Finance and Operations Director - Chemonics International

Job description

Chemonics International seeks a Finance and Operations Director for the USAID-funded Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) project. GHSC-PSM Ethiopia will serve as the primary vehicle through which USAID will procure and furnish health commodities, provide technical assistance to improve the country’s management of the supply chain, and collaborate with key international stakeholders to support global and local health initiatives.

The Director of Finance and Operations is a member of the Senior Leadership Team that supports the Country Director by leading the day-to-day activities of the GHSC-PSM Operations Team based in Addis Ababa, Ethiopia, which includes the following departments: Human Resources Management, Information Technology (IT), Non-Health Commodity Procurements, Office Administration, Safety and Security, and Finance and Accounting. Manages the team and ensures that the services provided by these departments meets quality standards, is performed in a timely manner, and is aligned with U.S. Government rules and regulations and Chemonics’ policies. S/he will report to the GHSC-PSM Ethiopia project’s Country Director.

General Responsibilities

Direct, facilitate, train, provide finance and operations administrative guidelines
Conduct trainings for project staff on office and project policies, project management, and Living our Values business conduct.
Ensure that GHSC-PSM Ethiopia project’s procurement systems and USAID approval, waiver, and other regulatory compliance processes are in place.
Implements risk management functions such as routine file “spot check” reviews to ensure compliance by devoting approximately three days per month at each project office conducting file reviews.
Serve as a Safety and Security Focal Point to Chemonics’ Headquarters, and for staff on the ground in Ethiopia.
Assist with developing key administrative management systems in collaboration with the Operations and Finance Director and monitor the introduction of the systems. Specifically, the systems will include procurement management, record keeping systems, various reporting, security, and inventory control.
Ensure Chemonics’ compliance with US Government rules and regulations regarding procurements of goods and services.
Supervise the development and maintenance of a filing system in electronic and hard copy format for technical, financial, and administrative documents.
Supervise and monitor the performance of the operations procurement and administrations team Perform any other task assigned by the OFD or Country Director/Deputy Country Director (CD/DCD) that is consistent with the overall nature of the Project. • Exhibit Chemonics values and build culture of “Living our Values” within the team.
Understand and adhere to established policies and procedures and promote them throughout GHSC-PSM staff.

Specific Duties by Function:

Human Resources

Anticipates future recruitment needs and leads recruitment efforts for long-term staff, short-term staff, and consultants – including initial CV reviews, participating in interview panels, and contracting on an as-needed basis.
Manages annual performance evaluations and salary increase processes.
Promotes and supports staff continuous development.
Supervises project human resources management, including training and termination (as necessary) of personnel.
Ensures compliance with employee policy manual and updates the policy manual, as required.

Operations and Procurement

Reviews requests for quotations (RFQ) for all non-health commodity procurements; reviews purchase orders, drafts/finalizes subcontracts; and oversees the execution and overall management of subcontracts.
Ensures project inventory and vehicles are maintained/updated.
Manages travel of project staff; oversees issuing of travel advances and reconciliation of expense reports.
Provides support to field office expatriate staff, including but not limited to renewal of residency and work permits.
Ensures project vehicles and office facilities are maintained.
Collaborates with the technical team to ensure that the proper procurement and logistical arrangements are made to facilitate the implementation of technical activities.

Compliance

Ensures compliance with USAID regulations, Chemonics’ corporate policies, and laws of Ethiopia.
Promotes staff awareness of USAID regulations relevant to the project.
Establishes standards and procedures to ensure that the compliance programs throughout the project are effective and efficient.
Initiates project procedure and policy manuals as necessary.
Ensures proper filing of administrative and technical documentation. Liaise with the Washington, D.C.-based Finance and Compliance Review (FCR) team to ensure timely resolution of FCR recommendations as necessary.

Finance and Budget

Plans and tracks financial and administrative activities with Chemonics Washington, D.C. office and Ethiopia-based project staff to evaluate needs for implementation.
Keeps the Washington, D.C. office up to date on the financial status of the project and the execution of the budget; provides accurate forecasting of project expenses.
Manages USD and local currency bank accounts for funding of project expenses; prepares and submits wire transfer requests to home office.
Oversees accounting procedures according to the Chemonics’ accounting policies and ensures timely and accurate entering of project expenses into ABACUS monthly.
Conducts regular reviews of petty cash register.
Reviews payroll for local staff.
In coordination with PMU, ensure accurate tracking of field office expenditures (both technical and operations) to create monthly forecasts.
In coordination with PMU and Country Director, supports reconciliation/confirmation of USAID funding amounts.
Contributes to the production of annual budgets, in particular estimation of resources, level of effort (LOE), and in-country travel necessary to implement work plan activities.

Information Technology

Supervise the installation and maintenance of information technology policies and procedures in the office.
Oversee the updating of information technology platforms, software, and equipment.

Miscellaneous

Perform additional tasks as required by the supervisor and/or the Washington, D.C.-based PMU.

Qualifications and Desired Attributes:

Bachelor’s degree in finance, project management, economic development, health, or related discipline required; Master’s degree preferred
Minimum of 10 years of international development experience, with 7 years of experience managing large-scale, complex USAID contracts preferred ($5 – $10 million annual budget and 50+ staff) preferred
Knowledge of Ethiopia operating environment, including registration, taxes, and labor law, preferred
Demonstrated experience managing international teams and supervising administrative, finance, and/or operations staff
Thorough understanding of donor requirements and how to apply them to contract and project management, with preference for USAID experience
Demonstrated skillset in financial management and operations procedures and policies, procurement, subcontracting, client relations, compliance, and human resources
Demonstrated resourcefulness in problem solving and initiative to learn new skills
Strong knowledge of Microsoft Office applications and word processing abilities
Fluency in written and spoken English required

Application Instructions:

To apply, please reply to this e-mail ghscpsmethiopiarecruitment@ghsc-psm.org and please specify the position title as subject line in your application and submit no later than October 29, 2021. Applications will be reviewed on a rolling basis; no telephone inquiries, please. Finalists will be contacted.

Chemonics is equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.