USAID RevGro project – Оperations Manager

ACTIVITY BACKGROUND

The USAID/Ukraine Revenue and Expenditure Governance Reforms Operationalized (RevGRO) Activity, implemented by DAI Global LLC, will promote fiscal resilience, transparency, and accountability by enhancing state revenue generation and financial management in Ukraine. This will be achieved through the Activity’s three objectives: Increased national revenue through support to tax and customs policy, administration, and institutional reforms; Strengthening public investment management, expenditure management, and audit in line with international standards; and enhancing civic oversight and private sector engagement and fiscal policy.

POSITION PURPOSE

The Operations Manager will provide operational and administrative management of RevGRO in the following areas: operations and administrative support to the project team, procurement and subcontracts, overall contractual compliance and client management support, office management, and travel/security logistics. In coordination with RevGRO’s Director of Finance and Operations, the Operations Manager will play a pivotal role in overseeing financial and operational management and ensuring compliance to project’s Field Operations Manual (FOM), USAID regulations, contract requirements and limitations, as well as relevant local laws, requirements, and practices in support of technical project management requirements as they arise. S/he supervises the operations staff and oversees vehicle fleet, project office and project assets.

KEY DUTIES AND RESPONSIBILITIES

• Responsible for gaining comprehensive knowledge of project’s Field Operations Manual (FOM) and incorporates policies, procedures and practices in the support of daily administrative operations of the project, including facilities, logistics, record and file management.
• Supervises the duties of the Operations Officer, IT Officer, and Driver(s).
• Responsible for providing training to project operations staff on operational procedures and documentation requirements.
• Ensures that administrative records are well-organized, maintained and updated.
• Ensures project staff are properly trained in project data management systems, and that staff actively incorporate the data management system (TAMIS) into daily project activities.
• Act as primary point of contact for operational project needs in Kyiv, including the management of office-related tasks, scheduling/invites, technology resources and troubleshooting, managing videoconferencing, reserving rooms, procuring devices and software, ordering office supplies, conducting inventory audits, updating project org charts and contact lists (as needed by RevGRO Ops/HR team), and maintaining project calendars (travel, reporting, evaluation panels, etc.); Provide administrative assistance to technical activities by reviewing invoices and expense reports, reconciling P-Card statements, supporting operational procurements, answering operational or procedure-related questions, coordinating meeting and event logistics, coordinating travel and security logistics, and supporting the start-up and closedown process.
• Supervises maintenance and management of petty cash account.
• Manages the procurement of operational goods and services and prepares related schedules and trackers as needed.
• Monitors and reports on operational vendor payment schedules and obligations.
• Follows-up on recurrent payment related to operational procurement, collecting and verifying related invoices against issued purchase records.
• Manages the screening and vetting modules on TAMIS and maintains the appropriate records.
• Supervises project logistics, vehicle fleet management and manages the related module on TAMIS.
• Maintains relationships with the landlord, office building management, and vendors or suppliers who provide administrative and/or operational project support.
• Coordinates local processes and residential paperwork for project expats.
• Coordinates travel/logistics arrangements and maintains project travel schedule.
• Manages project assets/inventory, ensures project property are properly branded, tracked and documented, and coordinates related reconciliations with the finance unit.
• Supports staff, subcontractors and other project guests visiting the project office.
• Coordinates project needs with local legal counsel.
• Coordinates the scheduling and preparation of materials for meetings, conferences, workshops, and training sessions as required.
• Responsible for coordinating transmission and receipt of items that may require customs clearance and other regulatory offices.
• Other duties as assigned.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, or other related fields; advanced degree in the above listed areas highly preferred.
• 8-9 years of relevant working experience in operations, office administration, logistics, or other related field, preferably on a donor-funded project.
• Computer literacy and demonstrated proficiency with Microsoft Office programs.
• Demonstrated communications, writing, and presentation skills.
• Strong teamwork skills as well as effective cross-cultural interpersonal skills.
• Fluency in Ukrainian and English.

Application Link: https://fs23.formsite.com/OLJTgx/nqcfsmwxl6/index

Application Instructions: Select the position in which you are interested in applying for, fill out the required information and upload CV. Applicants are encouraged to apply as soon as possible as interviews will be conducted on a rolling basis. Please note, due to the volume of applications that we receive and the urgency to fill-up positions only shortlisted applicants will receive notifications on next steps.

About DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.