MCHIP Timor-Leste Operations Manager-- Dili, Timor Leste

MCHIP is the USAID Bureau for Global Health's flagship maternal, neonatal and child health (MNCH) program, which focuses on reducing maternal, neonatal and child mortality and accelerating progress toward achieving Millennium Development Goals (MDGs) 4 and 5.
Imunizasaun Proteje Labarik (IPL) is a Millennium Challenge Corporation threshold project, managed by USAID and implemented by MCHIP. IPL works with the MOH and other partners to raise immunization coverage in Timor-Leste. The current project dates are April 2011-June 2013. The IPL project seeks candidates for an Operations Manager position in Dili, Timor-Leste. The Operations Manager is supervised by and will support the IPL Chief of Party (COP) in managing and coordinating all finance, administrative and logistics-related activities for IPL, and in supervising and supporting its team of Administrative and Finance staff. The overall responsibility is to implement project strategy and support the project team in line with organizational rules and regulations to achieve the project goal.
The JSI office in Dilli, Timor Leste houses the USAID IPL and the bilateral Health Improvement Project (HIP, or HADIAK in the local vernacular). IPL and HADIAK share office costs and space, and they use some of the same office equipment. The IPL Operations Manager and HADIAK Administrator will work together to manage the shared office space and equipment, and to make decisions that will or could affect members of both project teams. Each project will have its own separate finance admin and operations manual, based on JSI and USAID policies and regulations and tailored to the terms of the project agreement. The IPL and HADIAK Chiefs of Party will participate in decisions about the organization, use and maintenance of shared office space and equipment only when this is necessary to resolve issues that cannot be resolved by the IPL Operations Manager and HADIAK Administrator on their own.

RESPONSIBILITIES

Specific responsibilities and tasks of the position include:

Financial Management

• Develop annual budget for operations support, with guidance / feedback from the Home Office. Assure that budgets accurately reflect approved workplans.
• Participate in development of the budget for technical activities.
• Monitor expenditures and provide notice to the Country Director of variances from projected expenditures
• Oversee the work of the Project Accountant, ensuring that costs are within IPL, JSI, USAID, USG, and other donor rules and regulations and are properly documented
• Provide guidance on financial policies and procedures to project staff
• Monitor the local bank account
• Review and sign off on all IPL vouchers, purchase orders, quotations, and expenditures (including salaries, advances, allowances, travel claims and other payments to staff, vendors and other claimants).
• Oversee monthly financial reporting, assuring accuracy and timely submission; review the Quickbooks database and all vouchers, ensuring completeness and accuracy; verify bank account reconciliation and petty cash reconciliation at end of each month
• Serve as the primary point of contact for the Home Office Program Officer and liaison with the Finance Team to resolve any disallowed vouchers and respond to queries

Administration/Contract Management

• Ensure that established policies and guidelines are adhered to, specifically for HR, finance, administration and security protocols (maintain the local version of the JSI Employee Handbook, ensuring that it is compliant with all applicable rules and regulations)
• Coordinate and manage the administrative/logistics teams and systems
• Ensure program logistics are at optimal efficiency to allow for productive and smooth implementation.
• Ensure international and local procurement reflects USAID and JSI policy and is compliant with guidelines and regulations.
• Ensure appropriate, transparent and cost efficient procurement, stocking and distribution of project supplies.
• Maintain inventories and controls over IPL fixed assets, such as furnishings and computer equipment, and submit these to Washington at least quarterly
• Oversee and monitor IPL equipment and vehicles, renewal of vehicle registration and insurance
• Uphold control mechanisms to monitor the use of vehicles, generators, etc. particularly fuel consumption, spare parts and replenishment/service scheduling.

Human Resources Management

• Supervise staff assigned to the IPL Administrative and Financial Team, establish clear work objectives, conduct timely and effective performance appraisals, provide coaching and feedback, and support staff development opportunities, professional growth
• Ensure that timesheets for staff are submitted. Conduct reviews of the timesheets for accuracy and completeness and the achievement of organizational objectives.
• Oversee administration of personnel policies (local hire manual) and ensure JSI/USAID regulations and procedures, as well as local labor laws are adhered to for recruitment, benefits, and personnel matters.
• Oversee the preparation of local payroll and benefits, administer benefits plan and maintain current standing with all mandated tax and registrations, including submission of payments and required reports
• Ensure that technical staff requests for and reconciliations of travel advances are complete and submitted on time; also ensure that the Accounting Team processes travel advances and reconciliations in a timely manner
• Assist COP in security management by acting as security focal point for IPL and ensure that security guidelines are respected and followed by IPL staff
• Assist COP in developing, reviewing and maintaining adequate security systems including evacuation plans, security guidelines and preparedness procedures; if necessary facilitate the evacuation of field based teams in collaboration with the COP.

QUALIFICATIONS

• Bachelor’s in finance, accounting, business, economics or related field with a minimum of 7 years direct work experience in financial, grants or contracts management.
• Prior experience managing USAID grants or contracts.
• Demonstrated knowledge of USAID rules and regulations.
• Proven expertise in finance, accounting and auditing, including automated financial systems, financial planning and reporting, oversight of local vendors and subcontractors, monitoring of contract compliance, and establishment and management of internal financial controls.
• Ability to analyze financial documents and to develop project budgets, financial projections, and accrual/pipeline reports.
• Excellent interpersonal, communications and team building skills.
• Knowledge of Microsoft Excel as well as accounting software and systems; prior experience using QuickBooks highly desirable.
• Knowledge of LANs & computer systems management, maintenance and repairs.
• English fluency required; language proficiency in Tetum or Bahasa Indonesia highly desirable.

Compensation commensurate with experience. Applicants must be legally authorized to work in Timor Leste.

Salary commensurate with experience.

Interested candidates should submit their resumes and cover letters online.

MCHIP Timor-Leste Operations Manager-- Dili, Timor Leste