JOB TITLE: Operations Director
PROJECT: Comprehensive High Impact Community Based HIV Prevention, Testing and Treatment Initiation for Sustained Epidemic Control in Lesotho under the President’s Emergency Plan for AIDS Relief (PEPFAR)
DEPARTMENT: Executive
BASED IN: Lesotho (Lesotho Citizens and Lawful Residence Preferred)
REPORTS TO: Country Director
The position of Operations Director is an Executive Management and Leadership position in the PSI/Lesotho Country Platform. The purpose of this job is to provide strategic management leadership to all PSI/Lesotho operational systems. The Operations Director is expected to apply internally and externally identified best practices to strengthen management systems, and to ensure all administrative, fleet, warehousing, financial and procurement functions are operating transparently and at top efficiency. The position represents Executive Management to internal staff and external vendors including IT and other service contractors. This position also serves on the NGO Security Committee and is the PSI/Lesotho Security Focal Point for internal and external staff safety issues. Measurement of the success of this position is based on budget consumption and management, internal audit scores, and platform adherence to Global Minimum Operating Standards.
This position is based in Maseru and reports to the Country Representative. This position supervises the following Corporate Services Departments and Managers: Administration, Finance, ICT and Procurement. The Operations Director also works very closely with the Programs and Technical Services department to ensuring programs are receiving the necessary Operational support.
The person who fills this role will also serve as Business Official on an anticipated five-year, Center for Disease Control (CDC) project intended to support implementation of a comprehensive public health response to new HIV infections for sustained epidemic control in Lesotho. The program will engage in comprehensive and evidence-based community HIV prevention, testing and treatment initiation for the general population and other at-risk groups such as youth, men, migrant, and factory workers, as well as building capacity of local organizations, civil society organizations and community systems in implementing data-driven programming. *This position is contingent upon funding. Lesotho nationals are strongly encouraged to apply.
ROLES & RESPONSIBILITIES:
Country Platform Leadership & Strategic Operations
- In collaboration with the Country Representative (CR) and other managers, ensure that PSI/Lesotho achieves annual operating budget objectives.
- Participate in Executive level management decisions and provide input to platform wide strategy development.
- Lead development of platform annual operating budget.
- Participate in new business development, including the development of program design, and proposal budgets.
- Lead the development and modification of platform operational policies and procedures.
- Manage external relations with local government, commercial entities, lawyers, and other service contractors as needed.
- Supervise all managers within the Administration, Finance, ICT & Procurement departments and identify capacity development and performance-based development plans.
- Ensure PSI’s legal standing is always up to date and that government report deadlines are met.
- Represent PSI/Lesotho in various and related forums locally, regionally, and internationally.
- Serve as the Security Focal Point for the Lesotho Platform.
- Review and approve transactions as per PSI Lesotho authority matrix.
- Supports the Country Representative by preparing financial dashboards and presentations for submission to donors.
- Liaison and contact person in collaboration with the Country Representative for all financial matters between PSI Lesotho and PSI HQ and Donors.
- Provide financial technical support and advice to the Country Representative and Program Staff, including capacity building in financial management & planning.
- Adopt, disseminate, operationalize and ensure compliance with PSI Global finance and compliance policies & procedures (e.g. SOPs, Other Financial tools), Donor rules & regulations and respective laws of Lesotho (e.g. taxation laws & other statutory requirements). Also coordinate and escalate to PSI Washington’s Field Finance Support team where potential conflicts are identified or where training & support is needed.
Financial Operations Management
- Supervise Senior Finanace Manager and support team ensuring reports and deadlines are met.
- Strengthen finance/accounting systems to ensure compliance with donor regulations.
- Create and manage annual budgets and budget tracking tools.
- Ensure proper financial management and monitoring of donor-funded projects, including monthly analysis and forecasting.
- Review Financial reports and ensure program staff have current financial data for program planning.
- Manage liquidity to ensure adequate cash for expenses.
- Ensure the Organization’s accurate, timely and useful financial reporting including review and confirmation of donor bills or funder financial reports prepared by PSI Washington.
- Develop and train senior national staff members to prepare internal and external budgets as needed, including project budgets, donor crosswalks, budget realignments, project pipelines, and salary charging guides.
- Ensure Grant Management systems are compliant with various donor regulations.
- Review and sign off on all sub-grants for financial compliance and agency adherence.
- Ensure timely engagement of external auditors, preparation, management, and successful conclusion of all financial auditing activities (internal, external, donor, etc) at PSI Lesotho and PSI/HQ; Including ensuring that management comments are addressed, and recommendations are implemented.
- Identify and implement cost-effectiveness measures for all Corporate Services departments.
- Coordinate Lesotho’s participation in PSI’s global roll-out of a comprehensive finance, procurement, and contracts system (Lawson).
- Support users and oversee the performance of QuickBooks Enterprise as business financial processes leader.
- Oversee regular costing of and cost analysis of PSI Activities in bid to provide information to influence cost efficiency in program implementation.
- Lead and coordinate the review of PSI Lesotho’s projects financial performance by conducting together with project managers, monthly project financial review & analysis meetings. Also ensuring close collaboration and communication with PSI Washington.
- Develop, manage, analyse, and track the Finance & Supply Chain budgets including the overall common direct costs budget for PSI Lesotho.
- Collaborate with senior management team to ensure strong internal controls and financial management processes are implemented in line with PSI and Donor requirements across PSI Lesotho.
Administrative & Procurement Operations
- Supervise Administration and Procurement Functions.
- Ensure that all Operations Manuals are updated – this includes policies and procedures, security, pre-arrival, and operations documents.
- Ensure administrative systems including IT, telecommunications, and fleet support functions are working efficiently.
- Update, track and manage all leases and service contracts.
- Ensure that the office and all sub-offices are efficiently functioning and are observing agency administrative standards.
- Maintain software package licenses and updated Trademark Registration for PSI owned brands.
- Guide the development of strong procurement policies and procedures to minimize opportunities for irregularities and fraud.
- In coordination with HR department, oversee accurate and timely payroll generation.
- Lead the Administration department to ensure that all organization`s assets and inventory are recorded, tracked, and insured.
QUALIFICATIONS, SKILLS AND ABILITIES:
- Postgraduate degree in finance /business administration or equivalent at least at honors level essential. Master’s degree is preferred
- Minimum Seven years’ experience with an International NGO or comparable business at a Senior Management and/or Executive Level
- Advanced knowledge of computer software, including financial computer packages
- Experience in providing input to organizational strategy and to developing and leading teams to high levels of achievement
- Excellent interpersonal skills
- Good negotiation skills
These abilities should be supported by experience managing contracts and a strong familiarity with Quickbooks or a similar accounting package as well as hands-on audit experience.