Operation Director

Provides strategic direction to ensure sustainable growth for the Program while minimizing risk.
- Leads the program budgeting and long-term financial planning processes in all stages: planning, review, approval, and implementation.
- Ensures financial and accounting records comply with donor requirements, Singapore and IPC regulations, and CI policies and procedures. Review transactions to ensure accuracy to minimize risk, errors, and fraud.
- Ensures timely and accurate submission of financial reports to Finance-HQ in compliance with organization, donors and, local policies.
- Monitors monthly budgets, ensuring that Program year-round expenditures are utilized based on the approved budget. Ensure that all disbursements are within the ceiling and the significant deviation, if any, are justified and approved both by CI and donor.
- Ensure monthly financial reports are provided and understood by the Senior Management and program team
- Provides strategic advice on the development of budgets for project proposals in concert with program work plans.
- Manages internal control systems and procedures. Based on CI Operational Policies and Procedures and local regulations, leads the development and implementation of internal control mechanisms within the Program to safeguard all assets (i.e., cash, supplies, and CI property and equipment) from loss or unauthorized use.
- Supervises the internal and external annual audit and ensures that all audit findings and observations are corrected and addressed after audit completion on time.
- Ensure compliance with Singapore financial standards and IPC requirements, including annual statutory audit, reports, and filing of annual returns and AGM
- Provides oversight of IPC compliance and maintain the IPC status
- Prepares and presents the regular financial report to the AP and IPC BoardProvide oversight and guidance over contractual, external grants and incoming donor agreements.
- Coordinate and work closely with the VP, Climate Finance, Director, Development and Marketing and VP Operations, APFD (i.e. Fund Raising and Grant Management Unit) to ensure implementation, proper oversight over external grant making processes, including review and evaluation of proposals, risk assessment of applicants, drafting of agreements, review of financial reporting, close outs, and associated documentation and record keeping.
- Coordinates and supports the implementation of Project Management practices and ensures sound and effective management of donor projects.
- Ensure contracts are awarded and managed in conformity with CI’s procurement and contracting policies and procedures.
- Ensure timely closeouts of donor and external grants in line with CI Policies and Procedures.
- Monitoring timely collection of pledge payments from in-country donors
- Maintains the fundraising trackers and provides reports as neededEnsures effective and efficient Program Operational capacity
- Assesses program operations performance and takes steps to address and remedy areas of concern.
- Works autonomously to address issues as they arise and advises the team on all aspects of Operations to the degree that ensures the Program is run smoothly and effectively.
- Leads staffing and organizational structure efforts in operations, ensuring roles, responsibilities and workflow are clear among the operational staff.
- Ensures the HR processes and practices, including recruitment and selection and maintenance of all CI Singapore staff’s personnel records, in compliance with legal requirements of the Singapore labor laws and other local codes.
- Ensures that the Performance Management cycle is understood and implemented by all supervisors and employees, overseeing that the annual Performance Appraisal process is done in compliance with corporate guidelines.
- Assesses staff training needs and recommend/design/implement training programs for staff development and capacity building.
- Provides advice to the senior management team on issues related to employee relations, including performance improvement plans and termination proceedings as necessary.
- Ensures the international staff are supported by appropriate permits and visa.ADDITIONAL RESPONSIBILITIES
- Provides support to ensure operations compliance and best practices for Australia Program in coordination with Singapore and Australia Operations Manager.
- Other duties as assigned by the supervisorsPEOPLE AND RESOURCE MANAGEMENT RESPONSIBILITIES
- This position directly supervises operations staff.
- Manages the program and operations budgets.
- Accountable for managing public or private funds important to achieving CI objectivesQUALIFICATIONS
- Academic background in Finance and/or Business Administration or 7+ years experience
- 7 - 10 years related experience in the management of operations (administration, finance, human resources, grants resources and donor management) functions, preferably for an international NGO
- Experience in managing the Singapore