JOB AT Chemonics Soma Umenye LLC : Deputy Chief of Party (DCOP)/ Operations : ( Deadline : 06 May 2019 )
Title: Deputy Chief of Party (DCOP)/ Operations
Project: Rwanda Soma Umenye
Project Summary
Soma Umenye will work to improve reading outcomes in Kinyarwanda for at least 1 million children in public and government-aided schools in Rwanda by the end of Grade 3. Specifically, Soma Umenye will target all children in Grades 1-3 attending public and government-aided schools nationwide and ensure that at least 70 percent of students are able to read grade-level text with fluency and comprehension by the end of Grade 3.
Project Goals
Soma Umenye aims to achieve the following two goals:
To improve reading outcomes in Kinyarwanda for at least 1 million children (unique direct beneficiaries) in public and government-aided schools in Rwanda by the end of P3; and
To ensure that at least 70 percent of P1-P3 students are able to read grade-level text with fluency and comprehension.
To achieve the above goals, it requires close collaboration with all education stakeholders under the technical leadership of MINEDUC and the Rwanda Education Board (REB).
Principal Duties and Responsibilities
The DCOP/ Operations will contribute to the execution of the overall project strategy by actively providing direct supervision to operations, procurement, and finance teams to ensure timeliness and quality of implementation and contract management; participating in, and/or facilitating work plan development and implementation processes and strategic project reviews, and proactively coordinating with the technical program team to ensure the provision of seamless technical support and highest quality internal/external reporting.
Technical and Operational Leadership
Work with the COP, EGR Technical Director, MEL Director, DCOP-Field Implementation, and Communications Director to promote a coherent and strategic vision for the implementation of the project with buy-in from USAID and key counterparts and stakeholders.
Lead regular project reporting to USAID, including preparation of any requested weekly or monthly reporting as well as contractually mandated quarterly reporting.
Serve as primary liaison to USAID for all operational, financial, and contract management matters, including coordination of regular meetings to discuss approvals, financial management, procurement progress, etc.
Respond to GOR counterpart requests, coordinating with other implementing partners and USAID, as necessary.
Facilitate project work planning and budgeting and assist with the proper staffing and resources to reach achievable component indicators and targets.
Coordinate with the COP, EGR Technical Director, MEL Director, DCOP-Field Implementation, and USAID regarding technical matters, including allocation of resources and any other programmatic issues that may arise in the course of implementation.
Facilitate close collaboration between all field staff to develop project activities that support the project’s goals and objectives as set forth in the contract with USAID and approved annual work plans.
Review draft scopes of work for individual consultants drafted by the technical team or partner organizations, ensuring they are in our template and ready for submission to USAID. Submit approval requests (including reviewed scopes of work).
Ensure consultants complete their assignments and submit deliverables in a timely manner.
Administrative and Financial Management
Plan and track financial and administrative activities with the home and field offices to evaluate implementation needs. Monitor project financial performance against workplan and life-of-project budgets.
Maintain and oversee procurement actions as well as project calendar of procurement actions (for goods and services) including managing lead times for delivery of large procurements.
Ensure compliance with existing administrative/office procedures and update the project’s procedures manual as necessary.
Participate in weekly updates with the home-office project management unit (PMU) and provide information for monthly budget meetings for the corporate budget update. Coordinate the annual corporate budgeting process in the field office. Oversee the operations and finance team’s review and action regarding FCR findings and oversees FCR consultants during field reviews.
Support capacity building of operational staff, including coaching senior operations management leads in rolling out team capacity building plans.
Review office and residential lease agreements, if needed, equipment and service contracts, maintain good relationships with outside vendors; review local subcontracts and ensure full compliance with USAID and Chemonics’ procurement requirements.
Supervise the maintenance of office administrative systems, including personnel records, filing systems, and approval files.
Ensure the project’s accounting, procurement, and reporting system (monthly, annual, and other) are consistent with Chemonics policies and best practices, are satisfactory to USAID, and are in compliance with the contract and applicable government regulations. Periodically review field office procedures related to finance, procurement, human resources, and operations to ensure systems are efficient and effective. Make improvements as needed.
Review and update standards and procedures to ensure that the compliance programs throughout the project are effective and efficient in preventing, detecting, identifying, and correcting noncompliance with applicable rules and regulations;
Ensure Chemonics’ compliance with local labor laws and practices.
Serve as primary focal point for all business conduct matters, including responding to concerns raised and leading investigations into potential misconduct.
Oversee project human resources management, including the recruitment, hiring, orientation, training, and termination (as necessary) of personnel required for the execution of project activities. Ensure compliance with local legislation in all activities related to the hiring and management of personnel.
Coordinate the annual performance evaluation process for all project employees, if needed.
Ensure trainings and events have proper logistical support including compliant marking and branding in coordination with the communications team.
Other Responsibilities
Serve as Acting COP, as needed.
Perform any other reasonable duties as assigned by the COP or his designee.
Respect and abide by all the internal regulations of the Chemonics representative office, as expressed in the Chemonics field office policy manual.
Job Qualifications
Masters or advanced degree in a relevant field preferred
At least 10 years of experience in operations and finance with at least 5 years of experience working in or supporting projects in Africa preferred
Experience on a USAID-funded project with large-scale procurement required, preferably in education
Demonstrated knowledge of USG/USAID regulations, policies and compliance requirements related to international assistance programs, and Chemonics rules, procedures, policies, and systems. Extensive knowledge of applying the USG regulations to include FAM, FAR, DSSR, FTR, ADS, and AIDAR, during implementation.
Demonstrated ability to effectively manage all aspects of operations within challenging work environments with strong organizational and prioritization skills
Demonstrated ability to create and maintain effective working relations with the U.S. and host-country senior government personnel, donor partners, U.S. and local vendors, and the NGO/private sector
Proven success working in a team environment with the program and technical staff
Proven ability to supervise, mentor, and support Rwandan and expatriate staff
Strong computer spreadsheet/word processing skills including advanced budgeting skills
Excellent interpersonal and communications skills in English, both verbal and written
Location of Assignment: The location of assignment is Kigali, Rwanda with intermittent travel throughout the country.
Duration of Assignment: Long-term.
Supervision: The DCOP/Operations is supervised by the Chief of Party.
Expected Salary: Commensurate with salary history and experience.
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