Job Title: Deputy Project Director, Administration
Job Ref: 17848
Employer: FHI 360
Job Location: Equatorial Guinea-Bata
Closing Date: 23/11/2016
 
Job Description:

About FHI 360:

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories. We are currently seeking qualified candidates for the position of: Deputy Project Director, Administration

Description:

The goal of the five-year Program for Educational Development of Equatorial Guinea (PRODEGE 2014-2019) is to strengthen the educational system of the country, concentrating on the quality of primary and junior secondary education. It is a five-year, $50 million initiative of HE Obiang Nguema Mbasogo, President of Equatorial Guinea, with the support of Mr. John Hess, CEO of Hess Corporation. The project is co-funded by the Government of Equatorial Guinea and the Hess Corporation. FHI 360 manages and implements the program as agreed to by the funders and in close coordination with the Ministry of Education. The program focuses on three main areas of intervention: 1) expand and strengthen the active learning methodology in pre-primary and primary schools and in in-service teacher training; 2) introduce the active learning methodology to junior secondary school directors and teachers through professional development activities; and 3) build the institutional capacity of the Ministry of Education to manage and sustain a quality education system.

 

Mid-way through the project, PRODEGE works with all 4,378 primary school teachers as well as 2,836 preschool teachers in the country. Activities are implemented in large workshops and at the district and school levels. PRODEGE is just launching a nation-wide two-year upgrading program for 1,500 preschool and primary school teachers who lack certification. The program with 137 public junior secondary schools is in its early stages. The PRODEGE staff has six international positions and 55 national positions; 43 staff members are in Bata and 12 in Malabo.

Job Summary / Responsibilities:

A member of the PRODEGE senior management team in Equatorial Guinea, the Deputy Project Director is responsible for the development and maintenance of a comprehensive operational strategy that facilitates and enhances effective and efficient project implementation. At the senior-most level, he/she oversees all operational and administrative functions including finance, procurement, human resources, security, facilities, logistics, and information technology. He/she will ensure compliance with donor policies and FHI 360 financial, contractual and administrative policies, regulations, and procedures. S/he will report to the Project Director and supervise the Finance and Operations Managers. S/he will conduct regular risk assessments and advise the PRODEGE senior management team on ways to minimize risk while maximizing operational efficiency. The Deputy Project Director will, at times, act as the Project Director in the absence of the Project Director.

Job Summary/Responsibilities

Strategic and Annual Planning

  • Support Project Director in the strategic program planning process to achieve maximum operational efficiency and cost effectiveness in program implementation
  • With the senior management team, develop feasible and affordable annual work plan and budget
  • Participate in and advise on decision making related to all operational, finance and administrative functions of program implementation

Project Implementation

  • With Project Director, ensure project execution based on seamless interface of technical, operational and financial components and their requirements
  • Ensure compliance with international standards throughout all aspects of program implementation
  • Provide leadership in the establishment and consistent use of project-wide activity calendars and planning and monitoring tools in order to enhance coordination of implementation
  • Ensure costed work plan is managed to keep project on budget and schedule
  • Take the lead in annual budget planning, audit reviews, and cost assessment
  • Support Operations and Finance Managers to achieve maximum performance of each sub-team
  • Ensure optimal management of work flow processes for procurement, contracting, distribution and payment

Finance Operations

  • Oversee all aspects of financial management, including financial systems implementation, budgeting, expenditure tracking, and financial reporting and accounting
  • Ensure development and implementation of a functional system to manage travel and activity advances for staff and the payment of per diems to trainees according to FHI 360 standards
  • Ensure management of funds to maximize operational effectiveness while minimizing risk, and ensure that an adequate control structure is in place over program funds to assure compliance
  • Lead financial analysis related to forecasting, cost reduction, and operational performance
  • Provide leadership that ensures confidential financial and payroll data is managed appropriately

Human Resources

  • With the Project Director, develop a human resources strategy to support implementation of PRODEGE in the remaining life of the project
  • Supervise human resources officer to ensure efficiency and compliance in recruitment, induction and insertion of new employees and consultants
  • Lead annual cycle for staff performance management and support managers in providing effective supervision and mentoring of employees
  • Ensure fair and impartial system is followed for handling staff grievances
  • Develop system and tools for managing employee compensatory time earned as a result of overtime worked in the field
  • With senior management team, design comprehensive staff professional development program and support managers in its implementation

Information Technology

  • Provide overall leadership to ensure efficiency and compliance in all aspects of the IT system established for PRODEGE
  • Develop protocols for file management and ensure protocols are strictly followed across the project
  • Oversee the maintenance of strict security protection for FHI 360 IT systems and equipment, including the use of log-in names and passwords
  • Ensure appropriate training is delivered to upgrade staff capacity to make optimal use of information technology for efficient program implementation

General Operations and Administration

  • Oversee administrative operations to ensure efficient use of office facilities and resources
  • Execute regular assessments of office needs both in Bata and Malabo and recommend best practices to meet them
  • Provide support to Operations Manager in implementing efficient systems for managing travel logistics
  • Manage reporting and investigation of all incidents related to security of operations and safety of staff and program participants

Qualifications:

  • Master’s degree (preferred) in educational administration, public/business administration, development management, and/or comparable relevant field experience in managing large international donor-funded projects and contracts
  • At least ten years’ relevant professional experience – at least eight years gained in developing countries; experience must demonstrate increasing responsibility at a senior level for the operational and financial management and implementation of development projects
  • At least five years of progressively more responsible supervisory work experience that involved direct management of professional and support staff, including the oversight and evaluation of staff performance and handling of staff grievances
  • Experience working in Africa and/or demonstrated understanding of the Equatorial Guinea context
  • Experience in supporting and overseeing the optimal use of information technology in development projects
  • Experience in strategic planning for project implementation and in management of related large-scale activities
  • Demonstrated knowledge of donor policies, regulations, and procedures as related to project implementation and program compliance and reporting
  • Strong writing and communication abilities essential
  • Fluency in Spanish and English required 

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

We offer competitive compensation and an outstanding benefit package. Please click here to visit FHI 360's Career Center for a list of all open positions.

FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is an equal employment and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.

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