Tetra Tech ARD is currently accepting expressions of interest for the Operations Manager, Jakarta based on our USAID Indonesia Forestry and Climate Support Project (USAID IFACS).
USAID
IFACS seeks to reduce the threats of deforestation and climate change,
and help the Government of Indonesia (GOI) conserve the country’s
tropical forests, wildlife, and ecosystem processes (including carbon
sequestration).
JOB SUMMARY:
The
Operations Manager is the senior-most project staff for operational
support for the USAID IFACS project. Working under the overall
direction of the Chief of Party (COP) and in coordination and
collaboration with project technical staff, s/he will have the primary
responsibility to synchronize operational support with program
requirements, ensuring the timely provision and delivery of all required
project financial, human resource, administrative, logistical, IT,
compliance and grants, procurement and subcontracts support to the
execution of the USAID IFACS project. S/he also maintains regular and
detailed briefings to ARD’s home office on all operational matters
(finance, human resources, grants management, etc.) as required to
ensure responsiveness to USAID information requirements and smooth
operation of the project. S/he will report to the COP.
MAIN RESPONSIBILITIES AND TASKS:
Human Resources Management & Administration:
S/he
supervises, identifies and prioritizes both day-to-day and long term
administrative needs for the project. S/he mobilizes and coordinates
support staff resources to ensure the following tasks are carried out
efficiently and accurately. These include but are not limited to:
- Direct local staff and consultant recruitment, hiring, and contracting, especially for the regional offices. Oversee new staff orientation and relevant equipment resourcing;
- Oversee the implementation and updating of USAID IFACS Personnel Policies and Procedures handbook and administer and manage personnel relevant to its provisions. Identify, and generate recommendations for action to the COP on all policy matters concerning project administration and financial management;
- Oversee management of project property in compliance with USAID and ARD Home Office guidelines and regulations, including submission of monthly and other periodic reports; and maintenance of ARD inventory control system and carry out annual property physical inventory verification on the contract anniversary date;
- In coordination with the Chief of Party oversee compliance of USAID IFACS Project operations with USAID, Government of Indonesia (GoI), and ARD Home Office administrative policies and guidelines;
- Oversee efficient utilization and maintenance of project resources, including vehicles, IT and office equipment and furnishings, and any other physical assets purchased by or assigned to the project;
- Oversee maintenance of the project filing system both electronic and hard copy.
Finance:
S/he
will oversee the management of project finances systems to ensure
accountability, responsiveness to project operational needs, and
tracking and reporting requirements. The Operations Manager will work
with the COP to provide quality control of the USAID IFACS financial
support:
- In coordination with the Home Office Project Manager, draft and update project operational budget. Lead the process to disaggregate yearly project by CLIN and maintain the system that tracks expenditures and reporting by CLIN;
- Oversee implementation of the project financial accounting systems, including monitoring project financial situation and keeping COP and ARD/HQ appraised of financial status; managing cash flow; tracking expenditures relevant to operating budget; management of local and foreign currency accounts. Oversee preparation and reconciliation of monthly financial reports; reconciling bank records and prepares monthly bank accounts reports. Ensure compliance with ARD, USAID, and GoI formats, requirements, scheduling and processing. Tracking Value Added Tax paid to the GoI through local purchases and prepare required reports for USAID due in April and November of each year;
- Oversee the management of the project’s financial management systems of the regional offices, ensuring accountability, transparency and timely and accurate reporting;
- Update as necessary appropriate and relevant documentation for and supervise the proper implementation of all financial and administrative policies and procedures;
- Approve financial requests and/or sign liquidations in the absence of and when authorized by the COP.
Contracts/Grants/Procurement:
- Oversee the process for procuring goods and services and awarding of grants consistent with all relevant USG and ARD policies and procedures;
- Coordinate with the technical team in developing scopes of work and bid documents for procuring goods and services, and ensure the subcontract or grant is monitored and meets stated deliverables in a timely manner;
- Work with the Grants and Procurement Officer to competitively bid, select, and issue grants and subcontracts in accordance with USAID regulations and Tetra Tech ARD policies. Coordinate with the ARD Home Office to obtain necessary USAID approvals;
- Maintain the grants and subcontracting tracking mechanism.
IT Systems:
Oversee IT service contracts.
QUALIFICATIONS (MINIMUM REQUIREMENTS):
- University degree in relevant subject matter.
- Minimum 8 years of relevant experience, with at least 3 years working in a senior level position for a donor funded project, preferably USAID.
- In depth knowledge of USAID rules and regulations as related to Finance, Procurement, Subcontracts, and Grants.
- Strong organization, management, and system development skills.
- Native fluency in spoken and written Indonesian.
- Professional competency in spoken and written English.
- Must have the ability to work effectively in a fast-paced, stressful environment.
- Must be flexible, willing to perform other duties and work irregular hours.
- Able to communicate fluently and effectively.
- Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues.
- Must be capable of working both individually and as part of a team.
- Must also be able to create a supportive working relationship among all project teams.
- Ability to engage in activities occurring in multiple field sites with multiple stakeholders across Indonesia.
- Willingness to travel extensively in Indonesia.
Please submit your recent CV as of 20 October, 2013 (the latest) with subject Operations Manager, Jakarta based to: recruitment@ifacs.or.id
Tetra Tech ARD is an equal opportunity employer.
