Programme Operations Manager

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    "description": "<p><span style=\"font-weight: bold\">Programme Operations Manager</span></p>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Financing Agency:</span> Global Water Partnership Southern Africa (GWPSA)<br></p>\n<p><span style=\"font-weight: bold\">Duty Station:</span> Pretoria, South Africa (Applicants must reside and have legal right to work in South Africa)</p>\n<p><span style=\"font-weight: bold\">Tenure:</span>  This is a fixed-term employment contract for 36 months, renewable subject to performance and funding availability.</p>\n<p><br></p>\n<p><span style=\"color: rgb(22, 145, 121); font-weight: bold\">BACKGROUND AND CONTEXT</span></p>\n<p><br></p>\n<p>The Global Water Partnership Southern Africa (GWPSA) serves as the implementing arm of the Global Water Partnership in the SADC region and hosts the Africa Coordination Unit (ACU) and the Africa Water Investment Programme (AIP) Secretariat. Guided by its Constitution, Staff Rules and Regulations, and governance frameworks.</p>\n<p><br></p>\n<p><span style=\"color: rgb(22, 145, 121); font-weight: bold\">PURPOSE OF POSITION</span><br></p>\n<p><br></p>\n<p>The Programme Operations Manager is responsible for overseeing procurement, facilities, and contract management functions to ensure efficient, compliant, and cost-effective operations in support of GWPSA’s programme objectives. The role ensures strong governance, donor compliance, operational continuity, and value for money while supporting ethical and transparent use of resources. Lead the operationalisation of GWPSA programmes by ensuring that procurement, contracting, and logistics systems are embedded into the full project lifecycle (design, inception, implementation, and closure).</p>\n<p><br></p>\n<p><span style=\"text-decoration: underline\">Duties and responsibilities:</span></p>\n<p><br></p>\n<p><em>Operational &amp; Strategic Management:</em><br></p>\n<ul>\n<li>Develop and implement operational policies, procedures, and systems aligned with GWPSA’s mission, values, and strategic plan. </li>\n</ul>\n<ul>\n<li>Translate organisational strategies into efficient operational plans that support programme delivery. </li>\n</ul>\n<ul>\n<li>Ensure operational readiness to support donor-funded projects and organisational growth. </li>\n<li>Advise senior management on operational risks, systems strengthening, and resource optimisation. </li>\n<li>Design and deliver training and ongoing guidance to staff to ensure a clear understanding, consistent application, and compliance with GWPSA’s procurement policies and procedures.</li>\n</ul>\n<p><br><em> Procurement Management:</em></p>\n<ul>\n<li>Oversee all procurement activities for goods, services, and works in line with GWPSA policies and donor requirements. </li>\n</ul>\n<ul>\n<li>Ensure transparent, competitive, and ethical procurement processes that meet value-for-money principles. </li>\n<li>Ensure procurement plans are consolidated, approved, and monitored across all program’s.</li>\n</ul>\n<ul>\n<li>Review and approve procurement plans, bid evaluations, and supplier recommendations within delegated authority. </li>\n</ul>\n<ul>\n<li>Ensure segregation of duties and compliance with internal controls. </li>\n</ul>\n<ul>\n<li>Develop and manage supplier relationships and monitor supplier performance. </li>\n<li>Support programme teams with procurement planning for grant-funded projects. </li>\n<li>Ensure timely procurement and contracting processes to avoid delays in programme implementation, with defined service-level timelines and escalation mechanisms.</li>\n<li>Monitor and report on operational performance indicators, including procurement lead times, contract execution timelines, and service delivery efficiency.</li>\n<li>Manage procurement-related risks, disputes, and supplier grievances.</li>\n</ul>\n<p><br><em>Contract Management:</em><br></p>\n<ul>\n<li>Oversee drafting, review, execution, and administration of contracts, service level agreements (SLAs), and supplier agreements. </li>\n</ul>\n<ul>\n<li>Ensure contracts align with donor rules, funding agreements, and GWPSA policies. </li>\n</ul>\n<ul>\n<li>Monitor contract performance, deliverables, timelines, and compliance<span style=\"font-weight: bold\"><em>.</em></span><br></li>\n</ul>\n<ul>\n<li>Manage contract renewals, amendments, and closures. </li>\n</ul>\n<ul>\n<li>Maintain a comprehensive contract register and provide regular compliance reports. </li>\n<li>Identify and manage contractual risks, including non-performance, delays, and compliance breaches.