The Procurement and Supply Management project will be the primary vehicle through which USAID will 1) procure and provide health commodities, 2) provide technical assistance to improve partner countries’ management of the supply chain, and 3) collaborate with key international stakeholders to support global health initiatives. The Haiti office will work under two of the project’s task orders (HIV/AIDS and Population and Reproductive Health) to provide commodities and supply chain technical assistance.

Position Purpose:

The Operations Manager will be responsible for overall project administration and operations procurement. He will be responsible for ensuring quality control of project operations and ensuring compliance to Chemonics and USAID rules and regulations

Specific tasks to be completed under this SOW are as follows:

Office Administration
• Develop and maintain office management tools as well as policies and procedures to ensure streamlined operations of the project office.
• Ensure that the program offices are run efficiently in terms of communications (telephone calls, faxes, mail) and office maintenance (procurement of office, cafeteria and cleaning supplies, equipment and services).Coordinate project procurements, in full compliance with all applicable USAID rules and regulations and Chemonics’ internal policies and procedures including but not limited to:
o ensuring and documenting competition among vendors
o ensuring payments are made in a timely manner
o ensuring the procurements and contracts are tracked regularly and effectively
o assisting in writing subcontracts as necessary
• Support technical implementation through timely preparation and effective management of contracts, purchase orders and leases with commodity and service vendors
• Oversee the office supplies management
• Oversee facilities services and maintenance activities
• Ensure the proper filing and archiving of all relevant administrative and contractual, documents both via electronic files and hard copy files.
• Responsible for the leases and payments of office space as well as expatriate staff leases
• Ensure direct management of all administrative staff including training of staff on office processes
• Maintain an efficient and updated electronic and physical database/archives for all administrative and operational records as well as tracking tools relevant to operational matters
• Issue program equipment to staff for temporary use. This includes mobile telephones, desks, chairs and office supplies. Ensure that all equipment is used in accordance with program and U.S. Government guidelines
• Ensure compliance with U.S. government regulations, Chemonics’ corporate policies, laws of Haiti, and any supplemental policies developed specifically for PSM
• Work with the GHSC-PSM operations team, technical staff and Chemonics Home Office to ensure streamlined, efficient, consistent administrative and procurement processes and procedures, including modifying or developing systems, templates, tools and standardized guidelines. Ensure that procurement processes meet USAID and Chemonics requirements and are adequately tracked within the project.
• Manage the telephone services for the staff to minimize disruptions in service
• Work closely with the HR Department in order to fulfill the needs of the employees with work material and office equipment
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual
• Supervise the procurement team and the administration team
• Any other tasks as assigned by the Director of Operations

• Bachelor degree preferred in business administration or related field
• Minimum of 5 years of professional relevant work experience;
• Experience working on USAID-funded projects is required
• Demonstrated knowledge of contract and procurement management, specifically for USAID-funded projects;
• Proven expertise in operations, finance, procurement and establishment of internal controls in compliance with USAID rules and regulations;
• Exemplary management, communication, and interpersonal skills that promote teamwork and cultivate strong relationships with staff, partners, stakeholders, and beneficiaries
• Proven proficiency in Microsoft Office
• Fluency in spoken and written English and French is required.

Please precise the title of the job "Operations Manager"

Curriculum Vitae and Motivation letter