JOB SUMMARY: With oversight by the Project director, manages and guides the day-to-day activities of the project with an emphasis on management of sub-contracting, facilities, and overall administrative program operations. Works closely with the project management and different sub-teams of the EpiC project to ensure financial, administrative, contractual, and logistical efficiency and compliance with FHI 360 policies and its donors. Serves as a liaison between staff and the projectโs administrative and enterprise services to maintain the smooth operations of the project office. Performs other duties assigned.
KEY RESPONSIBILITIES:
Office Operations
Responsible for the direction of multiple administrative functions including project office operations and maintenance, property control, inventory, purchasing, IT support, corporate communications, and security.
Oversees the day-to-day operations of assigned area (e.g., procurement unit, IT, communications, travel, and security)
Work with Finance team to ensure all operations, administrative and contractual activities and expenditures are consistent with all projectsโ work plan and budget.
Monitor concerns and address project staff's questions regarding contracts and client compliance; advise and take corrective action.
Ensure that all deliverables for all contractual arrangements are tracked, monitored, and delivered; includes developing and managing an appropriate tracking mechanism.
Manages the projectโs filing system for all contracts and agreements, and other documentation, materials, and deliverables.
Maintains frequent contacts with management and staff and external clients to update, plan and/or coordinate activities and to serve as a resource regarding administrative policies and procedures.
Compliance
Monitor and enforce compliance to organization and/or donorโs policies and regulations for procurement, completion of contractual deliverables, safeguarding, climate and risk mitigation and other areas for all in the project office.
Minimizes legal risks by understanding current and proposed policies, enforcing regulations, recommending new procedures, and complying with legal requirements.
Works alongside other senior managers to develop/update corporate governance guidelines.
Support and guide staff on compliance with company and donor policies.
Ensure rational use of country office resources.
Procurement
Supervise and oversee all procurements of the project office.
Serve as liaison between Corporate and project staff about work orders, fixed price agreements, sub-contracts, sub-agreements, and necessary modifications, preliminary review of contractor vouchers for accuracy and compliance with client's billing requirements.
Work with project staff to formalize Statements of Work (SOW) into contracts (e.g., work orders, sub-contracts, purchase orders, etc.).
Ensure the procurement processes are aligned with company policies and different donors.
Applied Knowledge & Skills:
Ability to initiate and implement activities with minimal oversight and supervision, assess priorities, and competently complete a variety of activities with a high level of accuracy and timeliness.
Ability to plan and coordinate business operations or administrative and support services.
Knowledge of essential aspects of grant programs.
Knowledge of monitoring and evaluation methodologies.
Demonstrates project and personnel management skills.
Effective people skills - Influences, motivate, and collaborate with others.
Knowledge of U.S. government regulations, procedures, and contracting requirements.
Knowledge of financial and contractual management of USAID contracts and cooperative agreements including budget design, financial oversight, and expenditure projections.
Ability to work in teams and build consensus with individuals at all levels.
Effective writing, editorial, and communication skills; excellent command of English grammar and usage.
Strong organizational skills and attention to detail.
High degree of computer literacy with exceptional knowledge of word processing and spreadsheet software applications required (WordPerfect for Windows and/or MS Word; MS Excel).
Adapts and resolves problems/issues to bring projects to completion.
Resolves issues and navigates obstacles to deliver work products.
Identifies and resolves problems that would not require managementโs direct involvement and in a timely manner and gathers and analyzes information skillfully.
Addresses problems in accordance with priorities, policies, commitments, and program goals.
Demonstrates ability to differentiate between situations which can be managed independently and those which require escalation.
Researches and develops solutions for unusual and novel situations.
Contributions are usually limited to task-related activities.
QUALIFICATIONS:
Strong project management and organizational skills
Experience managing relationships with stakeholder groups, such as health, labor, business, and government.
Strong report writing and communication skills.
Professional, and able to communicate in a clear, results-oriented, and positive manner.
Knowledge of health issues in the workplace, preferably on TB
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.
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