Operations Lead Australia – Pacific Partnerships for Aviation

Position: Operations Lead

Program: Australia – Pacific Partnerships for Aviation (P4A)

Location: Nadi, Fiji

Duration: Initial term two years with one year extension option

Required Travel: Regional travel within the Pacific and to Australia

Reports To: P4A Team Leader

Direct Reports: Logistics & Operations Manager and Finance & Procurement Manager

Deadline for applications: 11:59pm AEDT on 3^rd November 2024

About the Program

Aviation is an important enabler of economic activity and human development in Pacific Island Countries (PICs). It connects remote Pacific Island countries to the world and each other, facilitating tourism, trade, and access to health and education services.

Australia – Pacific Partnerships for Aviation (P4A) seeks to improve efficiency and effectiveness in decision-making, governance, safety and reliability, and coordination. It is recognised that the small populations, lack of economic diversification and geographic remoteness of the Pacific constrains its growth and international competitiveness.

Subject to the finalised inception, P4A will be delivered through three key outcome areas, including (but not limited to):

1. A stronger enabling environment, including improved management, regulations, policies, and plans that strengthen the Pacific aviation sector and reform unsustainable practices.
2. Improved Safety, Quality and Reliability outcomes through strengthened technical capability and more common approaches across multiple countries.
3. Greater coordination, cooperation, to maintain connectivity between Pacific Island countries and strengthen regional and bilateral coordination and cooperation in regulatory and operational areas.

P4A will also mainstream cross-cutting sectors to ensure outcomes strengthen child protection and safeguarding, climate change resilience and adaptation, support locally led leadership and improve Gender Equality, Disability and Social Inclusion (GEDSI) outcomes.

P4A is currently a five-year program directed by DFAT and implemented by Adam Smith International.

Position Summary

The Operations Lead will oversee the day-to-day running of P4A program operations. The Operations Lead will ensure that program activities and interventions are adequately supported by effective and efficient administrative, procurement, logistics, and financial systems and that they are conducted in accordance with operational guidelines and governance standards.

The Operations Lead will lead the Operations Team, consisting of Logistics and Operations Manager, Finance and Procurement Manager, Finance Officer, and Logistics Officer. The Operations Lead will also be responsible for capacity-building within the Operations Team. The Operations Lead will implement the operational inception of P4A and the establishment of the P4A operating platform and office, including logistical and finance systems, capital procurement of assets and program office, and the mobilisation and movement of P4A team members. They will also lead the establishment of an Aviation Operations Services Panel, for aviation goods and services.

The position is full-time, based in Nadi, Fiji and will regular travel with the Pacific region.

This is a leadership role – and the successful candidate is expected to lead both directly and situationally to support program delivery and a stronger, safer and more resilient aviation sector in the Pacific.

Duties & Responsibilities

The duties and responsibilities of the Operations Lead include but not limited to:

Program and Operational Management

• Support the development of the program’s Operations Manual and regularly review the policies and procedures in the manual, as well as implementing operational policies and procedures and ensuring staff are trained and competent in the use of these policies
• Support the establishment of the P4A operating platform and office and oversee the logistical and operational requirements to ensure systems and processes are established and maintained
• Support the establishment of the ASI Fiji entity and maintain its compliance with tax, labour and other regulations as required
• Lead the procurement of P4A assets and establishing and maintaining asset management systems.
• Lead and manage the programs procurements, risk and logistics (movement of people and goods).
• Provide oversight to tenders and engagement of advisers, including approaching market, due diligence, and pre-contracting processes, including necessary background checks and other due diligence requirements
• Ensure contractual compliance and processes are in line with DFAT’s standards and compliant with ASI requirements
• Lead the processes of mobilisation, onboarding and orientation of new personnel
• Serve as a point of contact in the Emergency Assistance and make themselves available to the P4A and ASI Team
• Work with the ASI Global Operations team to develop and implement the program's Security Plans, Standard Operating Procedures, Crisis and Emergency Plans, and Emergency Response Procedures and Business Continuity Plan
• Work with P4A Team Leader to ensure program risks are identified and monitored and adequate mitigation measures are in place
• Manage the program’s budget, including forecasting, invoicing, and financial reporting
• Ensure that the program’s expenditure is tracked, and any possibilities of overspending are reported to the P4A Team Leader & ASI-PM
• Primary approver for all payments raised by the P4A Finance Manager and ASI Finance Team and ensure that supporting audit trail is available and the process is compliant with P4A Operations Manual
• Conduct regular spot-checks and provide oversight to internal audits to minimise any risk of fraud and/or non-compliant processes and procedures for all program operations.
• Support the P4A Team Leader to ensure that Adviser ToRs, work plans and reporting are aligned with DFAT priorities and expected outcomes
• Support the ASI-PM and P4A Team Leader with personnel performance management, timesheet and leave management and other aspects of HR

