POSITION SUMMARY: The Director, Administration and Operations is responsible for
planning, directing, coordinating, and supervising all administrative and operational functions
and activities across all departments and geographies at the American International Health
Alliance (AIHA). Reporting directly to the President & CEO, this position is responsible for
directing organization-wide collaboration on projects, processes, and systems across departments
both at HQ and in the field to ensure that AIHA operations worldwide are efficient, effective, in
compliance with organizational policies, donor regulations and local laws. In close coordination
with the Director of Finance, the Director of Administration & Operations will also seek
opportunities for continuous improvement as related to both HQ and field financial issues.
Further, the incumbent will strive to promote teamwork, collaboration, and the implementation
of best practices across all departments.
ESSENTIAL ROLES AND RESPONSIBILITIES:
Operations
• Develop and execute appropriate operations management systems that reflect compliance
with local laws, donor policies, organizational policies, and standard operating procedures.
• Ensure that all AIHA operational functions (contracts, procurement, administration, fixed
asset management, human resources, IT, records keeping, facilities management,
travel/logistics, compliance/legal, and audit) provide effective, timely, cost-effective, and
high‐quality support to all AIHA programs, are in compliance with all local laws, with
adequate internal controls and adherence to contract/award regulations, AIHA policies and
standard operating procedures.
• Work closely with the Director of Finance in developing and managing AIHA’s indirect
budget as well as the administrative and operational elements of country and project budgets
and monitor costs against budget.
• Monitor foreseeable security risks and working with the Senior Leadership Team both at HQ
and in the field offices, maintain emergency and security plans, including emergency
preparedness and strategies for maintaining operations.
• Oversee and monitor AIHA’s corporate insurances to ensure proper coverage based on
AIHA’s operations.
• Coordinate and collaborate with department heads and program staff to achieve resolution of
pending operations issues, questions and field office support requests.
• Communicate with all AIHA departments (Finance/Accounting, programs, communications,
business development), as needed to ensure proper consultation and notification of important
information and issues.
• Work with the Senior Leadership Team to develop and monitor organizational goals, and
share benchmarking and best practices across departments that tie into AIHA’s strategic plan
and annual budget. Advise Senior Management Team on team and leadership effectiveness.
• Oversee and coordinate legal activities including office registration overseas, corporate
letters of agreement, various insurance, contracts, leases, and other legal documents and
agreements. Serve as the principal liaison with legal counsel in the US and overseas to handle
legal-related issues.
• Promote a culture of high performance, high ethics and continuous improvement.
• Maintain a high degree of tact and confidentiality.
• Provide a full range of services in support of the President & CEO to assist in the effective
management of the office of the President. Assist with interdepartmental functioning and
coordination. Act in the President’s place as requested at meetings, conferences and other
events, and in the CEO’s absence.
Compliance and risk management
• Ensure that AIHA has strong internal control systems and segregation of duties in place and
that AIHA’s code of conduct and Zero Tolerance policies are practiced by all staff.
• Ensure that systems are in place to ensure that operations are managed and staff act in full
compliance with laws, comply with the terms and conditions of contract/award and donor
requirements and comply with internal policies and standard operating procedures.
• Lead the Senior Leadership Team in conducting thorough operational risk assessments both
at HQ and in the field offices.
• Coordinate execution of financial reviews or audits, and ensure timely follow up to review or
audit conclusions and recommendations in close collaboration with the Director of Finance
and President and CEO.
Human Resources/People Management
• Directly supervise the Operations and Administrative staff at the Headquarters office and be
accountable for their performance management.
• Direct the Human Resources function of the organization including, but not limited to
employee policy handbook, performance management process, policy and procedure
development and implementation of same, benefits administration, payroll, recruitment and
retention, and new employee orientation program.
• Work with the President and CEO and the HR Manager to oversee, manage and monitor all
business and employment benefits plans including vendor management, negotiation and
renewals processes.
• Work with the Senior Leadership Team to assess staff capacity and determine needs for staff
capacity building and development to improve the efficiency and effectiveness of AIHA’s
operational processes and systems.
Procurement, purchasing and contract management
• Oversee and manage the procurement functions at AIHA HQ in accordance with
organizational policies, donor regulations and best practices.
• Determine local consultant rates in determined in accordance with donor regulations and best
practice.
