Operations Manager

OPERATIONS MANAGER

Location: 

Hanoi with travel to project field (Lao Cai and Son La)

Reporting To: 

Team Leader 

Period of Assignment:

1-year contract (with likely extension through the end of the project in June 2027)

Background

ABOUT COWATER INTERNATIONAL

Cowater International is a leading global development consulting company. and has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve.

ABOUT THE GREAT PROGRAM

GREAT, a 10-year flagship initiative of Australian Government, managed by Cowater International since 2016, focuses on women’s economic empowerment in Vietnam’s ethnically diverse north-west region. Utilising a market systems development approach, it primarily benefits women in Son La and Lao Cai provinces, particularly targeting ethnic minority communities, which are home to twelve and twenty-six ethnic groups respectively.

The objectives of the GREAT Program are:

• Objective 1: Women, particularly ethnic minority women living in Son La and Lao Cai provinces have improved economic benefits.
• Objective 2: Women, particularly ethnic minority women living in Son La and Lao Cai provinces, have increased confidence and social status, including more balanced workloads and greater decision making within the home, workplace, and community.
• Objective 3: Women, particularly ethnic minority women and household members living in Son La and Lao Cai provinces benefit from more gender responsive, inclusive, and effective provincial and national policies, plans, strategies, and programs.

The program is in its second five-year phase and GREAT 2 will continue its focus on agriculture and tourism, identifying specific sectors that lend themselves to opportunities for women’s economic empowerment and work with multiple stakeholders to address constraints, generate opportunities, drive market growth and increase productive value of the sector. A limited number of agriculture sectors will be targeted, in addition to tourism. Cross-sector strategies such as women, access to finance, digital transformation, policy advocacy and behaviour change will complement the sector strategies.

Cowater is recruiting an Operations Manager to support GREAT 2 Program activities.

Statement of Duty:  

The Operations Manager will have oversight and provide leadership to all operational functions of the Program and will work closely with the Program Team Leader, Deputy Team Leader, Cowater’s Project Manager, and Cowater’s Contractor Representative to ensure that the Program is implemented in line with strong financial, governance, and administrative principles and processes of the donor, the Government of Vietnam, and Cowater International Inc.

The Operations Manager will supervise, coordinate, quality assure and consolidate the work and outputs of the Senior Finance and Internal Control Officer (SFICO), the Senior HR Officer, and the Program Accountant to support overall financial management, monitoring and reporting; annual planning processes; staff and consultant hiring; procurement; and preparation of Program reports. This role will also ensure the close monitoring and management of the budget, as the Program enters the final 18 months of operation.

The Operations Manager will serve as a member of the Senior Management Team (SMT), contributing to overall Program management by providing guidance and recommendations particularly in the areas of finance, procurement, administration, contract management, compliance, HR, and operations.

Specific Duties: 

1.     PROGRAM OPERATIONS AND LOGISTICS

Lead, oversee and quality assure all Program operations and logistics to ensure the efficient and effective operation of the Program, including but not limited to: 

• Lead regular review and update of the Program Standard Operating Procedures (SOP) in line with Program needs, lessons learned and its application by Program staff and partners;
• Oversee and quality assure all administrative and logistical arrangements conducted by the finance and operations team; 
• Ensure smooth operation, maintenance and insurance of the office’s vehicles, equipment, IT system and MIS;
• Ensure provision of any other necessary logistical support for all Program activities.
• Ensure the operation of Cowater in Vietnam is compliant with Government of Vietnam regulations (including reporting, registration, tax obligation) 

2.     PROGRAM FINANCIAL MANAGEMENT  

• Lead, oversee and quality assure all Program Financial Management activities, including but not limited to: 
• Develop, monitor and update the annual budget with inputs from the Program Accountant and SFICO and relevant partners. 
• Quality assurance of the work of the Program Accountant in the program’s accounting, financial reports and invoices.
• Monitor the Program annual work plan to ensure expenditure is in accordance with the approved annual plan and is implemented with strong financial, administrative and governance principles. 
• Assess disbursement status vs budget and project implementation progress, and provide monthly/ad hoc updates including budget variance, key issues and mitigation strategies.
• Follow up on deliverables and payment milestones as specified in the Head-contract.
• Coordinate with the Program Accountant and Cowater Headquarter (Cowater HQ) to timely provide appropriate supporting document and clarifications to the Donor – DFAT when required.
• Oversee fraud control, external audit and follow-up on the implementation of external audit’s recommendations.
• Ensure that the Program’s financial and administrative procedures are in accordance with best practice, corporate policies, donor guidelines and the Program’s SOP.
• Provide guidance and leadership on attaining periodic VAT refunds.
• Ensure the Program budget is actively managed and monitored, leading up to the Program close-out, and ensure the budget is aligning with the forecast and contract.
• Manage contract closure, including asset transfer, handover where relevant, and administrative close-out SOPs.

