Management Systems International (MSI)

Operations Manager (USAID/Indonesia Harmoni)

Management Systems International (MSI)

Job Description

Operations Manager, USAID/Indonesia Harmoni Project Summary: The four-year USAID-funded Harmoni activity promotes tolerance and inclusion and reduces the risk of violent extremism (VE). Harmoni focuses support on interventions that are narrowly targeted towards communities and individuals most at risk of extremism, with a mandate to build the resilience of key Indonesian institutions governmental, civil society, religious, and community-based that represent the frontline in preventing VE and intolerant acts in Indonesia. This is a full-time, long-term position based in the Harmoni HQ in Jakarta This position is open to Indonesian nationals only Position Summary: The Operations Manager will coordinate Harmonis workflow, overseeing project systems and processes to identify, catalog, and process interventions through Harmonis various mechanisms: grants, technical assistance, training, and others. The candidate will also manage project operational functions, such as human resources (HR), recruitment and hiring of consultants, and compliance with MSI, US Government (USG), and Government of Indonesia (GOI) rules. The Operations Manager will report directly to the Deputy Chief of Party ( DCOP) and will work cooperatively with other project staff and partner organizations to contribute to the success of Harmoni. In particular, the candidate will work closely with the Office and HR Manager, Program Team Leads, Grants Manager, Procurement Manager, and Senior Finance Manager. Responsibilities:
  • Provide overall support to Harmoni implementation, working closely with the Chief of Party (COP), DCOP, as well as the Program and Operations teams to help plan, budget, and execute interventions.

  • Establish and maintain management tools for tracking project interventions and workflows, working closely with the Program team and Grants team.

  • Manage and prepare deliverables for USAID including annual BAST reporting and quarterly activity progress updates.

  • Manage operations-related subcontracts including preparation of requests for proposal (RFPs) and subsequent subcontract development, monitoring, payment, and closeout.

  • Support the oversight and review of Harmonis field procurements through MSIs grants and Procurement Management system.

  • Oversee and manage the effective staffing and operations of the Harmoni Jakarta office and regional project offices, in coordination with the DCOP, Office and HR Manager, home office (HO), and other team members.

  • Play a key role in HR planning and oversee the Office and HR Manager in the on-boarding of long-term personnel.

  • Directly manage and prepare documentation for the recruitment of short-term technical advisors and personnel, in coordination with the Program team and HO.

  • Introduce and oversee project staff performance Management Systems.

  • Manage the registration of the international staffs work permits (IMTA) and stay permits (ITAS) and related extension processes.

  • Help ensure Harmonis compliance with local labor laws, USAID regulations, and MSI policies; update HR policies as needed, in coordination with Senior Management Team (SMT) and HO.

  • Advise the DCOP and SMT on project HR issues and GOI policies per relevant labor laws.

  • Directly supervise Harmoni selected operational and administrative staff.

  • With the Harmoni safety and security focal point (SFP) and DCOP/COP, help ensure that project security plans and protocols are in place and up-to-date.

  • Manage the shared office calendar, including finalizing meeting dates, appointments, locations, and logistics needs with other staff.

  • Support development of and contribute to project progress reports and other deliverables, as required, including consolidating staff inputs, conducting data Analysis, and generating narrative and graphic elements, as required.

  • Support corporate issues for MSI related to its legal status and registrations in Indonesia.

  • Perform other tasks as designated by DCOP and COP.

Job Qualifications
  • University degree and minimum 10 years of professional experience as an office, HR, and/or operations manager for an international organization or donor program. Experience on USAID-funded programs strongly preferred.

  • Deep knowledge of Indonesian laws and regulations related to HR, office operations, international organization registration, and related areas.

  • Deep knowledge of relevant USAID rules and regulations related to HR, office operations, procurement, international organization registration in Indonesia, and related areas.

  • Excellent organizational skills and attention to detail.

  • Ability to work effectively on multiple tasks simultaneously, completing products on time and at the required quality standard.

  • Strong computer skills including knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and internet research and database applications.

  • Strong interpersonal skills; ability to work effectively as a team member.

  • Strong written and verbal communication skills.

  • Written and spoken fluency in English and Indonesian required.

Deadline for this role is January 15, 2020. Only candidates who have been selected for an interview will be contacted. No phone calls, please. MSI is an EEO/AA/ADA Veterans Employer.
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