The Associate Director oversees the administrative, human resources, and knowledge management operations of the Department of Hunger and Livelihoods (DHL). He/she contributes to continuous improvement in department operations, and participates in annual program and operational planning. He/she advises the AVP and DHL SMT on operations, agency plans and reports, and agency policies and procedures. The Associate Director supports the Director, Finance and Portfolio Management with the annual DHL budgeting process, providing information on current staffing and future needs. He/she disseminates pertinent human resource and administrative information to the DHL team. In addition, The Associate Director will provide award management for a small portfolio of awards.
Areas of Responsibility:
Administration, Management and Reporting (30%)
- Serve as a primary point of contact in managing the administrative aspects of the department.
- Compile DHL's quarterly agency report with relevant inputs from DHL staff and submit according to established deadlines.
- Provide feedback to AVP and DHL SMT regarding DHL quarterly progress, challenges, and performance against established benchmarks.
- Serve as the point of contact for important visitors.
- Serve as one of two department timesheet coordinators, ensuring timely timesheet submission, supporting staff in submitting adjusted timesheets as needed.
- Supervise the department Program Coordinator in managing staff lists, electronic distribution lists, department travel and events calendars, and other departmental tracking sheets; maintaining and updating departmental documents (i.e., staff emergency contact list, organizational chart, etc.); and managing consultancies (drafting and finalizing consultancy agreements, processing payments, etc.).
- Coordinate with the department's Program Coordinator in scheduling presentations and determining agendas for departmental bi-monthly Team Meeting.
- Ensure departmental processes, procedures, and systems are up-to-date, efficient, and in-line with SC policies.
- Analyze departmental systems to identify opportunities for improvement and better alignment with changing SCUS and SCI policies and procedures; design and implement updated systems to effectively support the department's operational needs.
Award Management (50%)
- Serve as main point of contact on award management for select portfolio of awards for COs and internal stakeholders (i.e., technical assistance (TA) providers, program officers, other Business Teams, Finance, Grants and Contracts, Human Resources, etc.); work collaboratively with Save the Children International global and regional offices, other Save the Children member offices, and relevant partners and sub-grantees, as required.
- Create and update budgets, prepare and process grant amendments and budget modifications, track deliverables, and execute payments on grants.
- Complete all data entry and follow all processes to ensure funds can be tracked on SCUS and SCI systems (e.g., AMS, Agresso).
- Work with Finance staff and relevant technical staff leads to monitor rate of spending in COs and SCUS Home Office including charges such as personnel, travel, consultancy, and sub grant agreements, and troubleshoot and escalate as needed.
- Monitor award implementation, reporting and procurements to ensure compliance and appropriate completion.
- Travel nationally and internationally to liaise with colleagues and to provide COs with award management support for start-up, implementation and close out of projects.
Knowledge Management (10%)
- Oversee implementation of DHL's knowledge management strategy.
- With support from the Program Coordinator, develop and maintain a calendar of strategic events and visits from important visitors, and coordinate with the DHL SMT on identifying staff to attend to events and meet with visitors.
- Support the department/agency to maintain knowledge management systems.
- Participate in developing best practices, sharing resources, and ongoing trainings.
- Support the sharing of information with the broader SC audience, including preparing and posting information on internal networks.
- Serve as DHL's contact for the Brand Review Board, reviewing submission and obtaining input from DHL staff as necessary; attend Brand Keeper meetings.
- Supervise the department Program Coordinator in maintaining DHL content on SaveNet and OneNet.
Human Resources (10%)
- With AVP, oversee and manage all departmental recruitment and HR needs.
- Implement human resource management strategies (recruitment, orientation, retention, leadership development, succession planning) to support achievement of strategic/operational goals.
- Oversee new employee onboarding, including first week schedule, orientation materials, and introduction to SC systems.
- Supervise department Program Coordinator, including work plans, performance evaluations, professional development, etc. Supervise and train direct report in day-to-day tasks as appropriate (e.g., administrative procedures, budget coding, travel, SaveNet and OneNet, external website, filing
Educational Background:
Bachelor's degree.
Skills/Experience:
Required Qualifications
- Minimum 5-7 years' experience in area of expertise.
- Professional level of technical or managerial knowledge, skills, and experience.
- Excellent interpersonal, management, oral, and written communication skills.
- Ability to problem-solve, handle multiple tasks at once, and determine priorities for self and others.
- High-level of organizational and coordination skills with work experience in a fast-paced environment.
- Strong team player and experience working with multi-cultural partners and team members.
- Computer proficiency in Microsoft Office.
- Ability to travel nationally and internationally to liaise with colleagues and to provide COs with award management support for start-up, implementation and close out of projects - up to 15%.
Preferred Qualifications
- Language ability in Spanish or French preferred.
Compensation/Benefits:
- Meaningful work, with the knowledge that you are changing the lives of children all around the world
- A family friendly work environment
- Highly collaborative and innovative teams
- Generous paid vacation days, holidays, family leave days, and sick time
- Healthcare plans including medical, dental, and life insurance
- Retirement savings account with matching company contributions
- Structured and formalized management development and coaching programs for mid and senior level managers
- Extensive e-learning opportunities on a variety of topics offered through our affiliation with several prestigious universities and with the American Management Association, as well as language learning opportunities
Job Function:
Organization Info
Listing Stats
Post Date:
Dec 23 2017
Active Until:
Jan 23 2018
Hiring Organization:
Save the Children US
industry:
Nonprofit