Operations Manager/Senior Operations Manager
PROJECT: Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) in Nepal
General Summary and Background
The purpose of the Global Health Supply Chain (GHSC) – Procurement and Supply Management (PSM) project is to ensure uninterrupted supplies of health commodities in support of USG-funded public health initiatives around the world. The project provides direct procurement and supply chain management support to the President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), and Population and Reproductive Health. In supporting USG-funded global health activities, PSM will develop and manage a wide array of services for health commodity procurement and related systems strengthening technical assistance encompassing different elements of a comprehensive supply chain.
At the country level, GHSC-PSM supports country strategies and priorities that fall under the following three project objectives:
- Global Commodity Procurement and Logistics
- Systems Strengthening Technical Assistance
- Global Collaboration to Improve Long-Term Availability of Health Commodities
The Operations Manager will manage the administrative and accounting functions necessary to implement project activities in Nepal. The Operations Manager is expected to be a go-to person in matters of office operations, HR, administrative, inventory, finance, contracts/subcontract, purchase orders, field support and compliance. In consultation with the Country Director, he/she will also communicate with the home office (HO) on all the above matters.
Principal Duties and Responsibilities (Essential Functions)
Procurement and Field Support
- Manage subcontracts and vendors in coordination with the technical teams in the field office (FO) to ensure that all deliverables are received, and compliance of the terms and conditions are adhered to;
- Liaise with technical teams to support activity implementations especially on logistics and budget and prepare RFQ/RFP packages to ensure conformity with applicable procedures for review;
- Draft negotiation memoranda to ensure that all FAR-specified topics are fully and competently addressed;
- Monitor and participate in as needed in evaluation panels for significant procurement actions;
- Manage existing subcontracts, including invoices, administration performance, and management of physical and electronic files;
- Draft and execute purchase orders;
- Conduct spot reviews of solicitation files (hard-copy and digital) to ensure that all required documentation is on-hand in audit-ready condition;
- Receive proposals and applications and oversee the evaluation process. This includes briefing the technical evaluation committee and participating in discussions as necessary;
- Maintain relevant internal databases and files; keep track of contractual agreements;
- Ensure that all documents are uploaded in shared drive appropriately and in accordance with Chemonics policy.
- Review all administration procurement documents i.e. Blanket Purchase Agreements, Purchase Orders, Subcontracts, RFQs/RFPs and Evaluation formats;
- Draft Negotiation Memos;
- Review vendor payments;
- Perform any other appropriate tasks that support the overall project, as assigned by the Country Director or his/her designee;
- Act as overall office manager to maintain/improve the working environment and facilities
Finance
- Review and ensure timely preparation and submission of deposits and wire transfer requests to the bank; review check of payment for processed transactions and payment logs;
- Review project staff timesheets and monthly payroll;
- Review tax payments, when appropriate;
- Review all project financial reporting for the Nepalese authorities. Ensure that all financial transactions adhere to USAID as well as Government of Nepal regulations and Chemonics policy
- Review expenses entered into ABACUS (Chemonics accounting system) by the Finance Officer monthly and provide approval;
- Manage petty cash transactions carried out by the administrative assistant;
- Oversee the purchase of office supplies and other small to mid-size procurements;
- Collect and review employee expense reports for accuracy;
- Ensure audit and finance and compliance review recommendations are carried out in accordance to policies and procedures;
- Ensures that all vouchers are verified and duly signed prior to presenting them to the Country Director for approval;
- Review monthly accounting reports for submission to the home office, respond to questions from home office accounting unit and project management unit;
- Maintain transparent and audit-proof record keeping systems per Chemonics’ policies;
- Obtain documentation and approval for all transactions;
- Research the status of invoices and payments, as required;
- Review recommendations for standard exchange rate for HO every month
Administration
- Develop and maintain basic administrative systems to ensure compliance with USAID and Chemonics policies;
- Support Country Director in the development of work plan activities for operations and office management as well as costing and budgeting of annual work plan.
- Regularly update the Operation Manual (that includes working hours, holiday list, insurance benefits, DSA policies, etc.) in consultation with the Country Director and Home Office.
- Ensure compliance to all legal HR and sub-contractors matters and liaise with local legal adviser where necessary
- Ensure project compliance with the Government of Nepal and Chemonics home office human resource practices related to recruitment and hiring.
- Maintain personnel records in compliance with USAID regulations and local laws, including leave accrual and use, and ensuring timesheet accuracy;
- Initiate and carry out improvements for office operations in terms of parking and other facilities and towards making it a healthy (smoke free) environment;
- Draft employment contracts for field employees and ensure compliance with local labor laws;
- Ensure proper management of project assets: accurate inventory, locations, users, owner, and conditions, disposal or transfer of the inventory items as per Chemonics and USAID policy.
- Oversee maintenance of the physical office (cleanliness) and procurement of all office equipment, furniture, supplies and services;
- Supervise the maintenance of the project’s filing system including the personnel files;
- Serve as principal point of contact with the home office project management unit for human resources, finance and administration in close coordination with Country Director;
- Perform any other administrative tasks assigned by supervisor to ensure efficient and smooth support to the project
Job Qualifications
- University degree in business administration, economics or other relevant field; advanced degree preferred;
- Minimum of three years of experience in program administrative and finance management, procurement and contract management at the Operations Manager level; Minimum of four years of experience in program administrative and finance management, procurement and contract management at the Senior Operations Manager level;
- Previous professional experience with international donor programs;
- At least three years’ experience working with USAID funded projects in the capacity of finance or operations manager or advisor is preferred at the Operations Manager level and required at the Senior Operations Manager level.
- Knowledge of US Agency for International Development Acquisition Regulations (AIDAR) and FAR is an added advantage.
- Knowledge of the operating environment and employment regulations in Nepal preferred;
- Experience in bookkeeping and accounting;
- Results-oriented professional capable of achieving targets and goals set in cooperation with the client, counterparts, and stakeholders;
- Supervisory experience preferred at the Operations Manager level and required at the Senior Operations Manager level;
- Demonstrated ability to work productively within a team;
- Excellent organizational and multi-tasking skills;
- Well versed in Microsoft software (Word, Excel, and PowerPoint) and ABACUS accounting software;
- Demonstrated ability to communicate clearly and effectively;
- Fluency in Nepalese and advanced English is required
Level of Effort and Location
This long-term position will be based in Kathmandu, Nepal, with intermittent travel throughout the country and international when necessary.
Supervision
- The Operations Manager will supervise two staff; Senior Finance Officer and Administrative Assistant
- The Operations Manager will report to the Country Director
Applications Instruction: Applicants are requested to send their CV and Cover letter at [email protected], Deadlines for the application is Tuesday, May 12, 2020.
No telephone calls are entertained at all.