• Ensure strong internal controls are implemented for procurement and contractual actions,
including sub-award management. Monitor procurement transactions completed by AIHA
staff.
• Work with country offices and program staff to ensure proper procurement and contractual
oversight and control.
• Review, develop and/or improve SOPS, policies, tools and contractual templates for
procurement and contracts management as needed.
Facilities and office services
• Manage the Washington, DC office including lease negotiations and property insurance,
where required.
• Manage general office services, including cleaning and maintenance.
• Oversee relationships and contracts with vendors that include equipment rentals,
maintenance, facilities, landlord, etc. Revisit and renegotiate for improved services and cost
savings as needed.
• Manage Information Services.
• Oversee property and asset management, including maintaining inventories and asset
registers.
Travel and logistics services
• Manage and direct travel policies and procedures to ensure compliance and smooth and
effective operations.
• Ensure all travel invoices, credit card payments, etc. are reconciled in a timely and accurate
manner as per AIHA policy.
• Work with program staff to manage and monitor lodging, transportation, per diem and
associated payments, including those related to participant training, study tours, in-country
events and workshops.
Other duties as assigned.
SKILLS AND QUALIFICATIONS:
a) Professional Experience and Academic Background
• Bachelor’s degree required plus a minimum of six (6) years organizational and operational
experience, including managing the functions and operational departments listed under
Essential Duties.
• Minimum three (3) years of experience in an administrative management position with a
Non-Government Organization (NGO) preferably in international development or health.
• Minimum two (2) years working with staff located in developing countries, with a preference
for having lived and/or worked in a developing country for a six month period or more.
• Prior work with international development organizations receiving donor funding, in
particular US Government contracts and grants.
• Bachelor’s degree in business, int’l development or related field; Master’s degree preferred.
• Demonstrated leadership in improving operational efficiencies, saving and cutting costs.
• Proven Track record in vendor selection, analysis, benchmarking, and negotiation.
• Knowledge of and preference for having worked in or previously overseen Human Resources
Management, IT, Contracts and Procurement.
• Financial and budgeting acumen.
• Proficiency in Microsoft Office functions.
• Preferred: Previous experience working with the head of an organization in a liaison capacity
with its Board of Directors.
b) “Soft” Skills
• Excellent verbal, written, listening communications skills.
• Demonstrated leadership and organizational skills with the ability to prioritize and multi-task
in a fast paced, multi-cultural environment.
• Cultural sensitivity working with people and institutions in the developing world.
• Ability to see big picture and realize organization-wide mission, goals and strategy.
• Proven ability to think and lead strategically, plan effectively, set priorities, meet deadlines,
and make decisions while paying attention to detail and quality.
• Flexible and dynamic with the ability to deal with difficult, often ambiguous and challenging
situations and creatively solve problems.
• Ability to understand and interpret policies and procedures and apply them with consistency.
• Track record of fostering a team approach and leading by doing, as well as training, serving
as a mentor, and empowering staff.
• Proactive and strategic, and a creative forward-thinker.
• Entrepreneurial and prudent risk-taker who considers out of the box solutions, is willing to
question traditional ways of operating, and suggests well thought out, articulated solutions.
• Ability to help lead change management.
• Ability to build strong professional relationships by demonstrating exceptional interpersonal
skills, sound professional judgment, and high levels of integrity and accountability.
• High ethical and professional standards.
• Ability to work with little or no supervision while making judgement calls under pressure.
c) Other
• Regular attendance required.
• Ability to travel independently overseas.
ADA SPECIFICATIONS:
Physical Demands:
Employees with disabilities must meet qualification standards that are job-related and consistent
with business necessity and must be able to perform the essential functions of the position, with
or without reasonable accommodation.
DISCLAIMER:
• Nothing in this job description restricts management’s right to assign or reassign duties and
responsibilities to this job at any time.
• This job description is subject to change at any time depending on the needs of the
organization.
COMPENSATION PACKAGE: The organization will compensate the successful candidate at
a level that is consistent with the area’s leading non-profit organizations and commensurate with
the candidate’s experience and skills. AIHA’s excellent benefits package, which includes
medical, dental, disability coverage, contributions to a retirement and profit sharing plan, sick
and holiday leave, are nationally competitive.
Qualified candidates, please submit your cover letter, resume, and salary expectations to HR@AIHA.com. Include the job title in the subject line of your email.
