JOB DETAILS

LOCATION: Cambodia, Laos or Vietnam

CONTRACT TYPE: Fixed Term, 2 years

JOB FAMILY: Finance & Operation

ONE OXFAM GRADE: C1

DEPARTMENT: Business Operations

TEAM: Cambodia, Laos, Vietnam (CLV) Cluster, Asia Region

SALARY: N/A

HOURS: (FTE)

FLEXIBLE WORKING

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you.

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

ABOUT THE CLV CLUSTER

The CLV Cluster is comprised of three countries i.e. Cambodia, Laos and Vietnam

Our Vision for the CLV Cluster is: A CLV Cluster that increases our impact on the ground, strengthens our ability to influence policy changes at country and regional levels, raises income and saves costs.

A key feature of the CLV Cluster design for Business Operations is a consolidated, virtual hub, with a single-line management structure -reporting to CLV Cluster Head of Business Operations - that is multi-located and provides distributed leadership for business functions.

TEAM PURPOSE: An integrated virtual Business Operations structure that provides functional management and oversight of all Business Operations staff/units in the Cluster and provides quality control, guidance, monitoring and support to all Business Operations functions.  All Business Operations functions are key contributors to Oxfam’s lasting impact in Cambodia, Laos and Vietnam, within Asia and globally.

Each country has a basic business operations structure to ensure delivery of existing commitments and provide a base for business and strategic growth.  All staff members in Business Operations roles in the CLV Cluster are part of the virtual Business Operations Team, to ensure accountability at Country and at Cluster level, towards Partner Affiliates and via Executing Affiliate (EA) joined-up processes.

JOB PURPOSE: The CLV Operations and Accounts Manager manages a team across the three countries.  . The role provides strategic guidance and support to the cluster management and countries on operations and accounts related matters.

The position plays a key role in making links between programme, operations and accounts staff and teams across the Cluster.  The role requires creating a strong degree of coordination with relevant executing affiliates for operations, accounts systems, policies, and procedures, including nurturing a positive workplace with high standards of accountability, safeguarding, and commitment to Oxfam’s values and Feminist Principles.

JOB REPORTS TO

CLV Head of Business Operations

ROLES REPORTING TO THIS JOB

Finance Officers Accounts, and Support Services staff in 3 CLV countries

BUDGET RESPONSIBILITY

GEOGRAPHICAL SCOPE

The post holder is a part of the CLV cluster in Asia. The role provides leadership and management across the three CLV countries

IMPACT

The impact of the role is 3 CLV countries, Asia region, and affiliates HQ.

The role is part of the Business Operations  team of the CLV Cluster and has an impact on major decision-making

KEY STAKEHOLDERS

CLV Leadership Team, 3 CLV Countries, Executing Affiliate, Asia Regional Platform, and global functional units. 

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource Management)

Act as a key member of the CLV Business Operation Team, providing specialized technical expertise to support CLV's business operations.

• Provide strategic financial advice, business intelligence, direction, and recommendations to CLV Cluster to ensure effective financial and logistic support and cost efficiency
• Contribute towards the development and implementation of logistics and administration operational plan with appropriate control mechanisms
• Look to harmonize ways of work, processes, and systems across the Cluster to ensure greater consistency and efficiency
• As a member of the CLV Cluster, support the development of the Cluster strategy, with a focus on ensuring sufficient capacity and support in operations and financial management.
• Partner with affiliates’ financial heads to support the design and implementation of any required new financial / accounting systems, processes, and policies, working in coordination with the functional teams across the Cluster.

