TERMS OF REFFERENCE – OPERATIONS OFFICERS

2 Objectives
The Operations Officer (OO) ensures the efficient and effective execution of the Program in coordination with the SITA Team Members assigned to specific tasks of the Program. The Operations Officer shares responsibility to liaise between the PEU and the technical staff of SITA. The Operations Officer assists the Program Manager in supervising the work of the consultancies and activities performed under the program. The Operations Officer has delegated tasks from the Program Manager and will perform these.

The Operations Officer (OO) ensures the efficient and timely execution of the Program in coordination with SITA Team Members, focusing on problem resolution, deliverables oversight, and operational coordination. The OO acts as a liaison between the PEU and SITA technical units, streamlining workflows, resolving bottlenecks, and reviewing deliverables for quality and compliance. The OO assists the Program Manager in supervising consultancies, troubleshooting execution challenges, and ensuring alignment with program goals.

3 Description Of Activities
The specific tasks of the Operations Officer include:
1) Execution Support
a) Perform delegated tasks and reviews by the Program Manager to ensure effective execution of the project; Regularly have meetings with SITA staff assigned to program activities, consultants, and PEU team members to implement program activities and ensure meetings are documented, and follow up on action points
b) Participate in consultant selection processes, focusing on operational needs.
c) Optimize workflows between PEU and SITA to minimize redundancies.
d) Act as the point of contact for SITA departments regarding issues, resolving operational bottlenecks and ensuring seamless execution.
e) Proactively identify delays/issues in deliverables or workflows and propose solutions to the Program Manager.
f) Foster collaboration and provide conflict resolution mediation jointly with the Program Manager to ensure seamless execution of program activities.

2) Deliverables Oversight and Strategic Support
a) Ensure all activities and deliverables comply with IDB/GOS regulations and contractual clauses.
b) Update and manage the project risk matrix with mitigation plans.
c) Recommend improvements to program implementation and execution of projects for greater efficiency
d) Review and validate all deliverables (consultants/SITA) for quality, timeliness, and compliance with program objectives
e) Work closely with the Monitoring and Evaluation Specialist of the PEU to ensure adequate reporting of the Program
f) Participate in the implementation of the Annual Operating Plan by coordinating SITA departments, consultants, and the PEU team.
g) Support the Monitoring and Evaluation Specialist in the preparation of the Program’s Annual and Semi-Annual Reports of Execution
h) Identify and manage risks that can affect successful project execution and review and update project risk matrix periodically.

4 Qualifications and Required Skills
1. Education:
▪ Bachelor’s degree in Social Science, Business Administration or any other Managerial Science.
▪ International Project Management Certification (e.g. PRINCE2, PMP, PM4R) is required

2. Experience:
▪ Project Management experience of 5 years in the private sector or public sector
▪ Experience of 5 years of program operations including administrative and financial management.
▪ Experience in working with outputs and deliverables and programs funded by international organizations is an added value.
▪ Experience in the monitoring and evaluation of development programs.

3. Skills, knowledge, abilities:
▪ Ability to work with a team, analytical skills, willingness to get training and to transfer knowledge to others.
▪ Ability to solve problems and provide solutions
▪ Results-oriented and sense of responsibility
▪ Excellent writing skills and the ability to communicate as in both Dutch and English.
▪ Applications: Microsoft Office software, Microsoft Teams and Microsoft Planner or similar task/project management tool

5 Reporting

The Operations Officer will be reporting to the Program Manager of the Project Executing Unit.

6 Working Language

The working language shall be Dutch and English.

7 Location Of Assignment

The Operations Officer will work from the Ministry of Foreign Affairs, International Business and International Cooperation, or as otherwise advised by the Program manager of the Program Executing Unit.

8 Timing

Type of consultancy: Individual consultant, full-time

Place of work: SITA Office, Brokopondolaan 97

Time: 40 hrs per week as agreed with the Program Manager, 1 year with a possible extension of 1 year