In order to support the attainment of the Foundation’s overall goal of the virtual elimination of pediatric HIV and AIDS, this position effectively and efficiently oversees the implementation and management of all operational systems and functions necessary for the Foundation’s programmatic activities – namely compliance, accounting , human resources, sub-award management, finance, information technology, procurement and logistics, administration, audit, field operations, and affiliate transition and support In managing the overall operations of the country program and supervising the operations staff, this position coordinates all operational activities in a collaborative manner, ensures proper and responsive communication regarding all operational matters, and ensures that the Foundation’s operational standards are adhered to at all times.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Compliance
Ensures that a “culture of compliance” is adopted by the country program in accordance to all Donor, Foundation, and In-Country policies and procedures (including all applicable local laws) by providing clear guidance to all staff, maintaining up-to-date knowledge of all applicable rules and regulations, and developing and monitoring systems to ensure all activities are implemented and documented in accordance with these policies.
Coordination
Establishes local workflows and approval processes and ensures that each operational staff member understands how their role is aligned to their responsibilities and has the necessary capacity and training to perform and grow in their position. This position will also ensure that appropriate staff-backups are in place within the Operations department and serve as the Acting Country Director in the absence of the Country Director and/or the Technical Director.
Collaboration
In the true spirit of collaboration and in close partnership with the Country Director, in-country Senior Management, and taking into consideration each department within the country program, this position engenders teamwork and a collegial, supportive, and integrated approach in the operations department, between the operations departments and other in-country departments, and between the in-country operations department and US-based and Regional operational counterparts.
Communication
Acts as the primary point of contact for all operational matters in the country office and ensures both that operational information from the field is properly communicated to the Washington DC office and that operational information from the Washington DC office is properly communicated to and understood by the in-country team. This involves generating and disseminating regular monthly and semi-annual reports on the status of operational activities and plans and ensuring a smooth and responsive exchange of operational information between the country office and the DC office, implementing partners, donors, sub-awardees, and other stakeholders.
Accounting
Ensures that all uses of the Foundation’s funds are properly prepared, reviewed, approved, and documented, in line with all appropriate policies, procedures, authority levels, and local laws, and ensures that this information is properly entered into the accounting system. This position also oversees the month-end close and payroll processes, provides and analyzes accounting data and reports, ensures all funds are properly safeguarded, oversees the Foundation’s relationship with a local bank and ensures accuracy of the information in the Foundation’s bank account, and manages the overall cash needs and forecasts of the country program.
Human Resources
While overseeing the implementation of the performance management and compensation systems, this position ensures up-to-date employee contracts, personnel files, and all other applicable documentation for the HR function are in place at all times. In addition, this position oversees the recruitment process, management of leave, staff development, and training, as well as the regular review of the country’s Staff Handbook, job descriptions, and the accurate and timely submission of all HR reports. This position ensures that an accurate and up-to-date Business Continuity Plan is in place, as well as on-boarding and exiting procedures for all staff. As applicable, this position will also oversee the work visa application and renewal process.
Sub-Award Management
Manages the process of establishing sub-agreements with partners, ensures these partners have available funding per their agreements at all times, and ensures the implementation of these agreements in line with all applicable policies, procedures, and local laws. This position oversees the operational capacity building efforts of these partners and implements systems to monitor the operational management and performance of these partners. Finally, this position ensures all documentation regarding the management of these agreements is complete and well-organized and liaises with the Washington DC office regarding all applicable agreement matters – including the close-out of these agreements.
Finance
In addition to leading the budget development process and developing systems to ensure activities are implemented in line with approved budgets, this position generates, analyzes, and reviews financial reports and data, analyzes burn rates, and develops plans to increase or decrease spending as needed.
Information Technology
Ensures all appropriate IT equipment and infrastructure is in place, well-maintained, safeguarded, and properly functioning with minimal downtime, and that staff are properly trained on all IT-related systems, policies, and procedures.
Procurement and Logistics
Oversees all processes for identifying appropriate goods and services to be purchased in order to support the Foundation’s needs, manages these relationships with key vendors and landlords, and ensures all procurement activities are properly documented and all appropriate pre-approvals are obtained. Additionally, the position manages an inventory system of all Foundation property and equipment, ensures vehicles are properly maintained, processes tax exemptions as applicable, and facilitates in-kind procurements on behalf of the Foundation’s sub awardees.
Administration
Oversees the general maintenance, security, and use of the Foundation’s office premise(s), equipment, and supplies and ensures that appropriate procedures are in place for receiving visitors and external phone calls.
Audit
Takes the lead in preparing for and facilitating the auditing activities of the Foundation’s internal auditor, as well as any operational review on behalf of a donor, external auditor, or in-country governmental organization. If any material findings are found or recommendations are made as a result of these activities, this position proactively takes the lead in addressing these issues and resolving them in a timely manner.
Field Operations
Provides operational support and oversight to all in-country sub-offices and seconded staff. Ensures in-country sub-offices are properly staffed with operational personnel and that these personnel are properly trained and integrated with the country’s head office operations team.
Affiliate Transition and Support
Provides on-going operational support to EGPAF Affiliates and operational staff of EGPAF affiliates.
REQUIRED QUALIFICATIONS:
• Overall in charge of operations functions in a mid-size country program (generally 40-100 staff), with 1 or more donors.
• Manages design, development, and review of unit specific initiatives.
• Manages a team of several operations specialists, e.g. HR Manager, Finance Manager, IT Manager, A&C Manager etc.
• Mastery of one of more of the relevant functional areas.
• Bachelor’s Degree is required; Master’s degree in Business Management, Operations or any other relevant field is highly preferred.
• Minimum 6-7 yrs relevant experience in a senior operations management and leadership role required including at least 3 yrs experience in a management capacity; knowledge of USG funding environment and experience working with other donors highly desired.
To apply: Please send a cover letter and CV at www.pedaids.org.
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