Work Location : Sierra Leone - Freetown Type of Post : Not Applicable Other Possible Location : Funding : APPROVED Expected Travel : up to 20% Type of Contract : Language Requirement : ENGLISH Application Deadline : Employee Duration : Full-Time
Reporting to the Country Director, the ACD- PS provides leadership, direction, and is responsible for Country office administrative and operational processes and functions and works closely with the Country Director to develop effective, efficient and results driven teams and is responsible for operational oversight of CARE Sierra Leone, including smooth functioning of the units stated above. The person in this role is responsible for the leadership of heads of the units mentioned above. Furthermore, the ACD Program Support is required to play a substantive and essential hands-one role in the development or enhancement of Country Office systems, policies and processes across the spectrum. S/he will contribute to strengthening the integration of functions within this role by working closely with all teams and stakeholders and fostering positive collaboration.
As a key member of the Country Leadership Team (CLT) and Senior Management Team (SMT), the ACD-PS will participate in and be responsible for the strategic leadership and direction in the CO and participates in decision- and policymaking on strategic issues including financial health and viability, program quality, Human Resource management, and other organizational priorities and concerns.
As a member of the Senior Management Team participate in and be responsible for the strategic leadership and direction of CARE Sierra Leone and Liberia, as pertains to Operations functions: Business Services (Finance, Procurement, Administration, Logistics and Transport, and ICT) by providing strategic leadership and advice to the PS team. Developing policy and practice in program support departments representing and marketing CARE's work, and making decisions that enhance operational excellence and efficiency
leading teams under his/her supervision to navigate change with agility and confidence. Financial, Budget and Award Management
Coordinate the proper recording, documentation, control, monitoring and reporting of financial operations, including AP in compliance with CARE and donor rules and regulations Ensure compliance with CARE's accounting policy and procedures and generally accepted accounting principles (GAAP); global policy and procedures; relevant financial, tax and administrative laws and reporting requirements. Develop and monitor CO master and unrestricted budgets; provide strategic guidance for the effective monitor donor awards and sub-awards and ensure timely and quality reporting as well as action to connect identified gaps oversee audit preparedness and implementation as necessary supervise finance team; advise on finance team structure and support Capacity Building for optimal performance
monitor performance against KPIs and report monthly to the CD and SMT. Procurement
Adherence to all organizational and donor procurement and procurement-related policies and procedures. Optimal performance as measured against established procurement KPIs including but not limited to timely receipt and dispatch of all materials, equipment and resources; timely payment of vendors, etc. Development and/or refinement of new/existing KPIs when necessary. Progress toward cost-efficiency, value for money, and environmentally responsible (green) procurement practice coordination with Finance, Program and other stakeholders to enhance client satisfaction and compliance. Administration and Logistics (Transportation included)
Ensure optimal management of all administrative systems and processes in all CO locations with standardized office and administrative management practice and KPIs Ensure oversight of property and Asset Management and disposal in compliance with organizational and donor policies and procedures Coordinate CO compliance on legal, insurance and contractual matters; Incorporate and operationalize all Government of Sierra Leone and Liberia policies and regulations. Supervision of the Logistics coordinator to ensure a "client-focused" service provision with: support roll out of OSS in collaboration with Procurement and Programs Oversight of CO stores, warehouses and inventories including rentals, maintenance and repairs. Supply Management backed by Analysis of consumption trends and strocking levels of supplies to ensure optimal efficiency and effective use of resources effective transportation and fleet management including vehicle policy, procurement, utilization maintenance, repairs and disposal regular cost benefit analysis of in-house or outsourced service provision full cost recovery on transportation. Policy and Operations Systems Development, Review and Implementation
Review and revise where necessary the PS policies, systems and procedures in line with the legal and donor requirements for on improved service provision throughout the Country Office (CO). Be aware of Country specific labor laws or other CARE global HR changes and ensure that CARE Sierra Leone's HR policies are consistent and flexible and are updated in line with the changes. Undertake comprehensive review/update of HR manual as necessary. Ensure Country Office compliance with donor rules and regulations in all Operations functions; actively work with the WARMU Team in the preparedness for audits; provide support with the Country Office response to audit findings as well as planning and implementing audit recommendations Ensure sound internal control systems are in place and functioning to ensure adherence to policies and procedures Ensure the consistent and uniform implementation of the Policy and Procedures throughout the CO to ensure the accomplishment of the CO deliverables. Coordinate with management on legal matters in the CO, work with CARE USA legal and in Country legal Advisor, as well as WARMU. Work with Country Director and ACD-Programs to ensure that PS operations policies, systems and procedures are supportive of working with local partners. ICT
Ensure provision and effective use of "fit-for-purpose" ICT infrastructure including computer equipment, data communication platforms and data storage that are adequate to the needs of the CO staff and partners Oversee effective implementation of and adherence to CI, CUSA digital and cyber Security Policies and regulations; ensure completion of the cyber security training course on CARE Academy by all staff and regular orientation/refreshers for all staff. Ensure adequate backup systems for communications platforms and data storage are in place to ensure Business Continuity in the event of major disruptions to the primary systems and platforms monitor for risks to the CO ICT infrastructure and recommend improvements as appropriate.
Qualifications:Master's Degree in Business Administration, management or related fields Fundamental knowledge and use of Peoples Soft and Budgetary Software Analytical skills as they relate to business processes Demonstrated experience in leading strategic and operational planning. Demonstrated leadership and management skills in complex international settings. At least eight (8) years of hands-on experience in a similar senior management and leadership position preferably in the not-for-profit sector Excellent knowledge and experience in institutionalizing compliance and accountability system and procedures. Sound knowledge and hands on experience of internal and external audit requirements. Excellent people management and team leadership skills; ability to et diverse groups of people to work effectively together with vision and purpose. Strong analytical and Problem Solving skills. Excellent and agile negotiator.
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