Country: United States of America
Closing date: 03 Dec 2014
Job Summary: The primary responsibility of the Operations Officer is the management of the day-to-day operational needs of PCI’s programs in Latin America, Africa and Asia. The Operations Officer is the main point of contact between the field staff and the different departments in the International Office (IO) for operational matters, ensures grant compliance, provides financial management support, and assists PCI’s program development efforts.
Key Duties & Responsibilities:
1) Resource Development
- Leads the development and quality submission of the cost application section of proposals, including budget, budget narrative and certifications.
- Provides timely and specific guidance to field counterparts on budget development including format, timelines, full cost recovery plan, indirect cost calculation, cost-share, and other donor-stated guidelines and restrictions.
- Provides strategic recommendations and guidance on budget structures and cost details to ensure competitive proposal submissions. Ensures budget aligns with and fully supports the technical proposal.
2) Agreement Review and Negotiation
- Leads the review and negotiation of contractual documents and coordinates with PCI’s Agreement Officers to ensure favorable terms and conditions for PCI (e.g. advance payments, prior approvals, dispute resolution, and termination clauses).
- Develops sub-awards and ensures they follow the Sub-Award Management Manual (SAM) policies and procedures. Provides guidance to the field on the implementation of the SAM.
3) Compliance
- Maintains growing knowledge of donor rules and regulations and provides effective guidance to field staff on grant compliance issues (budget, procurement, travel, capital expenditures, reporting) to reduce yearly audit findings.
- Maintains growing knowledge of PCI’s Accounting Policies and Procedures and ensures that financial policies are followed.
- Ensures field counterparts comply with all internal policies and procedures, including the Approval Matrix, Program Development and Management Manual, as well as organizational procurement guidelines. Supports the development and implementation of grant compliances systems and procedures for country programs.
- Develops and implements systems/tools to provide sound management control over donor rules and regulations.
- Monitors, analyzes, and guides field staff on cost-share contributions, including GAAP in-kind, to meet donor requirements and organizational objectives.
- Leads trainings on internal/external rules and regulations for field counterparts.
4) Financial Management
- Provides quarterly financial review of key grants within region to ensure awards are financially sound and staying within the approved limits as dictated by the agreement and applicable donor rules and regulations.
- Helps assure correct accounting within assigned programs. Analyzes monthly expenditures and determines which items require follow up with finance staff to facilitate resolution.
- Leads the review of the quarterly budget projection and forecasting process to ensure the best projections possible, including reviewing and analyzing financial reports, budgets and grant agreements/modifications.
- Communicates budget allocations for field, IO and region as applicable as well as manages all budget modifications when changes occur.
- Coordinates with sub-grantees to review their financial reports and provide technical assistance where needed. Coordinates, tracks and follows up disbursements to sub-grantees and local partners Review and identifies any significant weakness in the sub-grantees/local partner accounting systems and makes suggestions for corrective action. Ensure that all sub-grant agreements are properly filed and maintains centralized filing for sub-grants.
- Responsible for budget input and tracking, including but not limited to: analyzing grant expenditures on a monthly basis and reporting variances; monitoring budget line variances and ensuring they are within allowed limits; producing required financial reports to donors; reviewing transactions for correctness and appropriateness.
- Prepares documents as needed (i.e. financial reports, invoices, analyses, cash requests and budget forecasting). Responsible for facilitating payments to program vendors and staff in support of program activities.
5) Strategic Initiatives
- Leads the development, revisions and dissemination of operational manuals, and provides training to field and IO counterparts on the application of manuals.
- Participates in one or more special project(s) and that enhance the objectives and strategic priorities of PCI, including donor/partner cultivation, community awareness and training, and internal collaboration/cooperation
- Supports and/or leads as appropriate Operations Unit activities including meetings, retreats, and special initiatives.
- Participates in PCI’s innovation efforts and in teams around innovation initatives.
6) Field Support
- Coordinates, tracks and follows up on communication between field office and international office staff, setting priorities and tracking completion of tasks.
- Coordinates with field staff and technical staff to ensure high-quality technical support required for assigned programs.
- Provides training to field staff on compliance, operational and financial topics.
- Supports program start-up and close-out, as well as other field and program transitions, as required.
Required Qualifications:
- Bachelor’s degree required (in public health, international development, economics, finance or other related field). Advanced degree in public health and/or development, with a particular emphasis on project management, grant management and backstopping, strongly preferred.
- 3-5 years of experience in public health and/or international development fields required.
- Familiarity with federal regulations for the administration of grants and cooperative agreements strongly preferred.
- Experience with agreement and sub-agreement review, negotiation and administration.
- Familiarity with financial management principles required (i.e. budget preparation and execution, analyzing financial data, tracking projections to actuals, etc.).
- Fluency in English and Spanish required.
- French fluency strongly preferred.
- Strong computer skills including word processing (Microsoft Word), spreadsheets (intermediate level Excel required), and presentations (PowerPoint) required; familiarity with database programs a plus.
- Excellent communication skills including writing, verbal and interpersonal relations and cross-cultural communication required.
- International overseas development experience preferred.
- Ability and willingness to work in a fast-paced, deadline-oriented environment
- Ability and willingness to travel approximately 20-30% of time
How to apply:
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