Key Responsibilities: Under the direction of the Finance & Administrative Manager, the Operations Manager focuses field operations in the CMLAP counties. S/he: Procurement
Manages procurement of project supplies, services and other items in accordance with Palladium’s procurement procedures and USAID’s rules and regulations. This will include development and maintenance of a CMLAP procurement plan to inform monthly project cash forecasting.
Trains CMPLA project staff on procurement mechanisms and Palladium procurement procedures.
Depending on dollar value equivalents, develops, negotiates, administers, and ensures compliance of consultant contracts, vendor contracts and purchase orders, and grants. Support generally covers the full agreement life-cycle, from program award through close-out.
Works with Finance & Administrative Manager to establish processes and systems to manage, disburse and oversee small grants, as required.
Maintains systems for tracking contractual and grant documents, correspondence and reporting; applying records management policy.
Verifies budget and funds available prior to processing of payment.
Manages and/or initiates requests for contract and sub-grant modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.
Travel and Logistics
Within Palladium corporate policies and SOPs, establish systems for and coordinates all travel and logistics of CMLAP staff and consultants in Kenya.
Collaborate with technical and finance/administrative staff to ensure all travel documents are prepared correctly and signed prior to and after travel, including: travel authorizations, travel advance requests, travel expense reports, and trip reports where required.
Ensure that all travellers receive appropriate security information and briefings, in accordance with Palladium policies and procedures
General Administrative
Maintain equipment inventory of all project procurements and when applicable, liaise with HQ for equipment disposition.
Assist in preparation and tracking of project budgets and budget projections; including proper back-up documentation to ensure compliance with established Palladium systems and the client’s rules and regulations;
Maintain routine communication with the Finance & Administrative Manager by providing relevant and timely procurement and logistics information for planning and decision making purposes.
Performs any other responsibilities as may be directed
Qualifications and Experience:
Relevant bachelor’s degree required; master’s degree and/or CPA (preferred)
At least 5 years of program management and finance/budget experience with USAID-funded project.
Demonstrated knowledge and experience with USAID compliance requirements regarding finance/budget systems and processes
Experience with USAID contracting assistance award mechanisms;
Experience with developing systems and processes for awarding and oversight of grants;
Excellent skills in Microsoft Word, Outlook, and Excel;
Proven experience and knowledge of USAID management, operations, and financial/budget systems.
Ability to work with minimal supervision
Well-developed and effective organizational skills, including to ability to multi-task, and work in a high-pressured environment.
Sound understanding / experience in financial processing and management
Good written and verbal communication, liaison and interpersonal skills.
Fluency and English and Swahili required.
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