Job Summary:
Works closely with the project/program management, and/or finance management to ensure financial, administrative, contractual, logistical efficiency and compliance. Serves as a liaison between staff and the organizationโs administrative and enterprise services to maintain the smooth operations of headquarter and field offices.
Accountabilities:
- With oversight by senior management 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.
- Ensure all operations, administrative and contractual activities and expenditures are consistent with projectโs work plan and budget.
- Serve as liaison between Corporate and project staff about consultant agreements and 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.
- Assist Corporate with the coordination of country and regional field presence, whether in the form of new offices or as a supplement of staff, equipment, and infrastructure to an existing office.
- Work with project staff to formalize Statements of Work (SOW) into contracts (e.g., consultant work orders, sub-contracts, purchase orders, etc.).
- Monitor and enforce compliance to organization and/or donorโs policies and regulations for procurement, completion of contractual deliverables, and other areas: monitor concerns and address technical 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.
- Coordinate and monitor program activities with respective project staff and field staff, to perform the necessary field office startup procedures, office operations and activities.
- May oversee administrative activities related to fiscal management, human resources, logistics and other administrative activities.
- May serve as a specialist responsible for gathering facts, analyzing findings, reaching logical conclusions, recommending solutions, and coordinating projects.
- 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 plan and/or coordinate activities and to serve as a resource regarding administrative policies and procedures.
- Responsible for helping to ensure that projects are staying within the established scope and budgetary parameters through analysis and consultation with management.
- Performs other duties assigned.
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.
- 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.
- Effective interpersonal skills.
- Strong organizational skills and attention to detail.
- High degree of computer literacy with excellent knowledge of word processing and spreadsheet software applications required (WordPerfect for Windows and/or MS Word; MS Excel).
Problem Solving & Impact:
- 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 handled independently and those which require escalation.
- Researches and develops solutions for unusual and novel situations.
- Contributions are usually limited to task-related activities. Errors impact the departmentโs ability to achieve results
- Erroneous actions could result in delay of schedules and impact established timelines. Errors could be difficult to detect and could require expenditures to resolve.
Supervision Given/Received:
- 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.
- Errors impact the departmentโs ability to achieve results
- Erroneous actions could result in delay of schedules and impact established timelines. Errors could be difficult to detect and could require expenditures to resolve.
Education:
- Bachelorโs degree or its international equivalent in Business Management, Finance, or related field.
Experience:
- Typically requires 5+ years of relevant experience in a programmatic environment with areas to include contracts, field experience, and at least three years with USAID rules and regulations
- Typically requires 3+ years of supervisory experience.
- Prior work in a non-governmental organization (NGO).
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift/move up to 5 lbs.
Technology to be Used:
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
- 10% - 20%
The expected US Based hiring salary range for this role is listed below. Candidates FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
US Based Hiring Salary Range: $88,000 - $115,000
International hiring ranges will differ based on location.
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.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others โ and yourself.
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- 10% - 20%
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
- Bachelorโs degree or its international equivalent in Business Management, Finance, or related field.