JOB SUMMARY:

With oversight by the Project director, manages and guides the day-to-day activities of the project with an emphasis on management of sub-contracting, facilities, and overall administrative program operations. Works closely with the project management and different sub-teams of the EpiC project to ensure financial, administrative, contractual, and logistical efficiency and compliance with FHI 360 policies and its donors. Serves as a liaison between staff and the project’s administrative and enterprise services to maintain the smooth operations of the project office. Performs other duties assigned.

KEY RESPONSIBILITIES:

Office operations

• Responsible for the direction of multiple administrative functions including project office operations and maintenance, property control, inventory, purchasing, IT support, corporate communications, and security.
• Oversees the day-to-day operations of assigned area (e.g., procurement unit, IT, communications, travel, and security)
• Work with Finance team to ensure all operations, administrative and contractual activities and expenditures are consistent with all projects’ work plan and budget.
• Monitor concerns and address project staff’s questions regarding contracts and client compliance; advise and take corrective action.
• Ensure that all deliverables for all contractual arrangements are tracked, monitored, and delivered; includes developing and managing an appropriate tracking mechanism.
• Manages the project’s filing system for all contracts and agreements, and other documentation, materials, and deliverables.
• Maintains frequent contacts with management and staff and external clients to update, plan and/or coordinate activities and to serve as a resource regarding administrative policies and procedures.

Compliance

• Monitor and enforce compliance to organization and/or donor’s policies and regulations for procurement, completion of contractual deliverables, safeguarding, climate and risk mitigation and other areas for all in the project office.
• Minimizes legal risks by understanding current and proposed policies, enforcing regulations, recommending new procedures, and complying with legal requirements.
• Works alongside other senior managers to develop/update corporate governance guidelines.
• Support and guide staff on compliance with company and donor policies.
• Ensure rational use of country office resources.

Procurement

• Supervise and oversee all procurements of the project office.
• Serve as liaison between Corporate and project staff about work orders, fixed price agreements, sub-contracts, sub-agreements, and necessary modifications, preliminary review of contractor vouchers for accuracy and compliance with client’s billing requirements.
• Work with project staff to formalize Statements of Work (SOW) into contracts (e.g., work orders, sub-contracts, purchase orders, etc.).
• Ensure the procurement processes are aligned with company policies and different donors.

Security

• Supervise and manage security of the project office.
• Prepare and implement project office security plan.

Applied Knowledge & Skills:

• Ability to initiate and implement activities with minimal oversight and supervision, assess priorities, and competently complete a variety of activities with a high level of accuracy and timeliness.
• Ability to plan and coordinate business operations or administrative and support services.
• Knowledge of essential aspects of grant programs.
• Knowledge of monitoring and evaluation methodologies.
• Demonstrates project and personnel management skills.
• Influences, motivate, and collaborate with others.
• Knowledge of U.S. government regulations, procedures, and contracting requirements.
• Knowledge of financial and contractual management of USAID contracts and cooperative agreements including budget design, financial oversight, and expenditure projections.
• Ability to work in teams and build consensus with individuals at all levels.
• Effective writing, editorial, and communication skills; excellent command of English grammar and usage.
• Effective people skills.
• Strong organizational skills and attention to detail.
• High degree of computer literacy with exceptional knowledge of word processing and spreadsheet software applications required (WordPerfect for Windows and/or MS Word; MS Excel).
• Adapts and resolves problems/issues to bring projects to completion.
• Resolves issues and navigates obstacles to deliver work products.
• Identifies and resolves problems that would not require management’s direct involvement and in a timely manner and gathers and analyzes information skillfully.
• Addresses problems in accordance with priorities, policies, commitments, and program goals.
• Demonstrates ability to differentiate between situations which can be managed independently and those which require escalation.
• Researches and develops solutions for unusual and novel situations.
• Contributions are usually limited to task-related activities.

QUALIFICATIONS:

• Strong project management and organizational skills
• Experience managing relationships with stakeholder groups, such as health, labor, business, and government.
• Strong report writing and communication skills.
• Professional, and able to communicate in a clear, results-oriented, and positive manner.
• Knowledge of health issues in the workplace, preferably on TB

WORKING CONDITIONS AND TRAVEL REQUIREMENTS:

• Usual office working conditions.
• Ability to travel domestically at least 25%.
• Ability to schedule weekly morning or evening calls with HQ/Washington D.C- based team.

EDUCATION/EXPERIENCE:

• Masters-level degree in social science, management, or related field
• At least 8 years of proven relevant work experience in business, government, or NGO sector (years of experience may be relaxed for outstanding candidate based on relevant work experience)
• Demonstrable knowledge of rules, regulations, and donor policies with agencies.
• Knowledge of USAID regulations and reporting requirements is a plus.
• Must be able to read, write, and speak fluent English.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to perform these duties. This document should not be construed to represent a contract of employment. Management reserves the right to review and revise this document at any time.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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