3.     PARTNERSHIP FUNDING MANAGEMENT:

• Oversee and quality assure the work of the SFICO, including:
  • Financial analysis throughout the process of partner selection, project design, and project implementation.
  • Internal control.
  • Verification of partner’s acquittal reports and invoice for payment.
  • Monthly financial reports on partnership funding in coordination with project officers.
  • Audit monitoring and follow-up.
• Review and provide inputs to the due diligence reports.
• Participate in management meetings related to partners’ performance and assessment.
• Provide financial management and monitoring of selected partnership agreements.

4.     PLANNING AND REPORTING 

• Work with the SMT in the annual planning process to develop and deliver quality annual work plans, six-month progress reports and ad-hoc reporting as required by the donor and partners.
• Provide timely and quality advice to DFAT on any inquiry related to program financial matters, after consultation with Cowater HQ.
• Regular discussion, update, and providing of advice to HQ on overall Program finance, budget, compliance, and operation.
• Provide monthly financial updates/reports for PMU.

5.     HUMAN RESOURCES MANAGEMENT

Oversee and quality assure the work of the Senior HR Officer with respect to all recruitment, including but not limited to: 

• Recruitment (especially in terms of available budget for salary package), insurance/taxes.
• Develop and manage an overall HR plan for the Program in coordination with the SMT. 
• Contribute to and quality assure the staff performance assessment process for all Program personnel in collaboration with the relevant supervisors and in keeping with donor and Cowater performance management guidelines. 
• Closely monitor the program’s HR headcounts as per the Head-contract and project operations requirements.

6.     PROGRAM RISK MANAGEMENT

On behalf of the SMT, lead monitoring and management of risks related to program operations, including but not limited to: 

• Contribute to the identification, documentation and monitoring of risks, including fraud and safeguarding, in line with Cowater and donor expectations.
• Contribute to the ongoing assessment of and response to risks, including the regular update of the Program risk matrix and keeping the SMT informed.  
• Ensure that Cowater’s corporate interests are respected, including adherence to all relevant policies, procedures, systems and protocols. 

Requirements:

• Vietnamese nationals only;
• At least 10 years of experience in overseeing operations of donor-funded programs, including but not limited to:
  • establishment and management of administrative and reporting processes and procedures;
  • oversight of financial monitoring, management, and reporting;
  • management of relevant tendering, contract, and procurement processes;
  • management of recruitment processes; and
  • human resources management
• Specific experience overseeing and managing DFAT-funded programs is an advantage.
• Tertiary or post graduate qualifications in program, business, finance, procurement, logistics, and/or human resources management or another relevant discipline;
• Demonstrated experience in managing an operations team including performance management;
• Strong interpersonal and communications skills, especially in the context of managing an operations team to empower staff;
• Excellent program, financial and contracts management skills, and knowledge of all areas of program management;
• Demonstrated ability to effectively broker, collaborate and build positive working relationships with a variety of stakeholders to achieve agreed deliverables and performance objectives;
• Ability to work under pressure and manage competing priorities within a dynamic environment;
• Ability to identify opportunities for operational efficiencies and process improvements;
• Strong understanding international assistance funding and related procurement and program management procedures;
• Strong understanding of Vietnamese government systems and the operating context at national and sub-national levels;
• Strong understanding of rural economic development, gender, and ethnic minority issues in Vietnam;
• Demonstrated ability to apply a gender equality lens and inclusive management practices across the Program team, the program, and administrative processes, and procedures; and
• Fluency in Vietnamese and strong English skills.

Application process

Candidates are encouraged to apply by sending applications to [email protected] no later than 5pm Hanoi Time (GMT+7) Friday 21^st November 2025. Please indicate in the subject “Operations Manager”. We thank all applicants, however, only those making the shortlist will be contacted.

Applications must include:

• A cover letter responding to the selection criteria.
• A Curriculum Vitae.
• Contact details of three referees.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.

For more opportunities, please visit our website at https://equality.aus4vietnam.org/career/