SEAOHUN Foundation

Background and Overall Description

Established in 2011, the South East Asia One Health University Network (SEAOHUN) is a consortium of 10 universities and 14 faculties in Indonesia, Malaysia, Thailand, and Vietnam that are collaborating to build One Health capacity and academic partnerships with government, national, and regional stakeholders in the South East Asia region. SEAOHUN member faculty and staff receive support from USAID to enhance the student experience – learning One Health approaches to prevent and address outbreaks of zoonotic and emerging infectious diseases.

The SEAOHUN Operations Manager is a senior-level professional and serves in a senior management capacity in the Southeast Asia regional office. The Operations Manager is expected to actively participate in a senior leadership role in work planning meetings, implementing partner coordination meetings and program and technical workshops and seminars. Main responsibilities include staff supervision, oversight of day-to-day office operations, administration leadership and senior-level liaison with partners. S//he will also ensure compliance with agreement requirements, USAID regulations, prime contractor’s policies as well as local labor and tax law rules and regulations in Thailand and the region. The Operations Manager serves as the Acting Deputy Program Manager as requested.

MAIN RESPONSIBILITIES

Leadership;

Assists with representation duties for SEAOHUN in coordination with the Program Manager in times of absentia;

Responsible for compliance with SEAOHUN, prime contractor’s and US Government policies and regulations, as well as local labor and tax laws and regulations;

Develops, implements and maintains office systems in accordance with SEAOHUN policies and procedures, donor requirements, and government requirements;

Assists with the development and maintenance of project monitoring, evaluation, and other systems in support of project requirements and in accordance with the standard provisions of donors and SEAOHUN policies;

Directly supervises the Grants Officer, Administrative Officer, and Finance Officer.  Oversees administrative support staff;

Conducts continual review and evaluation of internal control procedures.

Finance & Accounting;

Oversees and administers the budgeting, accounting and reporting functions of the field office, providing financial advice on both  internal and external activities;

Prepares operating budgets and oversees their proper execution;

Forecasts obligations and costs and revises budgets if needed;

Ensures efficient systems are in place for the payment of all bills, invoices, payments and staff reimbursements in manner consistent with SEAOHUN policies and procedures;

Prepares the office annual budget (pipeline) and monitors overall office financial performance through the quarterly (or monthly) budget check review process;

Oversees all field accounting procedures, ensuring that they are compliant with local laws as well as the prime contractor’s and USAID’s regulations;

Understands the chart of accounts and ensure that field costs are coded correctly;

Tracks field costs to ensure that the field office costs do not run over budget;

Prepares periodic and special reports on the financial status of the field office's overall activities;

Oversees payroll procedures: make sure timesheets are available, completed correctly and submitted on time.

Procurement;

Maintains relationships with apartment landlords and office building management;

Oversees the maintenance and procurement of all computer equipment, office furniture and office supplies;

Ensures proper planning, procurement, and distribution of any project products in accordance with donor regulations;

Ensures compliance with USAID regulation and the program policies for the issuance of consulting service agreements, work orders, and purchase orders.

Administration and Human Resources;

Provides overall leadership to all administrative operations. Establishes administrative systems, standard operating procedures and provide guidance on implementation for smooth office operations;

Innovates on systems to improve efficiency and cost-effectiveness of the administrative operations;

Ensures the proper deployment of  staff for workshops/events arrangement;

Assists staff in their recruitment needs;

Collects required documentation and maintain complete and current Master Personnel Files for each employee;

Handles employee complaints and conflicts;

Ensures that Personnel Policies and Procedures are followed by all employees;

Tracks leave for all employees;

Updates field operations manuals and assure access to all office employees;

Qualifications:

Master’s degree in Business Administration, Economics, Accounting, or International Development; or at least 10 years work experience in managing the administrative and financial operations of USAID-funded projects

Has the ability to analyze program requirements and is able to contribute the development of regional work plans and budgets

Flexible, willing to perform assigned and additional duties and work irregular hours under unpredictable conditions;

Proven ability to work effectively in one or more countries in Southeast Asia.

Excellent interpersonal skills and an ability to manage a diverse range of professional relationships;

Has strong mentoring and training skills

Knowledge of USAID rules and regulations is preferred.

Business proficiency in written and spoken English.

English and native Thai language fluency required

Base of Operations: 

Bangkok, Thailand.

Reporting:

Reports directly to the Regional Program Manager

Interested candidates are invited to send your application letter stating how they meet the qualifications and skills and a detailed CV in PDF format to:

Seaohun.Recruit@gmail.com, with ‘SEAOHUN Operations Manager’ in subject line by 25th December 2014.