Associate Director of Operations US Non-profit Careers – Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)

Organization: Elizabeth Glaser Pediatric AIDS
Foundation (EGPAF)
Duty Station: Mbarara, Uganda
Reports to: Deputy Country Director
About US:
The Elizabeth
Glaser Pediatric AIDS Foundation (EGPAF) seeks to end pediatric HIV/AIDS
through research, advocacy, and prevention and treatment programs. We are a
global leader in the fight against pediatric HIV and AIDS, working in 15 countries
and at 7,000 sites around the world to prevent the transmission of HIV to
children, and to help those already infected. Today, because of the highly
successful work of the Foundation and its partners over the last 25 years,
pediatric AIDS has been virtually eliminated in the United States and new
infections in children have declined by 58% worldwide. EGPAF Uganda Country
program is currently implementing a number of projects in partnership with
various donors.
Job Summary:  The
Associate Director of Operations will support the attainment of the
Foundation’s overall goal of the virtual elimination of paediatric HIV and
AIDS, this position effectively and efficiently oversees the implementation and
management of all operational systems and functions necessary for the
Foundation’s programmatic activities – namely compliance, accounting,  sub-award management, finance, information
technology,  administration, audit, field
operations, and affiliate transition and support in managing the overall
operations of the country program and supervising the operations staff, this
position coordinates all operational activities in a collaborative manner,
ensures proper and responsive communication regarding all operational matters,
and ensures that the Foundation’s operational standards are adhered to at all
times.
Key Duties and
Responsibilities: 
Communication/Field Operations
                    
Acts
as the primary point of contact for all operational matters in the country
office and ensures both that operational information from the field is properly
communicated to the Washington DC office and that operational information from
the Washington DC office is properly communicated to and understood by the
in-country team.
                    
Generates
and disseminates regular monthly and semi-annual reports on the status of
operational activities and plans and ensuring a smooth and responsive exchange
of operational information between the country office and the DC office,
implementing partners, donors, sub-awardees, and other stakeholders.
                    
Provides
operational support and oversight to all in-country sub-offices and seconded
staff.
                    
Ensures
in-country sub-offices are properly staffed with operational personnel and that
these personnel are properly trained and integrated with the country’s head
office operations team.
Accounting
                    
Ensures
that all uses of the Foundation’s funds are properly prepared, reviewed,
approved, and documented, in line with all appropriate policies, procedures,
authority levels, and local laws, and ensures that this information is properly
entered into the accounting system.
                    
Oversees
the month-end close and payroll processes, provides and analyzes accounting
data and reports, ensures all funds are properly safeguarded, oversees the
Foundation’s relationship with a local bank and ensures accuracy of the
information in the Foundation’s bank account, and manages the overall cash
needs and forecasts of the country program.
Sub-Award Management
                    
Manages
the process of establishing sub-agreements with partners, ensures these
partners have available funding per their agreements at all times, and ensures
the implementation of these agreements in line with all applicable policies,
procedures, and local laws.
                    
Oversees
the operational capacity building efforts of these partners and implements
systems to monitor the operational management and performance of these
partners.
                    
Ensures
all documentation regarding the management of these agreements is complete and
well-organized and liaises with the Washington DC office regarding all
applicable agreement matters – including the close-out of these agreements.
                    
Oversees
all processes for identifying appropriate goods and services to be purchased in
order to support the Foundation’s needs, manages these relationships with key
vendors and landlords, and ensures all procurement activities are properly
documented and all appropriate pre-approvals are obtained.
                    
Manages
an inventory system of all Foundation property and equipment, ensures vehicles
are properly maintained, processes tax exemptions as applicable, and facilitates
in-kind procurements on behalf of the Foundation’s sub awardees.
Finance
                    
Lead
budget development process and developing systems to ensure activities are
implemented in line with approved budgets, this position generates, analyzes,
and reviews financial reports and data, analyzes burn rates, and develops plans
to increase or decrease spending as needed
Information Technology
                    
Ensures
all appropriate IT equipment and infrastructure is in place, well-maintained,
safeguarded, and properly functioning with minimal downtime, and that staff are
properly trained on all IT-related systems, policies, and procedures.
Administration/Coordination/Collaboration
                    
Oversees
general maintenance, security, and use of the Foundation’s office premise(s),
equipment, and supplies and ensures that appropriate procedures are in place
for receiving visitors and external phone calls.
                    
Establishes
local workflows and approval processes and ensures that each operational staff
member understands how their role is aligned to their responsibilities and has
the necessary capacity and training to perform and grow in their position.  This position will also ensure that
appropriate staff-backups are in place within the Operations department and
serve as the Acting Country Director in the absence of the Country Director
and/or the Technical Director.
                    
In the
true spirit of collaboration and in close partnership with the Country
Director, in-country Senior Management, and taking into consideration each
department within the country program, this position engenders teamwork and a
collegial, supportive, and integrated approach in the operations department,
between the operations departments and other in-country departments, and
between the in-country operations department and US-based and Regional
operational counterparts.
Audit/Compliance
                    
Lead
in preparing for and facilitating the auditing activities of the Foundation’s
internal auditor, as well as any operational review on behalf of a donor,
external auditor, or in-country governmental organization.  If any material findings are found or
recommendations are made as a result of these activities, this position
proactively takes the lead in addressing these issues and resolving them in a
timely manner.
                    
Ensures
a “culture of compliance” is adopted by the country program in accordance to
all Donor, Foundation, and In-Country policies and procedures (including all
applicable local laws) by providing clear guidance to all staff, maintaining
up-to-date knowledge of all applicable rules and regulations, and developing
and monitoring systems to ensure all activities are implemented and documented
in accordance with these policies.
Affiliate Transition and Support
                    
Provides
on-going operational support to EGPAF Affiliates and operational staff of EGPAF
affiliates.



Qualifications,
Skills and Experience: 
                    
The
applicant for the EGPAF Associate Director of Operations job must hold a
Bachelor’s Degree; Master’s degree in Business Management, Operations or any
other relevant field
                    
MUST
be a full member of a professional body (CPA, ACCA, ETC)
                    
Six to
seven years of relevant experience in a senior operations management and
leadership role required including at least three years of experience in a
management capacity
                    
Manages
a team of several operations specialists, e.g. HR Manager, Finance Manager, IT
Manager, A&C Manager etc.  Mastery of
one of more of the relevant functional areas.
                    
Overall
in charge of operations functions in a mid-size country program (generally 100
-200staff), with 1 with more than 1 donors.
Knowledge, Skills and Abilities
                    
Manages
design, development, and review of unit specific initiatives
                    
Knowledge
of USG funding environment and experience working with other donors highly
desired.
How to Apply:
All suitably
qualified and interested candidates are encouraged to apply online at the link
below.
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