CMLAP Operations Manager at Palladium International

Key Responsibilities: Under the direction of the Finance & Administrative Manager, the Operations Manager focuses field operations in the CMLAP counties. S/he: Procurement

• Manages procurement of project supplies, services and other items in accordance with Palladium’s procurement procedures and USAID’s rules and regulations. This will include development and maintenance of a CMLAP procurement plan to inform monthly project cash forecasting.
• Trains CMPLA project staff on procurement mechanisms and Palladium procurement procedures.
• Depending on dollar value equivalents, develops, negotiates, administers, and ensures compliance of consultant contracts, vendor contracts and purchase orders, and grants. Support generally covers the full agreement life-cycle, from program award through close-out.
• Works with Finance & Administrative Manager to establish processes and systems to manage, disburse and oversee small grants, as required.
• Maintains systems for tracking contractual and grant documents, correspondence and reporting; applying records management policy.
• Verifies budget and funds available prior to processing of payment.
• Manages and/or initiates requests for contract and sub-grant modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.

  Travel and Logistics

• Within Palladium corporate policies and SOPs, establish systems for and coordinates all travel and logistics of CMLAP staff and consultants in Kenya.
• Collaborate with technical and finance/administrative staff to ensure all travel documents are prepared correctly and signed prior to and after travel, including: travel authorizations, travel advance requests, travel expense reports, and trip reports where required.
• Ensure that all travellers receive appropriate security information and briefings, in accordance with Palladium policies and procedures

  General Administrative

• Maintain equipment inventory of all project procurements and when applicable, liaise with HQ for equipment disposition.
• Assist in preparation and tracking of project budgets and budget projections; including proper back-up documentation to ensure compliance with established Palladium systems and the client’s rules and regulations;
• Maintain routine communication with the Finance & Administrative Manager by providing relevant and timely procurement and logistics information for planning and decision making purposes.
• Performs any other responsibilities as may be directed

  Qualifications and Experience:

• Relevant bachelor’s degree required; master’s degree and/or CPA (preferred)
• At least 5 years of program management and finance/budget experience with USAID-funded project.
• Demonstrated knowledge and experience with USAID compliance requirements regarding finance/budget systems and processes
• Experience with USAID contracting assistance award mechanisms;
• Experience with developing systems and processes for awarding and oversight of grants;
• Excellent skills in Microsoft Word, Outlook, and Excel;
• Proven experience and knowledge of USAID management, operations, and financial/budget systems.
• Ability to work with minimal supervision
• Well-developed and effective organizational skills, including to ability to multi-task, and work in a high-pressured environment.
• Sound understanding / experience in financial processing and management
• Good written and verbal communication, liaison and interpersonal skills.
• Fluency and English and Swahili required.