ThaiNGO

Position/Title:             Operations and Procurement Manager

Project – USAID Wildlife Asia

The USAID Wildlife Asia Activity seeks to significantly reduce wildlife crime in Southeast Asia and China by employing a comprehensive regional cooperation approach. Specifically Wildlife Asia will (i) Reduce consumer demand for wildlife and wildlife products in target areas; (ii) Strengthen regional law enformedment capacity and coordination; (iii) Increase commitment to addressing counter wildlife trafficking (CWT); and, (iv) Support the USAID Regional Development Mission for Asia’s (RDMA’s) regional coordination of CWT stakeholders and efforts to strengthen the US Government (USG) interagency CWT initiatives. The USAID Wildlife Asia Activity’s geographic scope includes all ASEAN countries, with a focus on the Lower Mekong (Thailand, Laos, Vietnam, and Cambodia) and China.

Role

The Operations and Procurement Manager will be responsible for all aspects of Human Resources, Administration, Procurement, Logistics, Travel, and Financial Accounting. The Operations and Procurement Manager will be expected to supervise the finance specialist and the administrative support specialist in all areas of logistics and operations for field-based activities.

Responsibilities

The Operations and Procurement Manager shall be responsible for carrying out the following activities:

 Office Administration

• Originate and/or analyze procurement requests for supplies, furniture, equipment, training, events, and services as requested (i.e., obtain quotations, prepare purchase orders, make payments, and prepare justifications of expenditures).
• Ensures that the procurement process is systematic, transparent, and compliant with USAID regulations IRG procurement processes; ensures timely processing of purchase requests.
• Maintain and account for an inventory of project assets each quarter, ensuring that all assets are properly assigned inventory numbers and/or tags to minimize misuse and losses to all inventory items.
• Oversee maintenance of office equipment such as photocopiers and scanners and ensure repairs are made in a timely fashion. Oversees the cleaning, maintenance, and repair of all facilities including electricity supply, water and plumbing.
• Oversee and maintain all administrative systems for the project, including information resources, general filing, electronic filing, contracts and leases, travel, IT, subscriptions, insurances, etc.
• Support events, conferences, and workshops with administration and logistics needs including arranging refreshments and venues, maintaining meeting calendar, taking notes during meetings and events, and distributing minutes to attendees as needed.
• Monitor office lease, utility and service contracts, and other contracts related to office management, and ensure compliance with IRG and USAID regulations.
• Maintain a proper and user friendly filing and document control system for human resources and procurement files.
• Oversee all Human Resources functions including, hiring, onboarding, employment agreement preparations, HR file management, performance appraisals (as requested), and exit procedures. Ensures the proper implementation of project and IRG personnel policies and procedures.
• Other administrative tasks as assigned by the Chief of Party.

 Travel & Logistics

• Manage the arrangement of travel and accommodations for staff and visiting consultants in accordance with USAID and IRG policies and procedures, including booking hotels, ground transportation, and/or air travel.
• Negotiate competitive rates with hotels and lodges in/around project sites and the project office.

 Financial Management

• Oversee all project budgeting, cash management, and accounting and ensure robust financial and management and suggest and implement improvements to improve financial management systems.
• Ensure the proper internal controls by providing training on the internal control system to the accounting and procurement staff by assisting in defining roles and responsibilities for staff, and establishing an approval system for payment and non-payment accounting transactions
• Process and monitor VAT refund requests, working in close collaboration with the USAID EXO.
• Ensure proper segregation of duties across the financial and procurement management systems.
• Oversee petty cash management.
• Serve as the principal field office point of contact to coordinate with the Home Office Project Control Analysts, Project Manager, and Project Associate on all financial matters.
• Ensure the timely submission of accounting reports, including trial balance, ledger details, P&L statements, accruals, etc.
• Oversee cash flow management and preparation of Field Office wire transfer requests.
• Assist the Chief of Party in liaising with the project bank(s), managing all USD and local currency bank balances, adding and removing signatories.
• Provide pertinent back-up documentation in response to any internal or external audit request.
• Ensure financial vouchers are properly booked in accounting software.
• Create and maintain financial filing system.
• Assist the technical team in interpreting financial information, including preparation and review of budgets, biodata forms.
• Maintain integrity of financial information and accounting records.

General

• Participate in management meetings and provide updates on office operations.
• Debrief the Chief of Party and other Technical Team Leaders on any updates to project operations.
• Directly supervise the Finance Specialist and Administrative Support Specialist.

Reporting

The Operations Manager will report to the Chief of Party (COP).

Qualifications

• Minimum 8 years of progressive experience in field office operations and financial management with at least 5 years work experience related to international development. USAID contracts experience preferred.
• A minimum of 3 years of supervisory experience.
• Knowledge and skills in USAID procurement management is a must.
• Proven ability to supervise, motivate and manage project support staff in a dynamic and growing work environment.
• Possesses knowledge and skills in USAID procurement management.
• Strong coordination experience with proven administrative, reporting, and representation skills. Excellent attention to detail.
• Demonstrated ability to produce results and show initiative.
• Proficient in Microsoft Office and QuickBooks software packages.
• South East Asia experience preferred.
• Master’s degree required in relevant field.
• Fluency in written and spoken English required. 

Qualified Thai nationals are encouraged to apply. IRG is an equal opportunity employer and women are encouraged to apply.

Interested candidates, please submit CV, letter of interest, and expected salary to the following address: alayne.potter@engilitycorp.com

Subject line: Wildlife Asia – Operations and Procurement Manager