Operations Manager
Job ID: 50261
Position ID:
Job Views: 218
Location: Bamako, Bamako, 
Mali
Mali
Zip Code:
Job Category:
Salary:
Position Type: Full time
Closing Date:
Relocation Assistance Available: No
Telecommute: No
Require Travel:
Work Experience: 3 years
Preferred Education:
Nationality Requirement:
Must Be Authorized To Work In:
No Work Experience Considered?: No
Industry:
Posted: 10.27.2013
Job Description
Scope of workThe Operations Manager will be responsible to the CoP for all operations implementation and oversight for the duration of the Program. This includes administration, logistics, procurement, and budgeting, financial management support to grants and other program activities. The Operations Manager will ensure that program implementation is in accordance with USAID regulations and procedures and the specifications determined in the Task Order.
Main duties and responsibilities
General
• Manage all operations management systems, manuals/guides and templates in the primary program office in Bamako and any field offices to ensure compliance with relevant USAID/AECOM policies and procedures
• Supervising AECOM’s day-to-day field presence in the areas of operations (including the program’s facilities such as office space, equipment and project vehicles), administration, logistics, procurement, budgeting and financial accounting.
• Manage the day-to-day whole office operations including Administration, Procurement for Operation matters as well as Grants and Program Activity Implementation with the activity management teams.
• Be responsible for assuring confidentiality of information and share information orally and in writing as required and requested by USAID/AECOM and policies, procedures and ad hoc requests
• Handle all human resource issues and advise CoP on human resource matters. Including hiring, leave tracking, health and other benefits, bonus payments, performance appraisals, disciplinary matters and others.
• Train and mentor operations staff according to the needs of the program and capacity of staff. Training should be targeted in both ad hoc and systematic ways.
• Implement AECOM performance monitoring systems for all operations staff and establish standards and expectations of performance.
• Supervise the daily update of the activity calendar for the Mali Transition Initiative (MTI) operations team.
• Participate in weekly MTI staff meetings, update weekly agenda and notes during meetings, and circulate updated file to MTI team following meetings.
• Ensure that Operations team is updating relevant work related information as necessary, check this work and verify it’s appropriate.
Finance, Administration & Procurement
• Be responsible of the smooth functioning of the procurement and finance systems (only related to program activity implementation). This includes establishing systems, forms, templates and regulations to ensure objectives of the program and Task Order contractual obligations are met. Make improvements and adjustments as required to existing manuals and procedures to ensure they meet the demands of the MTI program.
• Provide policy guidance and interpretation for operations and program staff as well as grantees.
• Monitor, in collaboration with the Finance Manager, the incremental financial obligations for all Transitional Activity Pool (TAP)- Grant Under Contract (GUC), Short Term Technical Assistance (STTA) and Direct Distribution of Goods and Service (DDGS) activities- and ensure adequate finances for the project; supervise the operational aspects of grant implementation, ensuring the timely procurement and delivery of goods and services; and investigate and identify new ways of achieving project efficiencies.
• Review supporting documents and sign all disbursement vouchers prior to submission to the CoP for final review and approval.
• Develop cost and expenditure estimates to ensure sufficient financial liquidity is maintained at all times and transferred from AECOM home office are requested and made as required.
• Carefully review weekly reports from the different systems deployed in the field.
• Work with Finance Manager and CoP, as needed, to review monthly invoices prior to submission to USAID and highlight any anomalies.
• Oversee the preparation of USAID required reports- monthly and quarterly submissions to USAID/OTI.
• Responsible for the establishment, maintenance, and regular review of operations online and offline information in OTI Anywhere, AECOM OneSource and on the Office NAS.
Grant Process
• Monitor grantee worthiness, ensuring that all procurement processes are perceived as transparent by beneficiary communities, assuring fair and transparent procurement processes, review of financial management, and monitoring grant implementation from the operational perspective.
• Help to develop, adjust and strengthen the internal procedures for working with grantees, thorough documentation of all procedures and an ability to find budgeted items at the best price with the best quality. This responsibility will be reflected in the approval of the selection process and authorization of Purchase Orders prior to review and approval by CoP.
Job Requirements
Qualifications Statement• At least three (3) years of relevant experience, including experience with a contractor international NGO managing an office or program.
• Experience implementing small grants programs, in-kind grants desirable.
• Prior experience in developing or politically unstable environments is required, preferably in a fragile or transitional state environment. Experience working in security challenges or non-permissive environments is desirable.
• Familiarity in AECOM’s and USAID/OTI’s policies and procedures with respect to financial management, financial reporting, and procurement processes, systems, and grants management.
• Demonstrated supervisory experience.
• The ability to work rapidly in complex environments is required.
• A Bachelor’s degree or higher in a related field is required.
• Demonstrated fluency in French is required, native speakers preferred.
• Experience working in West Africa is preferred.
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