Manila, Philippines

Full-time

Reporting to the Chief of Party, the Project Operations Manager will collaborate with Finance Manager to ensure financial, administrative, contractual, procurement, logistical efficiency and compliance. S/he will supervise and provide guidance to Senior Administrative Officer and Senior Grants/Procurement Officer to ensure quality grants and procurement processes that will be in line with the policy of FHI 360 and standard rules of USAID. S/he will also collaborate with other senior program staff to maintain the smooth operations of country office and regional offices if needed.

Areas of Responsibility:

With oversight by the Chief of Party, manages and guides the day-to-day activities of the project with an emphasis on management of subcontracting, facilities and overall administrative program operations between headquarters and regional and country field offices.
Ensure all operations, administrative and contractual activities and expenditures are consistent with project’s work plan and budget.
Serve as liaison between Contracts Department and project staff with regard to consultant agreements and work orders, fixed price agreements, subcontracts, 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.,consultant work orders, subcontracts, purchase orders, etc.).
Monitor and enforce compliance to organization and/or USAID 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.
Responsible for the development/ refinement of program operations at both the headquarter level and field level, to ensure strict internal controls, by tracking all administrative and contractual obligations such as consultant work orders and agreements, purchase orders, letter agreements, sub agreements, and deliverables. Includes working with both headquarter staff and field office staff in developing and monitoring country work plans and budgets.
Manages the project’s filing system for all contracts and agreements, and other documentation, materials, and deliverables
Perform other duties as assigned by the Chief of Party

Educational Background:

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

Skills/Experience:

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 projects are 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.
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 Chief of Party
Demonstrated experience in managing development projects
Substantial previous experience in working with senior government officials
Demonstrated strong management, coordination and facilitation skills
Strong communication skills (verbal and written)
Results oriented, flexible and problem-solving skills
Knowledge of USAID systems is desirable

WORKING CONDITIONS AND TRAVEL REQUIREMENTS:

Usual office working conditions.
Ability to travel domestically at least 25%.

EDUCATION/EXPERIENCE:

At least 5-7 years in a programmatic environment with areas to include contracts, field experience, and at least three years with USAID rules and regulations
Experience in the field of Tuberculosis Prevention and Care projects is an advantage
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 and 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 (WordPerfect for Windows and/or MS Word; MS Excel).
Prior work in a non-governmental organization (NGO).

Compensation/Benefits:

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

How to Apply:

https://fhi.wd1.myworkdayjobs.com/en-US/FHI_360_External_Career_Portal/j...

Job Function:

Accounting / Finance

Administrative Assistance / Clerical Work