This role is responsible for overseeing contract and grant management and associated operational systems and processes to support the effective delivery of quality programs, and holds accountability for contractual requirements across a diverse portfolio. Over the next 2 years, this role will lead efforts to continue shifting power and responsibilities around project and contract management from the regional unit to Country Program teams.

The Head of Program Operations leads a sub-team of Program Coordinators, and provides strategic advice to the Director of Policy and Programs (PP) as part of the PP management team alongside the Head of Learning and Evidence, and the Head of Strategy. A key accountability for the PP management team is ensuring strong coordination between all sub-teams, and other parts of WaterAid Australia.

The role also coordinates and collaborates with Country Programs in Cambodia, Papua New Guinea, and Timor-Leste, to manage and continuously improve project management systems and processes that support Country Programs to lead compliant and quality programming and implementation of their strategies.

Essential to the role is a commitment to locally led development, understanding of sector standards and best practice, strong capacity strengthening approaches, collaborative working style and management approach that fosters a culture of staff empowerment and professional development. It is equally essential that you have the capacity to work at a strategic and detailed level, with passion for and excellence in grant and contract management.

Summary Responsibilities and Duties

Project and contract management leadership

• Coordinate ongoing rollout and change management processes of the new WaterAid Program Management System, and drive increased use across the region. Lead coordination with WaterAid UK on use, upgrades, and support service for the system.
• With your team develop strategies to strengthen the capacity of Country Programs and key partners to effectively manage projects and contracts including overseeing the development of tools and processes for assessing performance and risk, achieving a shift of workload and responsibilities from regional to Country Program staff.
• Support Program Coordinators and Country Program colleagues on project and contract management processes from inception to closure – including collaboration between Policy and Program sub-teams for planning, implementation, monitoring and reporting and financial management.
• Ensure quality and compliance of donor reporting and donor contract engagement across all portfolios.
• Oversee negotiation with other WaterAid Federation members to ensure project funding is based on agreed Federation principles and processes, and that donor requirements are met when Australian funding is implemented by other Federation members.
• In collaboration with the broader PP and the Corporate and Community Engagement teams, contribute to business development processes and partnerships.
• As a member of the safeguarding working group, support the organisation to improve its safeguarding practices, ensure adherence to WA safeguarding Policies and Procedures, and compliance against DFAT Child Safeguarding and PSEAH minimum standards.

Project and contract management systems improvements and compliance

• Strengthen and operationalise project and contract management systems and processes to promote efficiencies, effective information management, and ensure compliance with WaterAid Federation, ACFID Code of Conduct and DFAT Accreditation standards. The Head of Program Operations will coordinate WaterAid Australia’s 2026 reaccreditation process.
• Ensure your team supports Country Program teams to strengthen capacity of staff and partners to ensure compliance in key areas such as risk management, Child Safeguarding, PSEAH and complaints management.
• Lead planning and coordination with the Organisational Support System (OSS) team to ensure financial management compliance, fraud mitigation, counter-terrorism screening and audit requirements.
• Oversee user-focussed development, review and socialisation of project and contract management and operational guidance manuals and tools for Country Programs, including the Contract, Project and Programme Management Manual, Operations Manual and Collaboration Framework.
• Ensure coordination with Business Development colleagues towards quality project proposals and efficient transition between bids won and project start-up.
• Ensure your team, works across teams to strengthen assessment, mitigation and consistent documentation of project level risk and alignment with Country Program Organisational Risk Assessments as part of WA Australia’s overarching risk management framework

Policy and Programs budget and finance leadership

• Lead the Policy and Programs teams annual budget planning processes, financial reporting, quarterly reforecasting and recovery allocations.
• Support Country Program budget development, review of expenditure and quarterly reforecasting to support country program strategies.
• Lead review and approval of project and contract acquittals in line with contract conditions and budget parameters.
• Work with the OSS team to drive improved ways of working and efficiencies for project and contract financial management.

People and Team management

• Build and maintain a high performing Program Operations team, including fostering a collaborative and empowering culture.
• Lead team work-planning, documentation and accountability for progress against objectives
• Ensure annual performance plans, regular reviews, and professional development plans are in place for all staff in the team.
• Line management supervision and ongoing support to staff through individual mentoring, coaching and professional development.

Qualification, Skills & Attributes (Key Capabilities/Selection Criteria)

Essential

Knowledge, skills and experience

• Significant experience in contract and project management, with responsibilities managing donor relationships and reporting.

• Commitment to prioritising capacity strengthening of Country Program staff and building sustainable and appropriate systems and processes based on the capacities of staff and partners.

• Proven financial management, budget development and financial reporting skills.
• Experience leading, supporting and empowering staff and working collaboratively across teams and countries.
• Implementation or socialisation of policies and procedures in line with ACFID Code of Conduct and DFAT Accreditation standards, with a strong understanding of safeguarding requirements.
• Ability to think strategically as well as engage in the complexities of operational management and work to identify solutions and improvements to ways of working.
• Excellent written and verbal communication skills and relationship building skills.

Education

Bachelor’s degree or higher in a relevant field

Personal qualities

• Commitment to WaterAid’s values and a demonstrated working style that reflects these.
• Demonstrate an understanding of gender equality and women’s empowerment, diversity and social inclusion.
• Commitment to innovation, continuous improvement and open to new ideas.

Full position description available for download here.

To submit your application please click 'Apply Now' by 5pm on the closing date.

For any queries not answered in this document please email Meredith Hickman, Director of Policy and Programs at [email protected] using the subject line: Head of Program Operations enquiry via EthicalJobs.

Only shortlisted candidates will be contacted.