Title: Senior Operations Manager
Project Overview
The USAID/HELM project was awarded to Chemonics International on November 28, 2011. Chemonics implements HELM with support from partners: the Indiana University Alliance; JBS International Inc., Aguirre Division; and the University of Kentucky (UKY). The five year project was designed to support Indonesia’s Higher Education (HE) sector in increasing its quality and relevance through improved focus on administration and management capacity. In partnership with the Ministry of Education and Culture (MoEC) and the Directorate General of Higher Education (DIKTI), HELM provides technical assistance, training, and additional support to strengthen the leadership capacity and increase effectiveness in the following four core management areas:
1. General administration and leadership
2. Financial management
3. Quality assurance
4. Collaboration with external stakeholders
HELM works in close collaboration with DIKTI and, by Year 3, partners with 50 Indonesian Higher Education Institutions (HEI). The project is designed to address the USAID Education sub-intermediate result, “increased management capacity of Indonesian Higher Education Institutions” which contributes to the intermediate result “improved quality of higher education” under the over-arching assistance objective: “students better prepared for success in learning and work.”
The USAID/HELM project was awarded to Chemonics International on November 28, 2011. Chemonics implements HELM with support from partners: the Indiana University Alliance; JBS International Inc., Aguirre Division; and the University of Kentucky (UKY). The five year project was designed to support Indonesia’s Higher Education (HE) sector in increasing its quality and relevance through improved focus on administration and management capacity. In partnership with the Ministry of Education and Culture (MoEC) and the Directorate General of Higher Education (DIKTI), HELM provides technical assistance, training, and additional support to strengthen the leadership capacity and increase effectiveness in the following four core management areas:
1. General administration and leadership
2. Financial management
3. Quality assurance
4. Collaboration with external stakeholders
HELM works in close collaboration with DIKTI and, by Year 3, partners with 50 Indonesian Higher Education Institutions (HEI). The project is designed to address the USAID Education sub-intermediate result, “increased management capacity of Indonesian Higher Education Institutions” which contributes to the intermediate result “improved quality of higher education” under the over-arching assistance objective: “students better prepared for success in learning and work.”
Principle Duties and Responsibilities
The Senior Operations Manager will serve as the project’s principal point of contact and coordinator for day-to-day operations of HELM offices in Jakarta and regional. S/he will be responsible for leadership and oversight of procurement activities, contracts/subcontract administration, SAF administration, recruitment and human resources.
The Senior Operations Manager will serve as the project’s principal point of contact and coordinator for day-to-day operations of HELM offices in Jakarta and regional. S/he will be responsible for leadership and oversight of procurement activities, contracts/subcontract administration, SAF administration, recruitment and human resources.
Specific tasks
The Senior Operations Manager is responsible for the following tasks:
The Senior Operations Manager is responsible for the following tasks:
- Works closely with the Home Office Project Management Unit (PMU) to ensure that adequate resources are available to the project both technically and contractually.
- Assists the Chief of Party with planning, strategizing, partnership approaches, resource solutions, and overall project management on an as needed basis.
- Coordinates all HELM reporting and Deliverable reports.
- Staff – works with the COP to resolve personnel and staffing issues, performance concerns, and other personnel related issues.
- Supervises the Regional Office Coordinators and the operational functions in the two regional offices in Medan and Makassar.
- Strategic Activity Fund (SAF) Management – Working with project technical staff and subcontractors as necessary to manage the SAF program, including the following: compliance; coordination of SAF applications; preparation, solicitation, review and monitoring of SAF program implementation;
- Establishes internal checks and balances for monitoring the project for contract compliance and adherence to all regulations, policies and laws that govern the project.
- Oversees the recruitment process and manages personnel files as well as employee benefits.
- Supervises operations activities at the two regional offices in Medan and Makassar.
- Supervises the Contracts and Procurement Manager to oversee the procurement functions of the program. Provides guidance and management support to ensure procurement and subcontract activities are on track, within budget, and in compliance with the prime contract, Home Office policies and procedures and, USAID and local regulations.
- Works together with the Senior Finance Manager on project activity budgeting and operational and procurement plan.
- Coordinates with DCOP/Program Manager,Senior Finance Manager and Program Associate, to provide HELM program activities events calendar and budget at every begining of a quarter.
- Provides sufficient transfer of knowledge and information to the staff and senior management as appropriate regarding contractor notices, new regulations or laws which impact HELM, and other information as deemed appropriate.
- Responsible for ensuring the maintenance of the security alert program for all staff to help ensure the safety of the staff during a country emergency.
- Performs and/or oversees other special projects as directed and required by the COP.
Supervision and Reporting
The Senior Operations Manager will report directly to the Chief of Party or his/her designee. The Senior Operations Manager will supervise the Contracts and Procurement Manager, Regional Offices and Administrative Assistant.
The Senior Operations Manager will report directly to the Chief of Party or his/her designee. The Senior Operations Manager will supervise the Contracts and Procurement Manager, Regional Offices and Administrative Assistant.
Duration of Assignment
This is a long-term, full-time position an annual approved level of effort of no more than 260 days for each project year. The employment agreement will be renewed on an annual basis following a positive performance evaluation. The HELM project began on November 28, 2011and ends on November 30, 2016.
Job Qualifications
- B.A required/Masters preferred or equivalent combination of education and relevant work experience.
- Minimum 7 years international project management experience, including managing field offices and supervising local employees required.
- Comprehensive knowledge of Chemonics project management, contracts and recruitment practices highly preferred.
- Thorough knowledge of USAID and its contractual and financial reporting requirements required.
- Ability to write and verbally communicate clearly and concisely in both English and Bahasa Indonesian required.
- Strong organizational and prioritization skills required.
- Ability to work both independently and in a team required.
Application submission instructions:
• Interested applicants for all positions listed below are requested to send a cover letter and resume (English) to indonesiahelm@gmail.com by two weeks after this advertisement.
• Please list the position title in the subject line of the email.
• These positions are subject to USAID approval and salary scales.
Chemonics
is an Equal Opportunity Employer. We do not discriminate on the basis
of race, color, sex, national origin, religion, age, equal pay,
disability, and genetic information.
No telephone inquiries, please. Applications will be considered on a rolling basis. Only qualified candidates will be contacted.
