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Engility Corporation, building on IRG's legacy in international development, seeks multiple Operations Managers for USAID-funded contracts in East Africa. The Operations Manager will be responsible for all aspects of Human Resources, Event Planning, Administration, Procurement, Logistics, Travel and Financial Accounting. The Operations Manager will be expected to lead a team of 3-5 finance and administration staff to support in all areas of logistics and operations for field-based activities. He/she will have a broad base of experience and worked in an international setting.
Originate and/or analyze procurement requests for supplies, furniture, equipment, training, events, and services as requested (i.e., obtain quotations, prepare purchase orders, make payments, and prepare justifications of expenditures).
Ensures that the procurement process is systematic, transparent, and compliant with USAID regulations IRG procurement processes; ensures timely processing of purchase requests.
Maintain and account for an inventory of project assets each quarter, ensuring that all assets are properly assigned inventory numbers and/or tags to minimize misuse and losses to all inventory items.
Oversee maintenance of office equipment such as photocopiers and scanners and ensure repairs are made in a timely fashion. Oversees the cleaning, maintenance, and repair of all facilities including electricity supply, water and plumbing.
Oversee and maintain all administrative systems for the project, including information resources, general filing, electronic filing, contracts and leases, travel, subscriptions, insurances, etc.
Reviews payment requests prepared by project accountant
Support events, conferences, and workshops with administration and logistics needs including arranging refreshments and venues, maintaining meeting calendar, taking notes during meetings and events, and distributing minutes to attendees as needed.
Monitor office lease, utility and service contracts, and other contracts related to office management, and ensure compliance with IRG and USAID regulations.
Maintain a proper and user friendly filing and document control system for human resources and procurement files.
Oversee all Human Resources functions including, hiring, onboarding, employment agreement preparations, HR file management, performance appraisals (as requested), and exit procedures. Ensures the proper implementation of project and IRG personnel policies and procedures.
Other administrative tasks as assigned by the Chief of Party and/or designee.
Travel & Logistics
Manage the arrangement of travel and accommodations for staff and visiting consultants in accordance with USAID and IRG policies and procedures, including booking hotels, ground transportation, and/or air travel.
Negotiate competitive rates with hotels and lodges in/around project sites and the project office.
Provide direct supervision to the project driver(s), this includes but is not limited to:
Overseeing vehicle maintenance, managing vehicle/travel calendar, ensuring proper vehicle insurance.
Ensure timesheets, expense reports, and travel advances of project driver(s) are properly completed and submitted in a timely manner.
Conduct monthly meetings with driver(s) to ensure all problems, questions, or concerns are being addressed.
Ensure an efficient system is maintained, reviewed and analyzed for all transport related records (registration records, insurance records, vehicle/motorbike logs, etc.) to ensure compliance, accountability, and efficiency in the management of the vehicles. Introduce new internal controls as needed.
Oversee the replenishment of fuel for the project vehicle and develop a system and carry out monthly analysis of utilization and fuel consumption of project vehicles.
Maintain records on vehicle insurance; and ensure the proper coverage and provide updates on the need for renewal or removal of a vehicle from the insurance policy.
Maintain and report to the Home Office any police reports and/or other records related to damage or loss of the project office vehicles; and oversee the processing of all insurance claims.
Oversee all project budgeting, cash management, and accounting and ensure robust financial and management and suggest and implement improvements to improve financial management systems.
Ensure the proper internal controls by providing training on the internal control system to the accounting and procurement staff by assisting in defining roles and responsibilities for staff, and establishing an approval system for payment and non-payment accounting transactions
Process and monitor VAT refund requests, working in close collaboration with the USAID EXO.
Ensure proper segregation of duties across the financial and procurement management systems.
Oversee petty cash management.
Serve as the principal field office point of contact to coordinate with the Home Office Project Control Analysts, Project Manager, and Project Associate on all financial matters.
Ensure the timely submission of accounting reports, including trial balance, ledger details, P&L statements, accruals, etc.
Oversee cash flow management and preparation of Field Office wire transfer requests.
Assist the Chief of Party in liaising with the project bank(s), managing all USD and local currency bank balances, adding and removing signatories.
Provide pertinent back-up documentation in response to any internal or external audit request.
Ensure financial vouchers are properly booked in accounting software.
Create and maintain financial filing system.
Assist the technical team in interpreting financial information, including preparation and review of budgets, biodata forms
Maintain integrity of financial information and accounting records.
Participate in management meetings and provide updates on office operations.
Debrief the Chief of Party and other Technical Team Leaders on any updates to project operations.
Directly supervise 3-5 finance and administrative staff.
Minimum 8 years of progressive experience in field office operations and financial management with at least 5 years work experience related to international development. USAID contracts experience preferred.
A minimum of 3 years of supervisory experience.
Knowledge and skills in USAID procurement management is a must.
Proven ability to supervise, motivate and manage project support staff in a dynamic and growing work environment.
Possesses knowledge and skills in USAID procurement management.
Strong coordination experience with proven administrative, reporting, and representation skills. Excellent attention to detail.
Demonstrated ability to produce results and show initiative.
Proficient in Microsoft Office and QuickBooks software packages.
East Africa experience required, experience in Kenya, Tanzania, and Uganda highly desired.
Master’s degree required in relevant field.
Fluency in written and spoken English required.
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