Operations Director | Tanzania | 2024

Chemonics seeks an Operations Director for the anticipated USAID-funded Jifunze Uelewe follow-on activity in Tanzania. This 4-5-year, $25-50 million project will focus on sustainably improving literacy, numeracy, and social-emotional skills for all pre-primary and standard 1-4 learners in target regions; strengthening the capacity of local and regional government to sustain improved learning outcomes; and increasing community support for safe and inclusive learning environments. The Operations Director will provide overall operational and financial management support to the Chief of Party, ensuring that the program is implemented with utmost compliance and efficiency. We are seeking individuals who have a passion for making a difference in the lives of people around the world.

Responsibilities Include:

• Provide direct oversight of administrative and finance staff and build team capacity in adhering to USAID and Chemonics policies and regulations.
• Ensure timely and effective approvals processes, budget review and management, client communications, calendar and event management, regional travel management, and report submission.
• Ensure planned program activities are implemented successfully and according to schedule.
• Establish proper procedures, trackers, and filing systems for procurements, recruitment/hiring, performance management, subcontracts/vendors, and maintain proper implementation of operational systems.
• Inform the project management unit (PMU) on all pertinent procurement, financial, and operational matters on a regular basis.

Finance Responsibilities:

• Review all expenditures and transactions against supporting documents from procurement, grants, and subcontracts departments, ensuring appropriate backup documentation is submitted in accordance with Chemonics procurement and financial policies.
• Oversee the accounting and financial records of local expenses.
• Ensure accurate and timely processing of payroll for local staff.
• Maintain and control the project field cash position, including but not limited to requesting accurate and appropriate wire transfer requests and ensuring that local bank accounts are reconciled and balanced on a monthly basis.
• Closely monitor and maintain low accounts receivables and payables balances.
• Oversee field office project finances and budget reporting, and support senior management and the PMU with estimates of monthly, quarterly, and annual expenditures, including through supporting and communicating budgets of activities included in the work plan.
• Ensure VAT claims and other in-country national reports and requirements are processed timely and according to local and USAID regulations, and maintain accurate reimbursement or response files.
• Maintain transparent, detailed, comprehensive, and audit-proof record-keeping systems per Chemonics’ policies, including for all project expenditures.

Personnel and Human Resources Responsibilities:

• Ensure compliance with Tanzanian and Chemonics human resource practices and adherence to the field office policy manual.
• Confirm all personnel files are complete and compliant with Chemonics’ policies, local labor laws, and USAID regulations.
• Assist with the recruitment process, onboarding, and orientation of project staff, including the development of scopes of work and employment contracts.
• Provide periodic business conduct and ethics trainings, including Chemonics’ Living our Values training.
• Promote and support staff continuous development and timely feedback and performance reviews.
• Manage all annual performance management and incidental performance management procedures and requirements as necessary.

Procurement Responsibilities:

• Oversee and ensure proper implementation of project procurement and logistics systems, ensuring segregation of duties within procurement procedures.
• Oversee management of the physical office, as well as procurement of all office equipment, supplies, and services.
• Work with operations staff to ensure international and local travel is properly procured and effectively managed.
• Ensure RFQs, travel authorizations and advance requests, purchase requests, purchase orders, and subcontracts are drafted, executed, and implemented according to Chemonics’ policies.
• Oversee timely management of agreements with landlords, vendors, and subcontractors.
• Supervise staff to ensure inventory management and tracking of all project equipment and vehicles is maintained/updated.

Security Responsibilities:

• Ensure security procedures are followed and updates circulated to relevant staff.
• Oversee Safety and Security Focal Point (SSFP) and work with SSP to draft contingency plans, the emergency action plan, telephone tree, and emergency contact list.
• Train staff on satellite phones and other communication devices and conduct emergency drills.

Qualifications:

• Bachelor’s degree in accounting or business administration; master’s degree preferred.
• At least eight years of progressively responsible experience in administrative and financial management of large-scale, complex international development assistance programs.
• Extensive experience in developing and managing a donor-funded grants program.
• Demonstrated ability to establish and develop working relationships and a high level of trust with public/private organizations as well as prepare regular and ad hoc reports, activity documentation, and briefing papers.
• Excellent computer skills (MS Word, Excel, PowerPoint, and Outlook) are required to effectively implement, analyze, monitor, and manage activity goals, inputs, outcomes, and achievements.
• Demonstrated leadership, versatility, and integrity.
• Fluency in written and spoken English; fluency in Kiswahili preferred.
• Qualified applicants from Tanzania highly encouraged to apply.