Program Operations Manager

Job Summary: Provides both program and operations management support to a global USAID-funded, 5-year, multi-million-dollar program intended to support disease-endemic countries to control and/or eliminate NTDs with proven, cost-effective public health interventions to treat and measure treatment impact against seven preventive chemotherapy NTDs. Responsible for providing support on a full range of program management issues to the global Act | West Program and Act | West program staff located in field offices. The successful candidate will also collect, compile, and analyze information relevant to the program; provide program support for a full range of activities including project start-up, compliance and programmatic monitoring and close-out; liaise with field offices related to program management and execution. Ensures compliance with internal and external regulations. Monitors budget for programs and develops monitoring system for reviewing program status. Ensures completion of program while adhering to budget, scope, and schedule requirements. Develops/reviews work plans, budgets, grant documents, environmental mitigation and monitoring plans, team operating agreements, USAID waiver requires and prepares presentations while supporting other related program objectives and deliverables. The preferred candidate should be meticulous, able to handle a large volume of work and perform efficiently, takes initiative, is results- and solutions-oriented, and a team player. Accountabilities (Responsibilities):

Drafts, submits and manages program agreements, (e.g. fixed amount awards, purchase orders, sub-award, consultant agreements, restricted commodities requests… etc) per required quality standards and in a timely manner.
Provide support to program management such as troubleshooting, updating work plans, coordinating travel arrangements and monitoring program activities.
Tracks performance against program timelines, budget, objectives, and deliverables.
Serves as point of contact and interacting independently with Act | West field-based colleagues, using good judgment to monitor and address issues in a timely manner, and keeping senior program management apprised of activity progress.
Assists with the preparation of program administrative reports (e.g. monthly progress reports, semi-annual reports) and documenting program activities and deliverables for assigned portfolio or country programs.
Ensures timely implementation and achievement of program performance objectives and deliverables.
Responds to programmatic, financial, administrative, and logistics needs, and requirements generated from Act | West leadership, and act as primary point of contact for select countries.
Coordinates the provision of technical and management support to established country programs, e.g. managing employee and consultant hiring process including recruitment, interviewing, and development of solicitations and scopes of work.
Contributes to the Act | West program annual work planning and budgeting processes.
Ensures compliance with FHI 360 procurement and financial reporting procedures by field-based programs and serving as a resource to field finance and administrative staff on procurement and payment procedures.
Serves as the liaison for internal units, such as Accounting, Travel, Contracts, Business Services, and others.
Maintains and updates program tracking sheets for deliverables, contracts, and accruals, as well as maintaining relevant program files.

Applied Knowledge & Skills:

Plans and coordinates business operations or administrative and support services.
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.
Knowledge of essential aspects of grant programs.
Knowledge of monitoring and evaluation methodologies.
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.
Demonstrates project and personnel management skills.
Influences, motivate, and collaborate with others.
Adapts and resolves problems/issues to bring projects to completion.
Knowledge of U.S. government regulations, procedures, and contracting requirements.

Problem Solving & Impact:

Responsible for helping to ensure that program is staying within the established scope and budgetary parameters through analysis and consultation with management.
Resolves issues and navigates obstacles to deliver work products.
Identifies and resolves problems that would not require management’s direct involvement.
Identifies and resolves problems 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.
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:

May manage and provide guidance to other lower level personnel.
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.
Coordinates project plans, budgets, training and resources with management to achieve goals.
Typically reports to a Director

Education:

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

Experience:

Typically requires 5+ years in a programmatic environment with areas to include contracts, field experience, and at least three years with USAID rules and regulations.
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. French language a plus.
Effective interpersonal skills.
Effective problem-solving skills.
Strong organizational skills and attention to detail.
High degree of computer literacy with excellent knowledge of word processing and spreadsheet software applications required

Preferred Experience:

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

Typical Physical Demands:

Typical office environment.
Ability to sit and stand for extended periods of time.
Ability to lift 5-50 lbs.

Technology to be Used:

Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other handheld devices.

Travel Requirements:

Less than 10%

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. Deadline for application: 25th July, 2020 More Information and Application details.

Tags: FHI 360