</li>\n</ul>\n<p><br></p>\n<p><em>Facilities &amp; Asset Management:</em><br></p>\n<ul>\n<li>Manage GWPSA facilities, including offices, field locations (where applicable), utilities, security, cleaning, and maintenance. </li>\n</ul>\n<ul>\n<li>Ensure facilities comply with health, safety, and environmental standards. </li>\n</ul>\n<ul>\n<li>Oversee asset management systems, including asset registers, safeguarding, maintenance, and disposal processes.</li>\n<li>Coordinate office setup and logistics for programme implementation and field activities. </li>\n</ul>\n<ul>\n<li>Ensure facilities support staff wellbeing, safety, and productivity. </li>\n<li>Ensure business continuity and operational resilience, including contingency planning for facilities, logistics, and critical services.</li>\n<li><span style=\"font-size: 12pt\">Oversee security and risk management for offices and field operations – including supporting the implementation of the Duty of Care Travel Policy</span></li>\n</ul>\n<p><br></p>\n<p><em>Financial &amp; Budget Management:</em><br></p>\n<ul>\n<li>Develop and manage operational budgets for procurement, facilities, and contracts. </li>\n</ul>\n<ul>\n<li>Support finance teams with forecasting, reporting, and audit preparations. </li>\n<li>Ensure cost efficiency and value-for-money across all operational expenditures.</li>\n<li>Track and analyse operational costs and identify opportunities for optimisation.</li>\n<li>Collaborate with Finance to align procurement and contract commitments with budget availability and cash flow planning.</li>\n</ul>\n<p><br></p>\n<p><em>Governance, Risk &amp; Compliance</em><br></p>\n<ul>\n<li>Ensure compliance with donor regulations, funding agreements, and NGO internal policies. </li>\n</ul>\n<ul>\n<li>Support internal and external audits by ensuring accurate documentation and audit trails. </li>\n</ul>\n<ul>\n<li>Identify operational and compliance risks and implement mitigation measures. </li>\n</ul>\n<ul>\n<li>Ensure records management systems meet accountability and transparency standards. Lead the development and implementation of operational systems, including e-procurement, contract management tools, monitoring dashboards and asset tracking systems. </li>\n<li>Ensure data-driven decision-making through accurate operational reporting and dashboards.</li>\n</ul>\n<p><br></p>\n<p><em>People &amp; Stakeholder Management:</em><br></p>\n<ul>\n<li>Lead and supervise procurement, facilities, and operations staff (where applicable). </li>\n</ul>\n<ul>\n<li>Build strong working relationships with programme teams, donors, suppliers, landlords, and service providers. </li>\n<li>Work closely with programme managers to align operational planning with programme implementation schedules and deliverables.</li>\n<li>Participate in project planning and design to ensure operational feasibility and compliance from inception.</li>\n<li>Support the appointment and coordination of the Regional Technical Committee (RTEC), enable programme teams to deploy RTEC expertise as needed, manage and continuously update the expert pool, and ensure the database is accessible, current, and responsive to programme delivery requirements.</li>\n</ul>\n<ul>\n<li>Provide training and guidance to staff on procurement and operational procedures. </li>\n</ul>\n<ul>\n<li>Promote ethical conduct, integrity, and accountability across operations.<br></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(22, 145, 121); font-weight: bold\">QUALIFICATIONS AND EXPERIENCE</span></p>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Education and Experience</span></p>\n<p><br></p>\n<ul>\n<li>Minimum requirements:\n<ul>\n<li>Bachelor’s degree in business administration, Operations Management, Project Management, or a related field.</li>\n<li>5-10 years’ experience in programme/project administration, management and implementation.</li>\n<li>Demonstrated experience in Procurement, Corporate Operations and project coordination and reporting.</li>\n<li>Diverse donor procurement and operational experience including World Bank, AfDB, UN, and other funding partners.</li>\n<li>Knowledge of transboundary water initiatives and transboundary river basin organisation.</li>\n<li>Excellent interpersonal skills and ability to work in multi-cultural environment.</li>\n<li>Prior experience of working with GWP partners at regional and country level desirable</li>\n<li>Excellent English communication skills.</li>\n</ul>\n<br></li>\n<li>Added advantage:\n<ul>\n<li>Relevant post-graduate university degree, project management.</li>\n<li>10 plus years’ experience in programme/project administration, management and implementation.</li>\n<li>Demonstrated experience in operations and strategy development</li>\n<li>Knowledge of transboundary water initiatives and transboundary river basin organisations.