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Project Operations Manager

FHI 360

FHI 360

Operations
Remote
Posted on Thursday, August 3, 2023

FHI 360 seeks a qualified candidate for the position of Project Operations Manager for an upcoming USAID-funded global project, Enhancing NTD Diagnostics through Operational Research (ENDOR). Through ENDOR, USAID aims to work in a collaborative, country-centered approach to conducting operational research, working closely with countries, researchers, and WHO to evaluate new diagnostics, inform best practices and policy change through evidence from OR studies, and employ innovative solutions to improve as well as sustain NTD health services for affected populations.

Job Summary:

The ENDOR Project Operations Manager will be responsible for the administrative and operational aspects of the project. They will work closely with the Project Director and finance management team to ensure financial, administrative, contractual, logistical efficiency and compliance. They will serve as a liaison between ENDOR project staff and the organization’s administrative and enterprise services to maintain the smooth operations of headquarter and field offices. This will include the development of standard operating tools, procedures, and systems to improve overall project management, ensure collaboration between global and local partners and between team members, lead the creation and monitoring of workplans, and develop programmatic reports for USAID. The Project Operations Manager will coordinate with the project team to ensure timely responsiveness to the programmatic needs of USAID and its Missions.

Accountabilities:

  • Provides guidance, strategic support, and quality control on all administrative and operational aspects of the project.

  • With oversight by the Project Director manages and guides the day-to-day activities of the project with an emphasis on financial oversight, project performance, contractual compliance, management of sub-contracting, facilities, and overall administrative program operations.

  • Works with technical staff and the Finance Director/Administrator to prepare and monitor approved budgets for project activities.

  • Ensure that key and necessary functions for the organization and partners (e.g., deliverables, reporting, human resource actions) are being carried out accurately and are of excellent quality, within budget and produced on a timely basis. Serve as liaison between FHI 360 enterprise services 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.

  • Support country and regional field presence as needed by project activities, particularly in the form of 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.).

  • Trains the ENDOR project team on USG procedures and policies to achieve project and organizational goals.

  • Lead the monitoring of and ensures compliance with USAID’s and FHI 360’s 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.

  • Oversee entire project with a focus on minimizing risk across multiple projects, monitors budgets, and scope to ensure successful execution of project(s) deliverables and completion of project(s).

  • Manage the development of project teams to ensure compliance with policies and procedures; develops and implements process improvement plans.

  • Ensure that all deliverables for all contractual arrangements are tracked, monitored, are of the required quality and content and delivered on time; includes ensuring that a tracking mechanism is in place and alerts to when deliverables are not being developed in compliance with all requirements.

  • Lead, coordinate and monitor project activities with respective project staff and field staff, to perform the necessary field office startup procedures, office operations and activities.

  • Ensure that all project documents for contracts and agreements, and other documentation, materials, and deliverables are filed and saved as required.

  • Maintain 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.

  • Support technical leads to ensure that projects are staying within the established scope and budgetary parameters through analysis and consultation with management.

  • Serves as back up to the Project Director for administrative and financial matters, and represents FHI 360 on behalf of the Project Director in relation to administrative and financial matters as needed.

  • Perform other duties assigned.

Applied Knowledge & Skills:

  • Works independently and with other entities and agencies 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.

  • Comprehensive knowledge of essential aspects of USAID cooperative agreements.

  • Strong knowledge of monitoring and evaluation methodologies.

  • Strong project and personnel management skills.

  • Influences, motivate, and collaborate with others.

  • Proficient with applicable USAID regulations, procedures, policies, and contracting requirements.

  • Knowledge of financial and contractual management of USAID contracts and cooperative agreements including budget design, financial oversight, expenditure projections, and field support buy-ins.

  • Ability to influence, motivate and collaborate with 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.

  • Excellent organizational skills and attention to detail.

  • High degree of computer literacy with excellent knowledge of word processing and spreadsheet software applications required (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 management’s 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 department’s ability to achieve results.

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 management’s direct involvement and in a timely manner and gathers and analyzes information skillfully.

  • Addresses problems in accordance with priorities, policies, commitments, and program goals.

Education:

  • Bachelor’s degree or its international equivalent in Business Management, Finance, or related field.

  • Master’s degree is preferred.

Experience:

  • Minimum of 8 years of relevant experience in a programmatic environment with areas to include contracts, field experience, and at least three years of experience with USAID rules and regulations

  • Minimum of 5 years of supervisory experience.

  • Articulate, professional, and able to communicate in a clear and positive manner with clients and staff.

  • Experience in multi-sector/agency management and implementation.

  • Prior work in a non-governmental organization (NGO) preferred.

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:

  • 5% - 15%

**Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job. This job description 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.

Disclaimer: Note the Compensation Band that appears on the job description is associated with those jobs assigned to the US Salary Structure and employees that are paid from US payroll. The Compensation Band for all national local employees aligns to the Compensation Structure based on the Country location of the job.

The expected hiring salary range for this role is listed below. 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.

Hiring Salary Range: $110,000- $146,000

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 applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s 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 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 — and yourself.

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