Job Summary:
The Associate Director of Operations is a member of the FHI 360 PNG Country Office Senior Management Team. S/he is responsible for oversight of operations, grants, contracts, procurement, compliance with donor regulations and the overall administration system for FHI 360 PNG Country Office. The role will ensure the achievement of all operational control and performance objectives in accordance with requirements of FHI 360 and in compliance with its funding agencies in coordination with the FHI 360 PNG Country Representative (CR), Chiefs of Party (CoP), and Project Directors (PD).
Key Responsibilities:
Country Office Leadership
- Serve as a member of the FHI 360 Country Office Core Management Team and Senior Management Team. Works closely with the CR, CoPs, and PDs to provide input and assistance to the management of the countryโs portfolio of programs with regards to strategy, business plans, operational plans, and budgets
- Carry out tasks as identified in the FHI 360 business and operational plans
- Represent FHI 360 in external functions as needed at national, regional and district levels
- Participate and contribute to the overall mission of FHI 360 PNG CO
Operating Management
- Responsible for oversight of all operating management including administrative and financial aspects ensuring the compliance to both donor and local regulatory requirement.
- Manage the preparation, monitoring, and reporting of project budget pipelines and FHI 360 PNG Country Office annual operational budget reports
- Manage and monitor the various controls and operational measurements for the projects including notice of budget limits, obligations, and operational expenditure-rates on an ongoing basis
- Oversee the timely completion and accuracy of weekly, monthly, quarterly, and annual operational reports prepared for submission to the program funding agencies, local authorities, and FHI 360
- Review and design appropriate operational workflow systems, procedures and processes that ensure efficiency and effectiveness of the support function that Administration provides.
- Build and maintain adequate operational resources in country to support program operations, including their sub-awards
- Review and update Operational policies and procedures manuals as needed
- Coordinate with related staff at FHI 360 Asia Pacific Hub Office in Bangkok, FHI 360 Headquarter offices North Carolina, and in Washington D.C, to ensure that project Operations and fiscal control procedures are implemented effectively
- Ensure audit observations from both internal and external audits conducted are resolved
Contract and Grants Management
- Oversee pre-award assessment of new implementation agencies, and guide sub-award operational development with Country Office staff
- Oversee the monitoring and review of sub-award routine operational reporting requirements, sub-agreements and other activity to ensure compliance with FHI 360 policies
- Assist CR, CoPs/PDs to manage the development and review process for sub- agreements, contracts and amendments awarded from the Country Office
- Review and ensure that sub-agreements, contracts and amendment documents meet the Contracts Management Services (CMS) requirements and maintain quality assurance before execution by COPs/PDs
- Direct the provision of formal and informal technical assistance to implementing partners on issues of administrative management per FHI 360, USG and other donor policies and procedures
- Provide leadership in the application and interpretation of FHI 360, USG and other donor rules, regulations policies and procedures
- Ensure periodic review of subaward pipeline expenditure are carried out
Operations Support Management
- Manage all aspects of other operational function: procurement, Travel, administrative IT related issues
- Review and oversee the implementation of the Country Office Operations Manual
- Supervise and direct the day-to-day work of all staff under his/her supervision to ensure smooth and efficient coordination with the Program and Technical Units
- Oversee consultant agreements for local and international consultants including the establishment and verification of rates
- Oversee the procurement process and the maintenance of necessary records for compliance
- Oversee the procurement and the maintenance of office equipment and vehicles as well as the regular monitoring of sub-award procured equipment and vehicles.
- Oversee the implementation of fleet management policy
- Maintain an up-to-date security plan for FHI 360 country office
Other Duties
- Perform other relevant duties as assigned by the CR, CoP, and/or FHI360 APRO and HQ
Education:
- Bachelor's Degree or its International Equivalent.
Experience:
- Minimum of 8+ years of operations management experience within a non-governmental organization (NGO)
- Past experiences managing and leading an operations/administration department.
- Past experience supervising and mentoring staff in operations and administration processes.
- Experience managing operations for USG projects and other international donors.
- Demonstrated knowledge of USG regulations, including the Code of Federal Regulations (CFR) and USG Acquisition Regulation (AIDAR), and experience establishing systems to ensure compliance with regulations and cost principles.
- Experience developing country office operations manuals and ensuring implementation.
- Experience developing and delivering staff trainings.
- Experience applying the principles of human resources management and designing programs for staff professional development.
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Must be able to read, write and speak fluent English.
- Proficient in Microsoft Office, with advanced proficiency in Excel.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
Physical Demands and Working Conditions:
- Typical office environment: ability to travel domestically and internationally as needed (10-25%).
- Occasional work outside regular office hours may be required for urgent project needs.
Technology to be Used:
- Microsoft Office Suite, and other standard office equipment.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
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- Microsoft Office Suite, and other standard office equipment.
- Bachelor's Degree or its International Equivalent.
- Perform other relevant duties as assigned by the CR, CoP, and/or FHI360 APRO and HQ