</li>\n<li>Excellent interpersonal skills and ability to work in multi-cultural environment.</li>\n<li>Prior experience of working with GWP partners at regional and country level desirable.</li>\n<li>Excellent English communication skills. French speaking would be an advantage.</li>\n</ul>\n</li>\n</ul>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Skills</span></p>\n<p><br></p>\n<ul>\n<li>Minimum requirements:\n<ul>\n<li>Ability to work across different regions and with teams from diverse cultures</li>\n<li>Analytical thinking and careful attention to detail</li>\n<li>Results and target oriented</li>\n<li>Ability to think on one’s feet and demonstrate strong decision-making capabilities</li>\n<li>Ability to draft and review reports</li>\n<li>Firm grasp of financial management and audit process in the public and NGO sector</li>\n<li>Firm grasp of procurement processes in the Public and NGO sector</li>\n<li>Firm grasp of corporate operations and recruitment</li>\n<li>Firm grasp of project and contract management<br></li>\n</ul>\n</li>\n</ul>\n<p><br></p>\n<ul>\n<li>Added advantage:\n<ul>\n<li>Ability to manage procurement and recruitment processes</li>\n<li>Ability to manage large portfolio of projects and donor/consultant contracts</li>\n<li>Ability to develop company operations strategy</li>\n</ul>\n</li>\n</ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Strong operational leadership in an NGO or donor-funded environment </li>\n</ul>\n</li>\n</ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>In-depth knowledge of procurement and contract management </li>\n</ul>\n</li>\n</ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Understanding of donor compliance and value-for-money principles </li>\n</ul>\n</li>\n</ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Financial and budget management skills </li>\n</ul>\n</li>\n</ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Risk management and audit readiness </li>\n</ul>\n</li>\n</ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Excellent stakeholder engagement and communication skills</li>\n<li>High integrity, attention to detail, and problem-solving ability </li>\n</ul>\n</li>\n</ul>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Language</span></p>\n<p><br></p>\n<ul>\n<li>Fluency in English is required.<br></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(22, 145, 121); font-weight: bold\">SUBMISSION OF APPLICATIONS </span></p>\n<p><br></p>\n<ul>\n<li>Applicants must reside and have legal right to work in South Africa. No relocation allowance will be granted for this position.</li>\n<li>Applicants must be willing to travel as needed.</li>\n</ul>\n<p><br></p>\n<p>Interested candidates should submit the following:</p>\n<ul>\n<li>Candidates should submit a cover letter, a detailed CV and a minimum of three references in English through the online application system and not via email.</li>\n<li>Bamboo link: <span style=\"font-size: 12pt\"><a href=\"https://gwpsanpc.bamboohr.com/careers/129\" target=\"_blank\" rel=\"noopener noreferrer\">https://gwpsanpc.bamboohr.com/careers/129</a></span></li>\n<li>Only short-listed candidates will be contacted within 4 weeks after the application deadline.</li>\n<li>Qualified female candidates are strongly encouraged to apply. (GWPSA is an equal opportunity employer committed to diversity and inclusion).</li>\n<li>Questions can be directed to <a href=\"mailto:[email protected]\" target=\"_blank\" rel=\"noopener noreferrer\">[email protected]</a></li>\n<li>Deadline: 05 June2026 17:00 GMT</li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(22, 145, 121); font-weight: bold\">CONFIDENTIALITY AND DATA PROTECTION </span></p>\n<p><br></p>\n<p>The Programme Operations Manager shall maintain confidentiality of all non-public information, data, and documents accessed or generated in the course of the assignment. Such information shall not be disclosed, shared, or used for purposes outside the scope of this role without prior written authorization from the Responsible Party and/or the Regional Project Management Unit. This obligation shall remain in effect during and after the completion of the assignment.</p>\n<p><br></p>\n<p><span style=\"color: rgb(22, 145, 121); font-weight: bold\">TAXES</span></p>\n<p><br></p>\n<p>A withholding tax will be deducted from the Contractors invoices at the default rate of 15%, or 10% where a Double Taxation Avoidance Agreement (DTAA) is applicable for the respective country. GWPSA will provide the corresponding tax certificates and shall not be liable for any additional taxes payable to the tax authority/authorities in the Consultant’s country of origin. </p>",
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