Engility Corporation,Operations Manager Jobs in Malawi

About Engility:

Engility delivers innovative
solutions to critical challenges facing the nation and the world. As a premier
provider of integrated services for the U.S. government, we support the
Department of Defense, intelligenc
e community, space communities, federal
civilian agencies and international customers. Engility is dedicated to making
lives better, safer and more secure.

Description:

Engility Corporation, building on IRG’s legacy in international
development,
seeks multiple Opertions Managers for USAID-funded contracts in East Africa. The Operations Manager will be responsible
for all aspects of Human Resources, Event Planning, Administration,
Procurement, Logistics, Travel and Financial Accounting. The Operations Manager
will be expected to lead a team of 3-5 finance and administration staff to
support in all areas of logistics and operations for field-based activities.
He/she will have a broad base of experience and worked in an international
setting.

Office Administration

• Originate and/or analyze procurement requests for
  supplies, furniture, equipment, training, events, and services as
  requested (i.e., obtain quotations, prepare purchase orders, make
  payments, and prepare justifications of expenditures).
• Ensures that the procurement process is systematic,
  transparent, and compliant with USAID regulations IRG procurement
  processes; ensures timely processing of purchase requests.
• Maintain and account for an inventory of project assets
  each quarter, ensuring that all assets are properly assigned inventory
  numbers and/or tags to minimize misuse and losses to all inventory items.
• Oversee maintenance of office equipment such as
  photocopiers and scanners and ensure repairs are made in a timely fashion.
  Oversees the cleaning, maintenance, and repair of all facilities including
  electricity supply, water and plumbing.
• Oversee and maintain all administrative systems for the
  project, including information resources, general filing, electronic
  filing, contracts and leases, travel, subscriptions, insurances, etc.
• Reviews payment requests prepared by project accountant
• Support events, conferences, and workshops with
  administration and logistics needs including arranging refreshments and
  venues, maintaining meeting calendar, taking notes during meetings and
  events, and distributing minutes to attendees as needed.
• Monitor office lease, utility and service contracts, and
  other contracts related to office management, and ensure compliance with
  IRG and USAID regulations.
• Maintain a proper and user friendly filing and document
  control system for human resources and procurement files.
• Oversee all Human Resources functions including, hiring,
  onboarding, employment agreement preparations, HR file management,
  performance appraisals (as requested), and exit procedures. Ensures the
  proper implementation of project and IRG personnel policies and
  procedures.
• Other administrative tasks as assigned by the Chief of
  Party and/or designee.

Travel & Logistics

• Manage the arrangement of travel and accommodations for
  staff and visiting consultants in accordance with USAID and IRG policies
  and procedures, including booking hotels, ground transportation, and/or
  air travel.
• Negotiate competitive rates with hotels and lodges
  in/around project sites and the project office.
• Provide direct supervision to the project driver(s),
  this includes but is not limited to:
• Overseeing vehicle maintenance,
  managing vehicle/travel calendar, ensuring proper vehicle insurance.
• Ensure timesheets, expense reports,
  and travel advances of project driver(s) are properly completed and
  submitted in a timely manner.
• Conduct monthly meetings with
  driver(s) to ensure all problems, questions, or concerns are being
  addressed.
• Ensure an efficient system is
  maintained, reviewed and analyzed for all transport related records
  (registration records, insurance records, vehicle/motorbike logs, etc.)
  to ensure compliance, accountability, and efficiency in the management of
  the vehicles. Introduce new internal controls as needed.
• Oversee the replenishment of fuel
  for the project vehicle and develop a system and carry out monthly
  analysis of utilization and fuel consumption of project vehicles.
• Maintain records on vehicle
  insurance; and ensure the proper coverage and provide updates on the need
  for renewal or removal of a vehicle from the insurance policy.
• Maintain and report to the Home Office
  any police reports and/or other records related to damage or loss of the
  project office vehicles; and oversee the processing of all insurance
  claims.

Financial Management

• Oversee all project budgeting, cash management, and
  accounting and ensure robust financial and management and suggest and
  implement improvements to improve financial management systems.
• Ensure the proper internal controls by providing
  training on the internal control system to the accounting and procurement
  staff by assisting in defining roles and responsibilities for staff, and
  establishing an approval system for payment and non-payment accounting
  transactions
• Process and monitor VAT refund requests, working in
  close collaboration with the USAID EXO.
• Ensure proper segregation of duties across the financial
  and procurement management systems.
• Oversee petty cash management.
• Serve as the principal field office point of contact to
  coordinate with the Home Office Project Control Analysts, Project Manager,
  and Project Associate on all financial matters.
• Ensure the timely submission of accounting reports,
  including trial balance, ledger details, P&L statements, accruals,
  etc.
• Oversee cash flow management and preparation of Field
  Office wire transfer requests.
• Assist the Chief of Party in liaising with the project
  bank(s), managing all USD and local currency bank balances, adding and
  removing signatories.
• Provide pertinent back-up documentation in response to
  any internal or external audit request.
• Ensure financial vouchers are properly booked in
  accounting software.

General

• Participate in management meetings and provide updates
  on office operations.
• Debrief the Chief of Party and other Technical Team
  Leaders on any updates to project operations.
• Directly supervise 3-5 finance and administrative staff.

Required
Qualifications:

• Minimum 8 years of progressive experience in field
  office operations and financial management with at least 5 years work
  experience related to international development. USAID contracts
  experience preferred.
• A minimum of 3 years of supervisory experience.
• Knowledge and skills in USAID procurement management is
  a must.
• Proven ability to supervise, motivate and manage project
  support staff in a dynamic and growing work environment.
• Possesses knowledge and skills in USAID procurement
  management.
• Strong coordination experience with proven
  administrative, reporting, and representation skills. Excellent attention
  to detail.
• Demonstrated ability to produce results and show
  initiative.
• Proficient in Microsoft Office and QuickBooks software
  packages.
• East Africa experience required, experience in Kenya,
  Tanzania, and Uganda highly desired.
• Master’s degree required in relevant field.
• Fluency in written and spoken English required.

https://careers-engility.icims.com/jobs/22557/operations-manager/job