Nigeria: Senior Manager / Manager, Project Operations

Country: Nigeria, South Africa, United Arab Emirates, United Kingdom of Great Britain and Northern Ireland
Closing date: 14 Nov 2014

Job Description

Senior Manager / Manager, Project Operations

Based in Abuja, Pretoria, London or Dubai

Purpose of Position

To implement effective and efficient operational, financial and compliance activities to deliver high quality, cost effective Project(s).

Primary responsibilities:

Project Management (Operations)

· Facilitate and ensure high quality project start-up and closeout, and planning and managing of inputs from all required corporate services and service providers

· Establish project offices to include office infrastructure and operating standards

· Participate in the development and maintenance of project workplans

· Support the development and presentation of internal and external reporting (e.g., annual reviews, Internal Project Reviews, management reports, etc.) and ensure quality of input

· Support corporate registration in-country and ensure all legal and financial requirements are met for the entity and project

· Establish and update the project operations manual and ensure adherence to procedures; contribute to the development of policies, procedures, processes and training materials

· Serve as the primary liaison between corporate services and the project

· Undertake risk mitigation planning and escalate issues to corporate/project leadership, as required

· Serve as part of the corporate project management team responsible for the oversight of all field projects; matrixed oversight responsibilities for operational staff in the field

Head Contract and Client Relationship Management

· Monitor and maintain compliance with the head/prime contract

· Monitor overall progress against agreed targets, milestones, outputs and activities

· Develop, manage and/or contribute to any required contract amendments

· Liaise and/or respond to requests from the client; provide regular or ad hoc reports to the client

· Support project advocacy on behalf of the company and/or project with internal and external stakeholders

Financial Management

· Train field staff in operations related matters (e.g. purchasing, employment, records management, inventory management and compliance, etc.)

· Support in the development of financial management procedures that are compliant with the client’s guidelines and the company’s internal business processes; monitor projects to ensure compliance

· Work with the finance unit to establish the chart of accounts, ensuring their relevance for necessary reporting (e.g., M&E/Results Measurement and VFM reporting), as well as the client and the company’s reporting requirements

· Set-up project bank accounts with appropriate company and project signatories in coordination with Treasury

· Establish appropriate levels of delegated authority and manage process for higher-level approvals required from within the company

· Monitor resources, including staff and procurements, against project budget

· Manage financial / cash-flow planning across the project and approve and process monthly Funds Transfer Requests (FTRs); approve funding requests from the field

· Review cashbooks, and supporting documentation, monthly and ensure expenses are tracking to forecast, and support documentation is following corporate guidelines

· Serve as a coordination point for service providers and approve all work orders and invoices

· Develop/Review client invoices monthly and ensure accuracy

· Monitor, reconcile and report expense advances on a monthly basis

· Manage/approve (within authority) contract action requests (e.g. travel, personnel additions/changes, partner, grant, budget realignment, etc.)

· Plan and coordinate inputs from the company’s Risk, Security, and Internal Audit team

· Manage external audit process and ensure accurate record retention with the project

Human Resource Management and Recruitment

· Support the project team to develop an HR and recruitment plan, ensuring compliance with the company’s procedures (e.g., due diligence, testing, etc.)

· Coordinate input and support from the company’s HR and Recruitment teams

· Ensure Safety and Security procedures, including Workplace Health and Safety requirements, are in place, regularly updated and adhered to

· Maintain project data on relevant HR systems for short-term and long-term staff and consultants

· Lead in the mobilisation of all international staff (short-term and long-term) including contractual mechanism, travel management, payments and briefing scheduling

· Train field staff in operations related matters (e.g. purchasing, employment, records management, inventory management and compliance)

Procurement, Sub-Contractor and Grant Management

· Serve as a main point of contact with service providers and address contractual matters as required

· Support development of subcontractor / grant management procedures and project specific policies, compliant with both the company’s and the client’s policy and requirements

· Facilitate field office leases

· Monitor and ensure quality of field procurement; ensuring compliance with company anti-corruptions and due diligence processes

· Act as coordination point for service provider work orders and invoices

· Monitor and report on a monthly basis the status of partner budgets/invoicing and grants

§ Ensure asset management inventory and procedures are undertaken and conduct spot checks

Business Development / Other

§ Provide input and support business development of the company as required

§ Other duties as assigned

Reporting requirements

The role will have a matrixed reporting requirement to the Director, Project Operations and Project Director’s with the following reporting requirements:

· Attendance at all weekly and/or management team meetings

· Regular updates with your line manager

· Monthly submission of operations financials and forecasts

· A monthly update on the status of your KPI’s, as well as any other important and/or areas of concern

· Exception reports as and when required

· Inputs into the Business Unit’s quarterly reports as required

· Any other reporting request as requested by your line manager

Relationships

· The role will form part of the overall Project Leadership/Management team

· The role will be required to liaise closely with clients, technical area specialists, corporate services, professional service providers, and other stakeholders as required

Authority levels

· A high degree of autonomy on operations management with appropriate consultation where applicable

· The role will be required to analyse and make sound recommendations to your manager

· The role oversees the effective management of Project Operations Coordinators

· You will also be expected to contribute to process improvement through innovative and cost effective proposals/ideas/suggestions

Minimum education and experience required

· Bachelor’s degree; master’s degree (preferred)

· Total minimum of 7 years relevant work experience

· Minimum 3 years of DFID experience, including managing long and short term consultants, project start-up & closeout, achieving milestones and interpreting project plans. DFAT, USAID, or other donor clients project management experience in lieu of DFID experience.

· Experience managing large and complex projects with a high risk profile

· Minimum 2 years of people management experience, including setting clear performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching consultants/employees

· At least 2 years of experience in a developing country or similar environment; preference given to Nigeria living and/or working experience.

Key competencies and professional expertise required

· Formal Project Management training and expertise

· Excellent written and verbal communication skills

· Financial acumen and the ability to interpret and analyze financial reports

· Sound problem solving and decision making skills

· Strong management skills with ability mentor, coach, lead, develop and evaluate staff

· Willingness to travel and work abroad a minimum of eight weeks per year in developing countries and elsewhere

· Work autonomously and as a part of a team when required

To register your interest, please apply through our careers page at http://www.grminternational.com/jobs.

If you have any queries, please email Lorence Gratrix on Lorence.gratrix@grminternational.com.

How to apply:

To register your interest, please apply through our careers page at http://www.grminternational.com/jobs.

If you have any queries, please email Lorence Gratrix on Lorence.gratrix@grminternational.com.