Operations Specialist

Operations Specialist

USAID Further Advancing the Blue Revolution Initiative (FABRI) 

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS, avian influenza control, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments.

Further Advancing the Blue Revolution Initiative is USAID-funded water project operating in the Middle East and Africa under two separate geographical bureaus.  In the Middle East, the project is a tangible fulfillment of President Obama’s 2009 speech in Cairo to improve the quality of science and technology in the Middle East.  FABRI is launching and supporting the Middle East and North African Network of Water Centers of Excellence, a unique regional association of research and educational institutions partnering with governments, the private sector, and civil society organizations from Morocco to Oman.  In Africa, FABRI is working closely with two regional associations in Cote d’Ivoire and Nigeria to carry out programs to improve access to better drinking water and sanitation. 

The Operations Specialist will be a roughly three year full-time position, anticipated to start no later than April 1, 2012 and based in the DAI Home Office.  Reporting directly to the COP, the Operations Specialist will be responsible for overseeing the administration of the FABRI, ensuring USAID contract compliance, consistency with DAI policies and procedures, and supervision of other administrative staff, including project associates.  He/she will work closely with the E&E Business Manager, the project accountant, and other home office staff in carrying out the work. 

The position is critical to the smooth operation of a high profile project that has a complex web of subcontractor partners, regional entities, and varied contributors.  Those applying should be prepared to travel on occasion to both regions while supervising a strong and responsive administrative unit in the Home Office.

1. 1.      Responsibilities

Financial Management

• With the COP and Field Accountant, manage the development and maintenance of working project budgets and other expenditure projections for USAID and DAI/Bethesda, as needed and prepare cost projections for quarterly and annual corporate budgets.
• Work with the COP to review and analyze budget estimates for allowability, allocability, reasonableness and consistency
• Working with the COP to review actual versus projections, commitments and accruals, to track DAI project finances, and ensure appropriate spending within various cost categories, and make allocation for technical purposes and activities
• Follow DAI finance and accounting procedures such as the timely and accurate submission of bank reconciliations and financial backup materials
• On a monthly basis, work with COP  to review final invoice prepared by DAI/Bethesda and ensure expenses are correct
• Establish and maintain financial reporting records per record management policy and field manual.
• Conduct spot financial audit checks

Subcontracting

• Act as the lead administrative contact with all subcontractors
• Working with the COP, manage the subcontracting process for FABRI, ensuring the timely assembling and completion of subcontracts, independent consulting agreements, fixed price purchase orders and other mechanisms
• Manage activated subcontracts, ensuring compliance

Human Resources and Personnel Management and Administration

• Work with the COP to maintain all personnel policies to ensure compliance with local labor law, tax law, and USAID regulations, requiring, as necessary, consultations with Bethesda HR team, and local labor and tax lawyers
• Working with the COP  and Bethesda HR as necessary, respond to specific requests requiring adjudication in relation to personnel policy, including final payments, cash advances, leave without pay, and professional development
• Maintain field operations manual by entering new staff as applicable
• Track travel requests and approvals and coordinate logistics as necessary
•  Use DAI’s management information system to manage electronic data (including CVs, scopes of work, salary histories) for all individuals who work on the project, regardless of hiring mechanism, regardless of task.  Help prepare individual scopes of work for administrative personnel
• Use DAI’s management information system to track and manage level of effort expenditures and needs for the project
• Train other administrative staff in DAI’s management information system nd monitor their use

Procurement and Property and Facilities Management

• Manage the inventory recording for all USAID property 
• Oversee the compilation of annual inventory transaction reports and commodity inventory listings prior to submission to USAID for approval
• Advise in purchasing decisions for new equipment in compliance with contractual guidelines, AIDAR/FAR procedures, and DAI procedures, including review of bid comparison matrices.  Where necessary, coordinate with DAI/Bethesda, COTR, and CO on procurement from the United States and on source-origin waivers.
• Ensure compliance with property control policies by all offices
• Conduct spot inventory audit check
• Inform the COP of irregularities or issues

Technical Support

• Under the direction of the COP, help technical personnel design activities to make most effective use of financial resources.
• Any other tasks requested by the Chief of Party.

Qualifications

• Minimum Bachelor’s degree and three years administrative and finance experience on USAID or other international donor-funded technical assistance projects; prior management and supervisory experience preferred.
• Regional experience in the Middle East and/or Africa preferred.  
• Able to communicate effectively and function culturally with all levels of staff, vendors, and public;
• Must know USAID operations policies and procedures, FAR regulations, working knowledge of DAI operations policies and procedures preferred.
• Strong planning and organizational skills
• Highly sociable, team player, likes people, good communicator
• Skilled in Excel required