DIRECTOR - BUSINESS OPERATIONS

JOB SUMMARY: The Director of Business Operations role provides leadership and strategic support for operational and business aspects of the team's work, ensuring that there is a clear plan, budget and accountabilities to advance team objectives. The Director will be responsible for the overall financial and business operations of the unit under the leadership of the Senior Director of Product Strategy and Design (with a dotted-reporting line into the AVP for Operational Finance & Compliance in the Finance function). This role will also have some management responsibilities over the Business Ops Senior Managers. This position plays key role in monitoring day-to-day business operations of PSI, identifying issues and gaps and recommending solutions to PSI leadership. Typical activities will include including financial planning and budget formulation and execution, regular operational alignment and quarterly strategic dialogues, as well as integrating and working with other teams across CARE (including finance, grant managers, AMS). The Director will provide an overview of the team's finances, identifying risks and opportunities and monitoring overall burn rates and trends. They will recommend ways to efficiently utilize available resources (including unrestricted and flexible resources), and will regularly update the PSI leadership team on the financial health of the team. The Director will participate in decisions involving potential funding opportunities and will participate in proposal development, liaising with cluster leads and project directors to develop financial plans and ensure internal and donor operational compliance, overseeing procurement and resource allocation, mentoring and motivating teams to achieve productivity and engagement. S/he must actively seek out and ensure that we are drawing on all the resources across the organization—looking for talent, partnerships, and engagement in the regions, sub-regions and country offices, SSC and other CI members. S/he must promote a culture that is collaborative, inclusive, and participatory and that ensures everyone has what they need to perform at their highest level while keeping our ultimate vision and mission at the center of our work. RESPONSIBILITIES: Strategic Financial Planning, Budgeting and Operations Hold overall accountability for overseeing, managing and maintaining good financial planning and budgeting in PSI, and ensure due diligence in financial forecasting. Coordinate and prepare operational and financial reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions. Ensure availability of resources to cover staff salaries, identify funding and LOE gaps and match LOE gaps with future funding opportunities Promote strategic utilization of PSI UNR and flexible resources in the most efficient way Plan and coordinate preparation of PSI's annual operating business plan and budget, after collaborative negotiation with cluster leads Responsible for financial management monitoring including all revenues, expenses, endowment funds and investments. Ensure coordination/reporting/oversight of team’s operations by ensuring that resources are aligned to strategic goals. Advise PSI leadership on financial matters, assessing and explaining long and short-term implications for the PSI team of alternatives and decisions. Oversee and manage the development and monitoring of the unit's overall annual operating budgets. Contribute to communications, planning, and assessments. Answer questions from the team on budget availability and flag over or underspends early with function management. Prepare monthly financial analyses and other reports as requested by department budget managers. Oversee the preparation of standard and ad hoc financial reports required for strategic decision making. This includes funding mix, funding trends, spending trends, budget analyses, and forecasts. Leads proposal budget development, particularly in combining individual CO budgets into a combined budget for multi-country awards, and through ensuring that PSI staff LoE is calculated and included in proposal budgets. Lead the development and coordination of a portfolio tracking system that will give us a detailed picture of our global assets—grants and contracts, staff resources, consultants, partners, etc. Regular analysis of how we are using our financial resources to advance program quality, impact and learning, to use in making strategic investment decisions Develop process flow to manage PSI's cost recovery model smoothly, monitor and revise regularly as needed. Vendor Contract Management and Administrative Support Support with the process of drafting and approving vendor contracts in alignment with relevant CARE policies for partnership and contracts. Assume lead role in contract reviews/negotiations with vendors Support on processing of contracts, purchase requisitions, and purchase orders ahead of services rendered. Support on processing the invoices and payments after services are rendered or when due. Work closely with CARE accounts payable and procurement teams to ensure all policies and processes are being effectively adhered, while meeting departmental needs Support whole department in proper processing of travel expense reports and credit card reconciliations as necessary Staff Supervision and Management Supervise, monitor, and coach Business Ops Senior Managers ensuring their effective performance and professional development. Conduct regular performance conversations with the supervised staff as part of CARE's performance management process. Lead the hiring, orientation, and termination processes for the supervised positions, ensuring compliance with organizational policies and procedures. Develop and implement appropriate professional development plans for the supervised staff, aligning them with their career goals and organizational needs. Set performance targets for the supervised staff, ensuring they are challenging, measurable, and aligned with organizational objectives. Stay informed and up to date with organizational requirements for managers, including sharing information, approving PARs, enforcing policies, ensuring compliance, and other related activities. Foster a positive and inclusive work environment, promoting teamwork, collaboration, and professional growth among the supervised staff. Provide guidance and support to the supervised staff in problem-solving, decision-making, and conflict resolution. Ensure effective communication channels are established and maintained within the supervised team and with other departments or stakeholders. Collaborate with other managers and departments to align efforts, share resources, and achieve organizational goals. Identify areas for process improvement, efficiency enhancement, and quality assurance within the supervised team and work towards their implementation. Stay updated on industry trends, best practices, and emerging issues related to the supervised positions, incorporating relevant knowledge into staff development and performance management. Uphold ethical standards, organizational values, and compliance with relevant laws and regulations in all aspects of staff supervision and management.