Operations Officer, Asia and Americas
Years of experience:
Project Concern International
15 Jan 2020
***Please note, this position can be based in San Diego, CA or Washington, D.C. ***
The primary responsibility of the Operations Officer is the management of the day-to-day operational needs of PCI’s country programs in Asia and the Americas. The Operations Officer engages in the project lifecycle from proposal development to start-up, implementation and close-out, and is the main point of contact between the field staff and the different departments in the International Office (IO) for operational matters. Further, the Operations Officer ensures grant compliance, provides financial management support, reinforces PCI’s program development and implementation efforts, and participates in PCI’s ongoing special and strategic initiatives. The Operations Officer is solution oriented while carrying out all responsibilities and maintains a spirit of innovation and an eye towards continuous process improvement.
Advanced Spanish professional proficiency (writing/speaking) is required for this position.
Here are a few links that showcase the countries you would work closely with in this role:
Key Duties & Responsibilities:
- Leads the development and submission of the cost application section of proposals, as well as for annual work plans, including budget, budget narrative and certifications.
- Provides timely and specific guidance to field counterparts on budget development including format, timelines, full cost recovery plan, indirect cost calculation, cost-share, and other donor-stated guidelines and restrictions.
- Provides strategic recommendations and guidance on budget structures and cost details to ensure competitive proposal submissions. Ensures budget aligns with and fully supports the technical proposal.
Agreement Review and Negotiation
- Leads the review and negotiation of grants, cooperative agreements, and contractual documents and coordinates with PCI’s Agreement Officers to ensure favorable terms and conditions for PCI (e.g. advance payments, prior approvals, dispute resolution, and termination clauses).
- Develops and/or reviews sub-awards, sub-contracts and other partnership agreements, and ensures compliance with PCI’s Sub-Award Management and Support Manual (SAMS) and Procurement Manual policies and procedures policies and procedures. Provides guidance to the field on the implementation of the SAMS and Procurement Manuals. Ensures that all agreements are properly filed.
- Responsible for data integrity of PCI’s project compliance system, as well as for analyzing data to track critical compliance information throughout the project lifecycle.
- Maintains growing knowledge of U.S. Government and other donor rules and regulations and provides effective guidance to field staff on grant compliance issues (budget, procurement, travel, capital expenditures, reporting) to reduce yearly audit findings.
- Serves as an organizational resource that provides and facilitates knowledge of internal policies and procedures (ex. Approval Matrix, SAMS, procurement, accounting and HR policies) to staff worldwide.
- Develops and implements systems and tools to provide sound management control over donor rules and regulations.
- Monitors and guides field staff on cost-share contributions, including GAAP in-kind, to meet donor requirements and organizational objectives.
- Forecasts and evaluates compliance risks and identifies procedures to avoid or minimize negative impact on PCI.
- Leads trainings on internal and external policies, rules and regulations for field counterparts.
- Leads the quarterly budget projection and forecasting process of key grants within the region to ensure projects are financially sound and within the approved limits as dictated by the donor, which includes reviewing and analyzing financial reports, budgets, and grant agreements/modifications. Reviews annual country program budget plans to ensure that all direct and indirect costs are fully funded.
- Collaborates with the Grant Accountant to ensure correct accounting within projects. Analyzes monthly expenditures and determines when follow up is required with finance staff to facilitate resolution.
- Communicates budget allocations for field, IO and region as applicable as well as manages all budget modifications when changes occur.
- Advises field offices on financial and administrative management of sub-grantees and contractors, including review of disbursements and financial reports/invoices. Advises field offices on budget tracking, including but not limited to: analyzing grant expenditures; monitoring budget line variances and ensuring they are within allowed limits; and reviewing transactions for correctness and appropriateness.
- Coordinates, tracks and follows up on communication between field office and IO staff, setting priorities and tracking completion of tasks.
- Accompanies the field through operational requirements along the project lifecycle, providing support and guidance as necessary.
- Coordinates with field staff and technical staff to ensure high-quality technical support required for assigned programs.
- Provides training to field staff on PCI policies, procedures, systems, and best practices, as well as donor rules and regulations.
- Coordinates project start-up and close-out processes, as well as other country and project transitions, as required.
Strategic Initiatives and Innovation
- Leads the development, revisions and dissemination of operational manuals, and provides training to field and IO counterparts on the application of manuals.
- Participates in special project(s) and that enhance the objectives and strategic priorities of PCI, including donor/partner cultivation, community awareness and training, and internal collaboration/cooperation.
- Participate in PCI’s innovation efforts and in teams around innovation initiatives.
- Supports and/or leads as appropriate Operations Unit activities including meetings, retreats, and special initiatives.
Position Parameters/Special Responsibilities Required:
- Ability and willingness to travel internationally approximately 20-30% of time.
- Bachelor’s degree required (in public health, international development, economics, public administration, finance or related field). Advanced degree in public health and/or development, with an emphasis on project management, grant management and administration, preferred.
- 4-6 years of experience in public health and/or international development fields required.
- Familiarity with federal regulations on the administration of grants and cooperative agreements strongly preferred. Federal contract experience and knowledge of the Federal Acquisition Regulation (FAR) is a plus.
- Fluency in English required. Advanced Spanish professional proficiency (writing/speaking) required.
- Experience with agreement and contract review, negotiation and administration.
- Familiarity with financial management principles required (i.e. budget preparation and execution, analyzing financial data, tracking projections to actuals, etc.).
- Strong computer skills including Microsoft Outlook, word processing (Microsoft Word), spreadsheets (intermediate level Excel required), and presentations (PowerPoint) required; familiarity with database programs (such as Salesforce and SharePoint) a plus.
- Excellent communication skills including writing, verbal and interpersonal relations, and cross-cultural communication required.
- International overseas development experience preferred.
- Ability and willingness to work in a fast-paced, deadline-oriented environment.
- A passion for the mission and values of PCI. Job Location San Diego, California, United States Position Type Full-Time/Regular