Operations Manager at USAID

Position Summary: The Operations Manager is responsible to oversee all operations including administration, logistics, procurement, budgeting, finance and compliance, property, and oversight of Grants under Contract. The Operations Manager must ensure that implementation is in accordance with USG regulations, SUNY procedures and the specifications determined in the Contract. This position is responsible for ensuring that all procurement processes are fair and transparent, reviewing financial compliance and subcontract implementation.

Reports to: Chief of Party

Interrelationships: The Operations Manager will report to the Chief of Party who bears overall responsibility for the project activities in the field. The Operations Manager has responsibility for project logistics and operations.

Qualifications:

• At least a Master’s degree in business, finance, management, economics, international development, Public Management or a related field (or, alternately, a Bachelor’s degree in a relevant field and 4 additional years of relevant experience).
• Minimum of 8 years of relevant experience (USAID project management, finance, contracts, and operations).
• Fluency in US Government policies and procedures in regards to contract management, financial reporting, procurement processes, systems, and grants and contracts management.
• Substantial experience working with USAID Democracy and Governance programs generally and significant experience overseeing small grants programs.
• Experience working on donor-funded local service delivery, local government capacity-building, and/or civil society advocacy activities highly desirable.
• Demonstrated ability to propose possible resolutions to complex technical, managerial or operational problems.

General duties include:

• Under the direction of the COP, the Operations Manager will be responsible for assisting the COP with regards to program leadership, strategic planning, management and quality assurance.
• The Operations Manager will help to develop, implement and monitor the operations of the project. Primarily the activities will include, but are not limited to field office operations management, grants management, finance management, HR Management, Procurement and Logistics Management.
• The Operations Manager will help in managing the contractual obligations between AHADI and USAID which will include ensuring that the grants are well prepared in line with laid down regulations.
• The Operations Manager must be a team player, and comfortable working with AHADI project staff, professional associates and clients of all ranks. The Operations Manager must understand and support the partnership methodology of the AHADI project.
• The incumbent will carry out any other duties as assigned by the COP.

Specific duties include:

• Ensure program implementation is in accordance with USAID regulations and procedures and the specifications described under the contract.
• Work with the project team to ensure that all procurement processes are adhered to and are fair and transparent.
• Manage the finance team and provide direct oversight over day-to-day and big picture financial activities of the project, including cash flow management and monitoring of obligations, budgeting, reviewing expenditures, and ensuring proper documentation of practices;
• Oversight and management of all Grants Under Contract activities under the project, including management of the grants team and ensuring grant activities under all grants and Government of Kenya Initiatives are compliant with USAID rules and regulations;
• Oversee the project’s day-to-day field operations, including administration, logistics, procurement, budgeting, accounting, and the project’s facilities such as office space, equipment and project vehicles;
• Oversee the project Human Resources function, HR & Admin Manager and work with the Senior Management Team to resolve any human resources issues;
• Contribute to annual work planning, budgeting, and overall program financial management, including responding to data calls from the IRG Home Office and USAID in a timely fashion;
• Ensure main project residences and offices are habitable and promote a positive work environment;
• Support the Project’s Administration/Procurement teams in the management and oversight of local sub-contracts including the security provider, landlords, and local vendors;
• Facilitate monthly review of field office operations workflow with the Senior Management Team; investigate, identify, propose and implement new ways of achieving project efficiencies in order to improve efficiency of programming; and
• Coordinate as necessary with any other USAID partners, including joint responsibilities or functions and sharing of assets as appropriate.

Location:

• The Operations Manager will be based in the AHADI Nairobi office.

Travel:

• Travel in country is expected. It is anticipated that travel will be between 10-20%.