Financial Management and Reporting

• Work closely with CLV Head of Business Operations in financial planning, budgeting, and reporting processes
• Provide financial reports in line with Oxfam agreed templates and standards
• Ensures that effective systems and processes are in place and regularly reviewed to allow adequate financial management and control
• Ensures accurate and timely preparation of monthly / quarterly /year end account for the cluster operations.
• Assist in Collective Resource Allocation (CRA) and Discretionary Funding (DF) decisions and related negotiations. Support communication and information flows between Oxfam International Finance, affiliates, the regional platform, across the CLV.
• Act as a key link between the Regional Platform and Executing Affiliate in all financial matters
• Follow up with countries/EA on OIRP debts to ensure that they are cleared at least every quarter
• Consolidation of monthly financial reports of cluster expenditure
• Support the CLV Head of Business Operations in building capacity of the financial management of staff and partners, across the Cluster.

Logistic and operational

• Oversee supply & logistics strategic and operational work in the CLV Cluster
• Work closely with logistic staff across the Cluster to develop supply & logistics plans for each country
• Develop project wise procurement and annual procurement plans in line with the CLV countries’ requirements, to ensure compliance with Oxfam procurement policies and procedures as well as with donor requirements.
• Establish framework agreements (regional & country specific) for items that are critical to Oxfam programmes to save time and repeated efforts.
• Ensure that the CLV country offices always have an updated Asset Register, and lead on any disposal of assets, when required. Ensure optimal use of assets and tracking.
• Supports CLV country offices and its partners in developing adequate logistics set-up for emergency preparedness, readiness, and response plans. In case of emergency response, support country offices as necessary remotely or in country in coordination with the country humanitarian team and the OI regional humanitarian manager
• Provide support to team members to strengthen internal control system, meet organizational and donor compliance and ensure accountability with clear processes.
• Supports logistics staff across the CLV in designing training and workshops, when necessary, facilitating training on supply chain management for Oxfam and its partner.
• Guide and support supply and logistics staff across the CLV on day-to-day activities.
• Ensure that CLV countries have efficient system of maintaining office supplies and staff needs are fulfilled within required time
• Ensure that admin staff across the CLV are well trained and efficient in event management for country programmes
• Ensure that visa / work permit procedures and processes are updated for timely support of staff
• Inventory list of all items including stationery, furniture and fixtures are readily available for each CLV country and consolidated for the Cluster.

Risk Analysis, Compliance and Audit

• Support the CLV Head of Business Operations by conducting regular effective risk analysis (i.e. variance analysis, trends) and reviews for the CLV Cluster, ensuring proper financial and operational controls are in place
• Coordinate closely with Senior finance officer across the CLV to ensure compliance with all legal and statutory reporting requirements including providing audited accounts to the relevant government bodies in countries,
• Work with the region platform to facilitate the Quarterly Management Review (CQMR) calls and closely follow up with the necessary teams for implementing action points
• Contribute to development of effective CLV’s financial system and procedures including control mechanisms, and where appropriate, link them to those of the Executive Affiliate. Ensure that relevant policy and procedures documents are accurately applied, regularly reviewed and kept up to date;
• Ensure compliance with Oxfam financial procedures and policies, including financial risk management, anti-terrorism, and money laundering, etc.

Key Selection Criteria  

• Educated to fully qualified level (ACA, ACCA, CIMA or equivalent) with proven accounting experience and financial management skills.
• High level of computer literacy, excellent working knowledge of spreadsheets and databases.
• Demonstrated problem solving capabilities.
• Ability to prioritize own workload, work independently, be pro-active and innovative, and work to deadlines.
• Good interpersonal and team skills and proven ability to be flexible in demanding situations.
• Good influencing skills and ability to reach agreement with other stakeholders.
• Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts.
• Excellent written and verbal English. Written and verbal fluency in a language from one of the CLV cluster countries
• Understanding of government structures, and their roles in at least one of the CLV cluster countries
• Demonstrated commitment to feminist leadership principles and practices
• Commitment to Oxfam’s overall aims and policies and experience of promoting gender equity and diversity and the interests of marginalized people in all aspects of Oxfam’s work.
• Ability to travel within and across the CLV countries

SAFER RECRUITMENT

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.