Senior Manager for Support Services

Save the Children International
Nonprofits / องค์กรไม่แสวงหาผลกำไร
3003
22 Oct 2016
05 November 2016

Save the Children International is looking for a Senior Manager for Support Services

JOB TITLE: Senior Manager for Support Services

TEAM/PROGRAMME: Support Services LOCATION: Bangkok, with travel to field offices

Type of Contract: Fixed Term

CHILD SAFEGUARDING:

Level 3: the role 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 in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

As a permanent member of the Senior Management Team (SMT) in Thailand, the Support Services Senior Manager shares in the overall responsibility for establishing the direction and overall coordination of the Country Office (CO). The post holder will be accountable to the Country Director in the provision of effective Finance, Human Resources (HR), Logistics, IT, Administration and Safety/Security services in emergency and development programming contexts as well as government relationships related to Save the Children’s registration in the country. The Support Services Senior Manager will build the capacity of the Finance Manager, HR Officer, and Admin and Logistics Manager and their teams. The post holder will also ensure compliance with SCI global standards, policies and practices across the support services teams.

SCOPE OF ROLE:

Reports to: Country Director

Dimensions: Supports the successful management of the country office’s program portfolio, approximately $5-6M USD annually. The position also plays a key role in effectively supporting programme implementation activities in line with the annual and country strategic plans. This role is expected to coordinate and support the support service functions located in the field office(s) through dotted line/matrix management.

Number of direct reports: Finance Manager, HR Officer, and Admin and Logistics Manager

Indirect reports: six

KEY AREAS OF ACCOUNTABILITY :

As a member of the Senior Management Team, will contribute to:

The identification and implementation of the country’s strategic direction and the development of an organisational culture that reflects our values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, supporting our people to deliver outstanding results for children and excellent customer service for colleagues, members and donors
Active and regular working relationships with host government authorities and partner agencies including humanitarian and development donors, and local and international NGOs
Ensuring that the Thailand Country Office complies with all Save the Children policies and procedures outlined in the SCI Quality Framework, including during emergency response

Human Resources

Leads the Human Resources (HR) function to ensure that HR processes, systems and services in country are in place, are being delivered to line managers and staff and meet the evolving needs of the organisation and aligned with the organisation’s overall strategy and quality framework to
Provides effective advice and support to SMT and line managers on people management and development and other end to end HR processes.
Ensures appropriate recruitment, retention and succession of staff including the design and implementation of compensation and performance management systems relevant for both development and emergencies, and career development for staff.
Develops and implement systems for greater talent acquisition, particularly at the national level
Ensures appropriate and adequate emergency HR procedures are detailed in the Country Office Emergency Preparedness Plan in order to enable rapid scale up and facilitate the HR aspects (such as deployment mechanisms) of the Country's Emergency Response Team
Monitors and advises line managers on disciplinary matters and that any conflict, grievance and harassment cases are effectively mediated, investigated and managed in accordance with established policies and procedures and Labour Law of Thailand
Ensures that staff and Save the Children partners are aware of and adhere to the Child Safeguarding Policies, in coordination with the Child Safeguarding Focal Point
Monitors staff morale and well-being and advises the SMT on appropriate actions to ensure positive morale and manageable stress levels

Logistics

Ensures all logistical support to programmes is timely and efficient, cultivates a solutions oriented approach to ensure compliance with all SCI logistics policies and procedures, coordinating trainings for program managers to build their knowledge and comfort with procurement best practices
Responsible for managerial oversight of the procurement/logistics function in Bangkok and the provision of procurement/logistics support to the field office(s)
Supports the development, implementation and compliance with the country office logistics and procurement manual
Provides supervision and support to the management of SCI assets, including fleet management

