Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
JOB TITLE: Associate Director of Operations (ADO) – Open to International Assignees
LOCATION : Mbarara, Uganda
SUPERVISOR: Deputy Country Director
"Sometimes in life there is that moment when it's possible to make a change for the better.
This is one of those moments."
In order to support the attainment of the Foundation’s overall goal of the virtual elimination of paediatric HIV and AIDS, this position effectively and efficiently oversees the implementation and management of all operational systems and functions necessary for the Foundation’s programmatic activities – namely compliance, accounting, sub-award management, finance, information technology, administration, audit, field operations, and affiliate transition and support in managing the overall operations of the country program and supervising the operations staff, this position coordinates all operational activities in a collaborative manner, ensures proper and responsive communication regarding all operational matters, and ensures that the Foundation’s operational standards are adhered to at all times.
Essential Duties and Responsibilities
- Acts as the primary point of contact for all operational matters in the country office and ensures both that operational information from the field is properly communicated to the Washington DC office and that operational information from the Washington DC office is properly communicated to and understood by the in-country team.
- Generates and disseminates regular monthly and semi-annual reports on the status of operational activities and plans and ensuring a smooth and responsive exchange of operational information between the country office and the DC office, implementing partners, donors, sub-awardees, and other stakeholders.
- Provides operational support and oversight to all in-country sub-offices and seconded staff.
- Ensures in-country sub-offices are properly staffed with operational personnel and that these personnel are properly trained and integrated with the country’s head office operations team.
- Ensures that all uses of the Foundation’s funds are properly prepared, reviewed, approved, and documented, in line with all appropriate policies, procedures, authority levels, and local laws, and ensures that this information is properly entered into the accounting system.
- Oversees the month-end close and payroll processes, provides and analyzes accounting data and reports, ensures all funds are properly safeguarded, oversees the Foundation’s relationship with a local bank and ensures accuracy of the information in the Foundation’s bank account, and manages the overall cash needs and forecasts of the country program.
Manages the process of establishing sub-agreements with partners, ensures these partners have available funding per their agreements at all times, and ensures the implementation of these agreements in line with all applicable policies, procedures, and local laws.
- Oversees the operational capacity building efforts of these partners and implements systems to monitor the operational management and performance of these partners.
- Ensures all documentation regarding the management of these agreements is complete and well-organized and liaises with the Washington DC office regarding all applicable agreement matters – including the close-out of these agreements.
- Oversees all processes for identifying appropriate goods and services to be purchased in order to support the Foundation’s needs, manages these relationships with key vendors and landlords, and ensures all procurement activities are properly documented and all appropriate pre-approvals are obtained.
- Manages an inventory system of all Foundation property and equipment, ensures vehicles are properly maintained, processes tax exemptions as applicable, and facilitates in-kind procurements on behalf of the Foundation’s sub awardees.
- Lead budget development process and developing systems to ensure activities are implemented in line with approved budgets, this position generates, analyzes, and reviews financial reports and data, analyzes burn rates, and develops plans to increase or decrease spending as needed
- Ensures all appropriate IT equipment and infrastructure is in place, well-maintained, safeguarded, and properly functioning with minimal downtime, and that staff are properly trained on all IT-related systems, policies, and procedures.
- Oversees general maintenance, security, and use of the Foundation’s office premise(s), equipment, and supplies and ensures that appropriate procedures are in place for receiving visitors and external phone calls.
- Establishes local workflows and approval processes and e nsures that each operational staff member understands how their role is aligned to their responsibilities and has the necessary capacity and training to perform and grow in their position. This position will also ensure that appropriate staff-backups are in place within the Operations department and serve as the Acting Country Director in the absence of the Country Director and/or the Technical Director.
- In the true spirit of collaboration and in close partnership with the Country Director, in-country Senior Management, and taking into consideration each department within the country program, this position engenders teamwork and a collegial, supportive, and integrated approach in the operations department, between the operations departments and other in-country departments, and between the in-country operations department and US-based and Regional operational counterparts.
- Lead in preparing for and facilitating the auditing activities of the Foundation’s internal auditor, as well as any operational review on behalf of a donor, external auditor, or in-country governmental organization. If any material findings are found or recommendations are made as a result of these activities, this position proactively takes the lead in addressing these issues and resolving them in a timely manner.
- Ensures a “culture of compliance” is adopted by the country program in accordance to all Donor, Foundation, and In-Country policies and procedures (including all applicable local laws) by providing clear guidance to all staff, maintaining up-to-date knowledge of all applicable rules and regulations, and developing and monitoring systems to ensure all activities are implemented and documented in accordance with these policies.
Affiliate Transition and Support
- Provides on-going operational support to EGPAF Affiliates and operational staff of EGPAF affiliates.
· Bachelor’s Degree is required; Master’s degree in Business Management, Operations or any other relevant field is a MUST
· MUST be a full member of a professional body (CPA,ACCA, ETC)
· Minimum 6-7 yrs relevant experience in a senior operations management and leadership role required including at least 3 yrs experience in a management capacity
· Manages a team of several operations specialists, e.g. HR Manager, Finance Manager, IT Manager, A&C Manager etc. Mastery of one of more of the relevant functional areas.
· Overall in charge of operations functions in a mid-size country program (generally 100 -200staff), with 1 with more than 1 donors.
· Manages design, development, and review of unit specific initiatives
· Knowledge of USG funding environment and experience working with other donors highly desired.
The Foundation expects all employees to possess the fundamental competencies of interpersonal skills, communication, accountability, continual learning, and driving results. The ideal candidate will either be proficient or advanced in the following set of competencies, specific to this position’s level of Director:
- Collaboration – Develops networks and builds alliances; collaborates across boundaries to build strategic relationships and achieve common goals.
- Creativity/Innovation – Develops new insights into situations; questions conventional approaches; encourages new ideas and innovations; designs and implements new or cutting edge programs/processes.
- Influencing/Negotation – Persuades others; builds consensus through give and take; gains cooperation from others to obtain information and accomplish goals.
The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, EGPAF complies with applicable state and local laws governing nondiscrimination in employment in every location in which the Foundation has facilities.