Support the production of key deliverables and proposals.

• Support the preparation of project proposals, business cases and tasking notes to justify program expenditure and provide value-for-money assessments as required.
• Lead the operational and financial reporting and be the first point of contact for ASI-PM.
• Contribute to periodic reports and plans and lead the operation's inputs in the reports.

Other

• Participate in regular team meetings and contribute to activity-level decision-making under the Program
• Act as a trusted representative of P4A, displaying professionalism and discretion in all interactions with the P4A team, partners and the wider public.
• Any other duties as identified by P4A Team Leader and ASI-PD/PM

Key Deliverables

Aviation Operations Services Panel, Inception Phase Workplan & Budget, Way of Working Plan, Operations Manual, Security Plans, Strategic Communications Strategy, Country Engagement Strategies, Monitoring and Evaluation Plan, Gender Equality, Disability, and Social Inclusion Strategy, Pacific Skills and Education Strategy, Disaster Preparedness and Response, Risk Framework and Management Plan, Program Implementation Plan, Inception Report, Six Monthly Reports, Annual Reports, Annual Plans, Program Completion Report

Key Relationships

• Directly reporting to P4A Team Leader and ASI-PM
• Works with and receives strategic direction from DFAT and specified stakeholders. Represent P4A at regular Program Management Group meetings and Steering Committees, presenting plans, budgets and reports as needed. 
• Direct management of the Logistics & Operations Manager and Finance & Procurement Manager

Key Performance Indicators

• Timely delivery of high-quality contract outputs. 
• Effective delivery of results as agreed in the program plans.
• Assess and manage risk appropriately.
• Responsiveness to requests from DFAT and PICs governments counterparts throughout the life of the program.   
• Strong Partner Performance Assessments and Adviser Performance Assessments.   
• Strong relationships built with DFAT, PICs governments counterparts evidenced by positive feedback. 

Optimal Qualifications & Experience

Relevant qualifications in any field including, but not limited to social science, political science, international development (or demonstrated relevant equal skills) or relevant work experience.

• Demonstrated experience developing and leading effective teams.
• 10+ years of professional experience or equivalent combination of education and experience in management and team leadership of large, complex, multi-country aid programs, preferably in the Pacific. 
• Experience working with donor-funded programs.
• Understanding of international and multilateral donor systems and their requirements.
• Demonstrated experience in safeguards assessment and management, including PSEAH, child protection, climate and disaster risk reduction and environmental safeguards.
• Knowledge of key cross-cutting issues and their application in development programs, particularly GEDSI and climate change. 
• Proven experience in contributing to strategic direction and providing management to multi-disciplinary teams in a cross-cultural context. 
• Exceptional written communication skills, with demonstrated experience delivering high-quality outputs.
• Exceptional interpersonal and cross-cultural skills and the ability to develop highly productive relationships within a large team and across key stakeholders.
• Demonstrated high-level organisational skills and the ability to manage multiple tasks and competing priorities within timeframes.
• · Successful change management and problem-solving skills and the capacity to resolve conflict.