Position : Deputy Chief of Party Operations
Base of Operations : Islamabad, Pakistan
Contract No : AID-OAA-I-13-00013 / TO : AID-391-TO-17-00001
Period of Performance : LTTA
This project supports small scale activities in Pakistan by providing grants to undertake programming. The activities are designed to support organizations to implement peace building and community development activities.
Funding for this award is being provided by the United States Agency for International Development, USAID.
The Deputy Chief of Party Operations (DCOP-Ops) is a senior management team member who plays an integral role in supporting the project team to ensure compliance, transparency and accountability.
S / he oversees day-to-day project operations and administration, to include project procurements, operational systems, and logistics.
S / he will ensure overall financial, operational, and administrative program integrity.
The DCOP-Operations will provide direct oversight to seven direct reports including the :
Provincial Operations Coordinator Karachi
Provincial Operations Coordinator Punjab
Grants Implementation Manager
Procurement & Logistics Manager
Senior Finance Manager
The DCOP-Operations position will be based in Islamabad and will report to the Chief of Party (COP).
Scope of Work
Leadership and Management :
Manage CRA’s day-to-day field operations (including the project's facilities such as office space, equipment and project vehicles), administration, logistics, procurement, budgeting and financial accounting.
Ensure that program implementation is in accordance with USAID regulations and procedures and the specifications determined in the Task Order.
This includes monitoring contractor / recipient worthiness, working with activity development staff to ensure that all procurement processes are perceived as transparent by beneficiary communities, assuring fair and transparent procurement processes, review of financial management, and monitoring activity implementation.
Ensure timely dissemination of new initiatives and policies and monitor their implementation.
Work closely with the COP and partners in managing effective relationships with the donor.
Coordinate as necessary with any other USAID partners, including joint responsibilities or functions and sharing of assets as appropriate.
Coordinate with the DAI Home Office on all compliance issues, seeking legal and policy guidance on sanctions and other applicable restrictions.
Investigate and identify new ways of achieving project efficiencies.
Encourage mentorship and capacity building of staff; conduct operational trainings and refreshers as needed throughout the life of the project.
In the absence of the COP, or when requested by the COP, act in the capacity of the COP.
Vetting Processes / Procedures :
Manage the USG / USAID required vetting processes / procedures, ensuring timely, complete and accurate information is submitted to the Vetting Support Unit (VSU).
Review the completed Partner Information Forms (PIFs) as per the USAID Pakistan Mission Order 300.6 regarding vetting and amend / make changes to the PIFs as required before submitting to the Vetting Support Unit (VSU).
Provide responses to any follow up queries from the VSU to ensure timely review / response from VSU.
Procurement and IT :
Ensure that the most reasonable, fair, expeditious, and appropriate procurement choices were made pursuant to the Field Operations Manual.
Work with the COP to ensure physical and information security with regard to the overall program platform, staff, and associated operations.
Ensure that all operational / logistical procedures are correctly followed by all staff and propose / develop improvements as and when required.
Manage subcontractors or service-providers who provide continuous or discrete support to the program’s operational platform.
Human Resources :
Ensure that all recruitments and hiring are done in accordance with DAI policies and procedures, and applicable Pakistani laws.
Manage recruitment, salary negotiations, hiring, evaluation, and termination of employees, in consultation with the COP.
Ensure that all new and current staff are trained on personnel policies, administrative procedures and procurement.
Work with HR to identify internal training opportunities for project staff to further develop capacity and competency in carrying out CRA position responsibilities, as well as generally develop staff’s professional skills and knowledge.
Ensure that CRA Admin procedures are correctly followed by staff and propose / develop improvements as and when required.
Provide training and mentoring to admin and support staff when necessary to increase capacity and competency in completing position responsibilities.
Supervise the daily financial operations of the contract, which include cash flow management, time sheet recording, reporting to USAID on the financial aspects of the project, and daily monitoring of obligations, budgets, and expenditures.
Work with the COP on the review and analysis of budget estimates for allowability, allocability, reasonableness and consistency.
Ensure continuous liquidity for the project.
Review payroll and tax payments in accordance with USAID and DAI regulations.
Review expense reports for project bank accounts to ensure compliance with DAI finance and accounting procedures.
Manage the GST Exemption Packages, and Zero-Rating Requests submission to the Federal Board of Revenue.
Bachelor’s or advanced degree in business, management, finance, or a related degree from an accredited university.
Minimum seven years (with advanced degree) or 10 years (with bachelor’s degree) of relevant professional experience managing and implementing development projects.
Experience with grants or small grants under contract programs strongly preferred.
Fluency in DAI’s and USAID’s policies and procedures in regards to human resources, financial management, financial reporting, procurement processes, systems, and grant management.
Experience working in developing countries is required, preferably in a fragile or transitional state environment.
Experience working in South and Central Asia and on transition programs in insecure environments is desirable but not required;
experience working in Pakistan is highly desirable but not required.
Fluency in written and oral English is required.
Proficiency in Urdu is desirable but not required.