Operations Director Chemonics International

Chemonics seeks an operations director for the USAID Zambia Program for Advancing Supply Chain Outcomes (PASCO) Activity. The project is a commodity distribution program that aims to create sustainable access to safe, effective, quality-assured, affordable lifesaving health commodities by strengthening capacity for transportation and distribution systems in consultation with the Zambia Medicines and Medical Supplies Agency (ZAMMSA). The operations director will be responsible for assisting the chief of party with the development and implementation of management systems and supervision of project operations and staff. S/he will provide oversight of all operations and administrative systems to ensure quality control of project operations. The operations director will ensure compliance with U.S. government regulations, Zambian legal requirements, and Chemonics’ corporate and project office policies. We are seeking individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities include:

• Supports the chief of party to develop and implement key management systems that support project implementation, overseeing finance, administration, HR, project procurement, and IT departments.
• Develops, monitors, and supports the standardization of operational systems and policies across PASCO’s office. Serves as the primary liaison for operations with the Chemonics Washington, DC office and assists with data requests and new requirements.
• Identifies operational weaknesses on the project and proactively develops solutions to mitigate risks and liabilities
• Manages daily work of the following functions:
  • Finance
    • Serves as the primary liaison with USAID and Chemonics Washington on budgets, expenditures, projections, and financial reports. Develops annual project budget, tracking tools, and ad hoc reports.
    • Manages the annual activity-based work plan budgeting processes. Demonstrates high-level understanding of technical activities and works in coordination with technical teams to identify budget inputs and allocation of activity budget totals. Ensures budgets are aligned with available spending based on contractual obligations. Leads development of budgets in required formats for PASCO.
    • Develops firm understanding of PASCO financial reporting requirements, PEPFAR Country Operational Plan (COP) guidance, PMI Malaria Operational Plan (MOP) guidance, and implications on project finances and budgeting.
    • Manages program accounting, petty cash, mobile money, and bank accounts, including reconciliations.
    • Promotes cost efficiencies and provides financial analysis for project leadership and USAID.
    • Maintains roles and responsibilities related to project signatories, and ensures DOA holders are supported in their decision-making, especially related to regulatory issues.
    • Supports analysis for sound budget management that aligns with contractual and financial requirements. Provides detailed financial analysis and projections to project office leadership and USAID.
    • Reconciles third party logistics (3PL) invoices for payment, ensuring appropriate back-up documentation is on file for transactions.
    • Supports internal and external audits as needed
  • Administration and Security
    • Ensures the overall safety of project transportation by ensuring program vehicles are well maintained and that project drivers adhere to established policies.
    • Assists with logistics for project activities and domestic travel.
    • Ensures that office and workplace conditions meet the needs of staff.
    • Manage office services including reception, the provision of office supplies, janitorial services, and sanitary services.
    • Manages and updates security needs such as communications protocols, contact lists, and project office Emergency Action Plan (EAP).
  • Project procurement
    • Manages country-level procurements in compliance with PASCO contractual regulations, Chemonics procurement policies, and USAID procurement regulations.
    • Drafts RFP/RFQ and other procurement documents, serves on procurement technical evaluation committee, drafts purchase orders and local subcontracts, and oversees vendor performance
    • Manages VAT exemption requirements and resolves VAT-related issues.
    • Ensures activity programming is compliant with mission guidance, minimizing expenses to the project and seeking exceptions for extraordinary needs.
    • Oversees performance of project subcontracts, providing secondary support to the PASCO logistics team on implementation of 3PL subcontracts.
  • Human resources
    • Assists with employee lifecycle functions including recruiting, onboarding, and separations.
    • Oversees benefit management, manages leave balances, and assists with performance management.
    • Leads challenging HR issues, such as salary adjustments and disciplinary management.
    • Ensures adherence to local labor law and Chemonics and USAID policies.
  • IT
    • Establishes and maintains IT platform implemented in-country
    • Ensures that IT support is available to project staff.
• Supervises the staff under his/her responsibility, develops roles and responsibilities, designs and monitors professional development plans, conducts annual performance appraisals, develops professional development goals and periodically monitors progress toward objectives.
• Ensure compliance with the laws of Zambia, organizational policies and client regulations, (e.g. Field Office Guide to Field Accounting and Compliance, Field Office Procurement Handbook, Personnel Policy Manual, Global QMS, FAR, AIDAR, etc.), and make recommendations on strengthening procedures.
• Exhibit Chemonics values and build a culture of “Living our Values” within the team.
• Carry out additional responsibilities as may be assigned from time to time in consultation with the chief of party.

Qualifications:

• Bachelor’s degree required; advanced degree in relevant discipline preferred
• Minimum 7 years of experience managing USAID contracts, including strong skills in procurement/subcontracting, compliance, HR, and financial management
• Knowledge of Zambia’s operating environment required, including registration, taxes, and labor law.
• Demonstrated ability to manage and implement complex USAID-funded projects in developing country context required, with specific experience managing public health programs or projects preferred
• Familiarity with Chemonics’ systems and processes is preferred.
• Capable of authoring, updating, and editing complicated budget spreadsheets
• Ability to supervise local staff effectively
• Ability to work with cooperating partners in implementing complex programs
• Strong interpersonal, written and oral communications skills
• Demonstrated leadership, versatility, and integrity
• Fluency in written and spoken English required