Operations Officer, Africa
*This position can be based in either San Diego, CA or Washington, DC
PCI is a non-profit health and humanitarian aid organization dedicated to preventing disease, improving community health, and promoting sustainable development. At PCI, our work is fueled by the belief that we can break the cycle of poverty and poor health by addressing the root causes of disease, malnutrition, and economic insecurity. Gender inequality is a cross-cutting issue among all technical areas so women’s and girls’ empowerment is a common thread stitched through the fabric of our work.
Job Summary: The primary responsibility of the Operations Officer is the management of the day-to-day operational needs of PCI’s country programs in Africa. 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.
Here are a few links that showcase the countries you would work closely with in this role:
Key Duties & Responsibilities:
1) Resource Development
- Leads the development and submission of the cost application section of proposals, 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.
2) Agreement Review and Negotiation
- Leads the review and negotiation of 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 sub-awards and ensures compliance with PCI’s Sub-Award Management Manual (SAM) policies and procedures. Provides guidance to the field on the implementation of the SAM.
- 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.
- Maintains growing knowledge of PCI’s Accounting Policies and Procedures and ensures that financial policies are followed.
- Ensures field counterparts comply with all internal policies and procedures, including the Approval Matrix, Program Development and Management Manual, as well as organizational procurement guidelines. Supports the development and implementation of grant compliances systems and procedures for country programs.
- Develops and implements systems and tools to provide sound management control over donor rules and regulations.
- Monitors, analyzes, and guides field staff on cost-share contributions, including GAAP in-kind, to meet donor requirements and organizational objectives.
- Leads trainings on internal and external policies, rules and regulations for field counterparts.
4) Financial Management
- Provides quarterly financial review of key grants within region to ensure awards are financially sound and staying within the approved limits as dictated by the agreement, budget and applicable donor rules and regulations. Leads the review of the quarterly budget projection and forecasting process to ensure the best projections possible, including reviewing and analyzing financial reports, budgets and grant agreements/modifications.
- Helps assure correct accounting within assigned programs. Analyzes monthly expenditures and determines which items require follow up 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.
- Coordinates with sub-grantees to review their financial reports and provide technical assistance where needed. Coordinates, tracks and follows up disbursements to sub-grantees and local partners. Ensure that all sub-grant agreements are properly filed and maintains centralized filing for sub-grants.
- Responsible for budget tracking, including but not limited to: analyzing grant expenditures on a monthly basis and reporting variances; monitoring budget line variances and ensuring they are within allowed limits; reviewing transactions for correctness and appropriateness.
5) Field Support
- Coordinates, tracks and follows up on communication between field office and international office staff, setting priorities and tracking completion of tasks.
- Coordinates with field staff and technical staff to ensure high-quality technical support required for assigned programs.
- Provides training to field staff on compliance, operational and financial topics.
- Supports program start-up and close-out, as well as other field and program transitions, as required.
6) Strategic Initiatives
- 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.
- Bachelor’s degree required (in public health, international development, economics, public administration, finance or other related field). Advanced degree in public health and/or development, with an emphasis on project management, grant management and administration, preferred.
- Fluency in English required.
- 3-5 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.
- 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 in Africa preferred.
- Ability and willingness to work in a fast-paced, deadline-oriented environment.
- Ability and willingness to travel internationally approximately 20-30% of time.
- A passion for the mission and values of PCI.
- An eye for detail and willingness to actively engage in internal discourse
- Uplifting spirit
- Creative and innovative
- Ability to work as part of a team
- Ability and interest in working with a wide variety of cultures and perspectives