Background
RESPOND is the largest of four USAID-coordinated projects designed to identify and minimize the impact of newly emergent diseases of animal origin that threaten human health. The project works at the interface of animal, wildlife, and the human interactions integrating a One Health approach to outbreak response, surveillance, and reporting. RESPOND focuses entirely on capacity building through training, twinning, and building the skills and knowledge of stakeholders to effectively mount an outbreak investigation. DAI and its partners, (Tufts University, the University of Minnesota, Training Resources Group (TRG) Inc, and Ecology and Environment (E&E) Inc.) will build capacity of national animal and public health institutions through five designated “hot spot” regions in Asia, Africa, and Latin America. The RESPOND project is headquartered in Bethesda, MD with regional offices in the Democratic Republic of Congo, Uganda, and Thailand with additional regional offices to open in future years.
PURPOSE: The RESPOND Director of Administration for the East Congo Basin regional office is responsible for overseeing and supervising all accounting, payroll, human resources, project logistics, and facility functions for the regional office. S/he will also ensure compliance with agreement requirements, DAI procedures, and USAID regulations.
Duties & Responsibilities
Finance and Administration
• Maintain efficient systems for the payment of all bills, reviewing and processing invoices, payments, and staff reimbursements in manner consistent with DAI policies and procedures.
• Prepare the office’s annual operations budget and carry out a monthly operations budget review.
• Ensure that all RESPOND accounting procedures are compliant with local laws as well as DAI and USAID regulations.
• Manage vendor relationships and coordinate purchase orders.
• Track field costs to ensure that the field office costs run in alignment to budget.
• Oversee and approve the weekly request of funds.
• Review vouchers twice monthly before FER upload.
• Serve as Project Accountant during periods of absence.
• Manage and arrange project travel logistics
• Prepare the office’s annual operations budget and carry out a monthly operations budget review.
• Ensure that all RESPOND accounting procedures are compliant with local laws as well as DAI and USAID regulations.
• Manage vendor relationships and coordinate purchase orders.
• Track field costs to ensure that the field office costs run in alignment to budget.
• Oversee and approve the weekly request of funds.
• Review vouchers twice monthly before FER upload.
• Serve as Project Accountant during periods of absence.
• Manage and arrange project travel logistics
Human Resources
• Assist staff in their recruitment needs.
• Provide new employee orientations.
• Collect required documentation and maintain complete and current Master Files for each employee.
• Handle employee complaints and conflicts.
• Ensure that Personnel Policies and Procedures are followed by all employees.
• Track leave for all employees.
• Update field operations manuals and assure access to all office employees.
Payroll
• Oversee payroll procedures: make sure timesheets are available, completed correctly and submitted on time.
• Register all employees with appropriate government agencies and ensure that proper income taxes and social charges are withheld.
• Assist staff in their recruitment needs.
• Provide new employee orientations.
• Collect required documentation and maintain complete and current Master Files for each employee.
• Handle employee complaints and conflicts.
• Ensure that Personnel Policies and Procedures are followed by all employees.
• Track leave for all employees.
• Update field operations manuals and assure access to all office employees.
Payroll
• Oversee payroll procedures: make sure timesheets are available, completed correctly and submitted on time.
• Register all employees with appropriate government agencies and ensure that proper income taxes and social charges are withheld.
Legal
• Ensure proper planning, procurement, and distribution of any project products in accordance with donor regulations.
• Ensure compliance for the issuance of consulting service agreements, work orders, and purchase orders
• Serve as primary liaison with National Social Security Fund and the Ugandan Revenue Authority.
• Ensure compliance for the issuance of consulting service agreements, work orders, and purchase orders
• Serve as primary liaison with National Social Security Fund and the Ugandan Revenue Authority.
Leadership
• Ensure knowledge of and adherence to all relevant DAI organizational policies.
• Develop, implement, and maintain office systems in accordance with DAI policies and procedures, donor requirements, and government requirements.
• Other tasks as assigned.
• Ensure knowledge of and adherence to all relevant DAI organizational policies.
• Develop, implement, and maintain office systems in accordance with DAI policies and procedures, donor requirements, and government requirements.
• Other tasks as assigned.
The Director of Administration reports to the Deputy Regional Director.
Qualifications
• Minimum 10 years working experience in administration, logistics and management
• Experience working on USAID programs preferred
• Bachelors degree in related field of study
• Ability to work in a fast-paced environment
• Team member with strong communications skills
• Fluent in Microsoft Office (Word, Excel, PowerPoint)
• Minimum 10 years working experience in administration, logistics and management
• Experience working on USAID programs preferred
• Bachelors degree in related field of study
• Ability to work in a fast-paced environment
• Team member with strong communications skills
• Fluent in Microsoft Office (Word, Excel, PowerPoint)
How to Apply
Interested candidates should submit a cover letter and resume to the RESPOND Administrator: Olive Nabuzale at [email protected] by June 22, 2012.