Operations Officer at Palladium International

Project Overview And Role

Building on previous USG investments, CMLAP II will work with county governments and a diverse set of partners to build sustainable measurement, learning, and accountability systems that provide high-quality data and synthesized information for use in health planning, implementation, and decision making in line with the Kenya Health Policy 2012-2030 and Kenya Health Sector Strategic and Investment Plan 2013-2017.

Under the direction of the Finance & Administrative Manager, the Operations Manager is responsible for assisting the CMLAP II management team to manage and direct the finance, procurement, logistics, accounting and administration and reporting of the project, including budget administration, accounting, banking and cash management, financial reporting, procurement, travel, contracts and grants, transportation expenses and security.

The Operations Officer will report to the Finance & Administration Manager and collaborate closely with the Accountant and Administrative Assistant.

The position is based in Nakuru, Kenya. No expatriate or relocation benefits are associated with the position.

Responsibilities

Under the direction of the Finance & Administrative Manager, the Operations Officer focuses field operations in the CMLAP II 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 II procurement plan to inform monthly project cash forecasting.
  • Collaborate with other Palladium/Kenya project operations staff to coordinate prequalification of suppliers for CMLAP II.
  • Trains CMLAP II 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.
  • Conducts pre-award due diligence reviews of vendors and grant recipients in collaboration with Palladium/US where necessary.
  • 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.
  • In collaboration with other Palladium Kenya operations staff, establish and maintain health insurance for project staff and insurance for project equipment.
  • In collaboration with other Palladium Kenya operations staff, establish and manage the Work injury Benefits Act (WIBA) for Kenyan staff.
• Travel and Logistics
  • Within Palladium corporate policies and SOPs, establish systems for and coordinates all travel and logistics of CMLAP II 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
  • Collaborate with technical and finance/administrative staff to arrange for conference/meeting venues, equipment, and materials (data projectors, flip charts, notebooks, meals/snacks, etc.) for conferences and meetings in CMLAP II counties and elsewhere as necessary.
  • Collaborate with other finance/administrative staff to facilitate payment of per diems for conferences and meetings in CMLAP II counties,
• General Administrative
  • Maintain equipment inventory of all project procurements and when applicable, liaise with HQ for equipment disposition.
  • Contribute to development of annual and periodic budgets, procurement plans, financial plans, costing estimates and monthly cash forecasting;
  • 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

Requirements

• 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.