Staff Safety and Security

Works with the Regional Office and provide leadership as the Safety and Security Focal person to ensure that the staff and assets of Save the Children Thailand are safe and secure
Ensures that safety and security is considered in all aspects of our programme
Monitors implementation of the Country Office Safety and Security Management Plan, supporting the decentralisation of the Safety & Security Focal Points to the field office(s) and carrying out periodic security assessments
Leads on the development and revision of Business Continuity Plans

Administration and Facilities Management

Leads administrative function to ensure the provision of effective administrative support across the country programme
Ensures sophisticated, efficient, cost effective Information Technology Systems are in place
Ensures legal compliance with Government of Thailand regulations and laws and SCI standards and policy
Oversees the overall maintenance of the office premises, facilities, assets, and equipment (physical work environment) and ensure that these are secure and efficiently utilised
Ensures understanding and compliance with Health and Safety regulations
Ensures that internal and external communications systems function effectively and efficiently
Ensures appropriate insurance cover is in place and organisational risks are minimised considering suitability and types of cover available
Ensures provision of high quality logistical support to guests, visitors including partner organisations involved in SC activities
Reviews and assesses running costs in order to make savings and or upgrade as needed.

Planning and Budgeting

In close collaboration with the Finance Manager, leads the country office through annual planning.
Identifies and effectively manages all key risks, especially financial, related to delivering the Country Office program. Work with colleagues to develop mitigation plans at proposal stage
Ensures effective delegation of authority exists within Country Office and is understood and implemented
Ensures appropriate and adequate emergency finance and grants procedures are in place in the Country Office Emergency Preparedness Plan in order to enable rapid scale up
Supports the decentralization of budget holding responsibilities

Financial Accounting, Reporting, and Control

Together with the Finance Manager, ensures effective Financial Management in the Country Office financial systems and ensure the SMT and all budget holders are updated on a monthly basis about budget variance analysis; supports the Finance Manager to adapt such reports to meet SMT and budget holder management needs
Ensures that systems are in place for the control of all assets, funds, equipment, property, and facilities; ensuring submission of timely financial reports to centre, Regional Office and donors as required
Ensures that effective systems are put in place, and regularly reviewed, to ensure adequate financial management and control.
Ensures close and effective collaboration between the Finance, Awards and Program teams in all aspects of program development and implementation.
Ensures close collaboration between Finance and Awards team to ensure all SCI defined Non Thematic costs (support costs) are allocated appropriately to all awards and in compliance with any donor regulations

Staff Management, Mentorship, and Development – Support Services

Ensures appropriate staffing within Support Services, coordinate the effective recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff.
Ensures that all Support Services staff understand and are able to perform their roles in an emergency
Leads Support Services team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly
Incorporates staff development strategies and Performance Management Systems into team building process.
Manages the performance of all staff in the Support Services work area through:
- Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
- Coaching, mentoring and other developmental opportunities;
- Recognition and rewards for outstanding performance;
- Documentation of performance that is less than satisfactory, with appropriate performance improvements/ workplans or other actions

BEHAVIOURS (Values in Practice)

Accountability:

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.

Ambition:

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.

Collaboration:

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.

Creativity:

Develops and encourages new and innovative solutions
Willing to take disciplined risks.

Integrity:

Honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS & EXPERIENCE

Thai Nationality
5-7 years’ experience at managerial level of all or some of the accountabilities mentioned in an international NGO environment/setting.

Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
Preferably 3-5 years experience in managing/leading generalist HR function and teams, with specific experience in recruitment, HR policy, training/talent development
Desired experience in leading learning strategies, retention and attraction strategies, culture and values
Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
Demonstrated credibility with colleagues and stakeholders at all levels of an organization
Excellent oral and written communication skills in English
Strong interpersonal skills with the ability to demonstrate skills in leading a multi-disciplined team through a period of change
Leadership skills, including the ability to supervise and motivate professional staff with strong personal value systems
Analytical, decision making and strategic planning skills and the ability to handle multiple priorities
Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff
Team building skills
Competent level skills in core IT applications, particularly MS Office
A commitment to the values and principles of SC
High level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children