’ mission.
• Flexibility & Change: Reflecting our values of Participation & Courage, adapts positively to change and to different ways of doing things; manages or takes part in change processes in a way that is appropriate to role in the organisation.

Person Specification – Essential Requirements

(E) Qualification

• Masters level degree in international relations, Head of operational management or related field of study, or be a qualified accountant.

(E) Experience

• 10 years of proven experience in similar roles and experience in managing operations in humanitarian or development contexts.
• Experience of working with major international donors.
• Experience working with project budgets and other financial management tools.
• Experience of people management and managing a team
• Experience with representation with government, UN, and donor audiences for coordination and advocacy

(E) Skills

• Strong organisational and independent working skills
• Strong coordination skills specifically with the ability to effectively coordinate with local partners and among internal team members (technical, finance, management).
• Ability to transfer skills and knowledge through, training, mentorship and accompaniment.
• Ability to work through a local partnership model.
• Fluency in English (Thai or Myanmar language skills an asset).
• Excellent interpersonal and communication and networking skills, including the ability to relate across different organisational functions, structures, levels, and cultures.
• Excellent computer skills (Agresso Finance software, Microsoft Office, Salesforce etc.).

(E) Qualities

• Flexibility and adaptability.

• Cultural sensitivity and respect.
• Strong diplomatic skills in communicating with stakeholders and team members.
• Understanding of, and empathy with, the role of the Catholic Church in development.
• A strong commitment to social justice, and an empathy with the ethos and work of Trócaire.
• A commitment to civil society strengthening and support for working in partnership with local actors

(E) Other

• Ability and willingness to travel within country and internationally, including travel to HQ in Ireland

Person Specification – Desirable
(D) Qualification

• Director of Operations preferably at the Head Quarter or Regional level

(D) Experience

• working experience preferably in non-profit organization preferably in Humanitarian and development Organization
• depth knowledge of Accounting Standards, Rules, Requirements & Guidelines, and Tax & Labor Law

(D) Skills

• Outstanding communication and people skills
• In depth knowledge of diverse business functions and principles (e.g. Finance, Supply Chain, and Human Resources etc.), and international best practices
• Strong strategic and analytical skills

(D) Qualities

• Demonstrated result building and sustaining result based management
• Experience with strategy development, operational design/management, and change management
• Ability to build consensus and relationships among executives, partners, and the workforce

(D) Other

• Experience in thinking creatively and prototyping new ideas
● Ability to inspire confidence and create trust

Closing date for applications is 29th July 2022