Job Opportunities at PACT World, Application Deadline: 31 May 2016

JOB TITLE:ADMINISTRATION OFFICER

PACT World seeks an Administration Officer for Food for Peace (FFP) Development Food Assistance Program (DFAP). PACT world has a goal of improving food and nutrition security and economic well-being in vulnerable populations by assisting people to identify and take advantage of transformational opportunities to learn, mitigate, adapt, invest and thrive. DFAP is a pilot country program for FFP’s new process for development projects called Refine and Implement (R&I). Subject to availability, the anticipated total funding for 3 awards is $50 million for an initial 5 year period.
PACT World seeks a qualified Administration Officer to support the DFAP project. The project aims to achieve measurable improvements in safe motherhood services by supporting health financing and innovative service delivery models in the private sector. Under the supervision of the Financial Manager, the Administration Officer provides a wide range of administrative and logistical support to the DFAP Project in the country.
Key Roles and Responsibilities:
Perform general clerical duties, to include but not be limited to photocopying, scanning, faxing, filing, and mailing.
Provide office administrative support including organization and facilitation for internal meetings, drafting agendas, and taking minutes;
Maintain hard copy and electronic versions of a project archive, including contract and subcontract documents, client approvals, consultant documents, travel files, procurement files, project deliverables, project reports , and minutes of meetings.
Manage and document correspondences between project offices, the home office, the client, other partners, and stakeholders.
Update, store, and maintain all personnel files. Support new staff orientation, onboarding and other HR initiatives.
Oversee proper reporting of labor time and ensure the timely submission of electronic and paper timesheets, and the timely completion and submission of Labor Adjustment Forms, when needed.
Perform translations of simple documents as needed. Answer incoming telephone calls, take complete and accurate messages for people who are not available, and ensure they receive the messages.
Greet and escort guests. Purchase, store and distribute office supplies.
Ensure timely settlement of office bills. Manage local procurements for office supplies and other requirements.
Assist with making logistical arrangements for project events and field activities. Make logistical arrangements for project staff traveling outside their region or for international visitors.
Manage/track petty cash transactions and receipts.
Preferred Skills / Prerequisites:
Diploma,Bachelor’s Degree in Administration, Management, Business, Social Science, or other relevant field. At least two (2) years of relevant professional experience in office administration.
Excellent knowledge and experience with Windows, Word, Excel, PowerPoint, and other data processing and graphical presentation software.
Ability to independently plan and execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines and strategy highly desirable.
Ability to assess problems and develop solutions.
Excellent inter-personal communication skills and excellent organization skills.
Preference for candidates who have experience that relates to USAID-funded projects or other international development experience. Oral and written English language fluency.
Minimum Qualifications (3+) years of experience OR the equivalent combination of education and experience. PACT World is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce.
We provides market-competitive salaries and comprehensive employee benefits.
Application Procedure:
Application Procedure:

Qualified candidates may submit their applications including their curriculum vitae to the email address hr@pactworlds.org on or before 31/05/2016 5pm Deadline.
Please include “Application for Administration Officer Vacancy” in the Subject of the e-mail

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Job Title:Finance and Operations Officer Position

PACT World seeks a Finance and Operations Officer for Food for Peace (FFP) Development Food Assistance Program (DFAP). PACT world has a goal of improving food and nutrition security and economic well-being in vulnerable populations by assisting people to identify and take advantage of transformational opportunities to learn, mitigate, adapt, invest and thrive. DFAP is a pilot country program for FFP’s new process for development projects called Refine and Implement (R&I). Subject to availability, the anticipated total funding for 3 awards is $50 million for an initial 5 year period.

International relocation and allowances are available for this position.

The Finance and Operations Officer manages all aspects of program administration, providing effective support in financial, administrative, human resources, procurement, asset management, information technology, and security functions. Management systems the Finance and Operations Director maintains will be in line with PACT’s standard operating procedures and will reflect consistency with project needs. This will involve adapting tools to measure the quality of implementation of tasks and activities and working alongside project staff to ensure that the project’s results framework is in alignment with project goals and objectives. The successful candidate will ensure that management systems enable quality reporting to the donor, with accurate and timely data from the field that is synthesized and in accordance with donor requirements. The officer will also mentor, supervise, and develop the capacity of his/her direct reports.

Primary responsibilities:

Oversee day-to-day operations and financial management of the project.

Collaborate closely with the Chief of Party, PACT’s Country Director, and other senior project staff to ensure compliance with USAID requirements in all financial, administrative, and other operational areas. Collaborate with program leads to identify resources that help the program meet its goals, deliverables, and milestones.

Contribute to the development of annual work plans and translate the work plan to line items in order to develop annual and project budgets. Coordinate input for the annual budgeting process with the Chief of Party and partners. Develop budgets, and budget forecasts, and monitor budgets on an on-going basis.

Monitor expenses against the program budget, and provide precise, detailed, reports during project start-up and throughout implementation and close-out.

Manage all aspects of procurement, from planning to purchasing, in compliance with PACT’s policies and standards.

Review periodic financial and operations reports with the Chief of Party, Country Director, and other program leads. Take the lead on addressing any issues that might impact the program achieving its goals.

Ensure compliance with all USAID regulations and PACT policies, practices, and regulations.

Advise project staff on donor requirements; provide training on financial management, recordkeeping, operational systems, and policies as needed.

Analyze project expenses, including partner financial reports, on a monthly and quarterly basis.

Coordinate with partner organizations to ensure consistent, effective, and efficient use of project resources. Monitor financial performance and progress toward objectives.

Provide information, advice and technical assistance to partners and sub awardees on project related compliance issues such as financial reporting requirements, audit reports, procurement, and award monitoring.

Review and audit sub awardees’ reports, budgets, expenses and proposals to ensure compliance with award terms and regulations and maintenance of accurate financial records.

Ensure preparation and submission of complete and accurate financial reports and cash requests to PACT and USAID.

Maintain effective linkages between technical components and finance and administrative functions within the project.

Prepare all required documentation for accounting and audits.

Supervise and mentor project operations and finance staff.

Minimum qualifications:

Diploma,Certificate ,Degree in Business Administration, or equivalent degree/s in finance, accounting, commerce, or closely related field.

Minimum of 2 years’ experience managing financial, accounting, and operations functions for large, multi-faceted projects.

Experience with project accounting requirements and experience in creating, utilizing, and managing systems and staff that ensure compliance with those requirements.

Experience in budget monitoring and managing financial reporting requirements.

Minimum of 2 years of progressively responsible supervisory experience, including direct supervision and mentoring of a team of operations and financial staff.

Balance of strong analytical and interpersonal skills.

Demonstrated success in achieving results under challenging implementation circumstances.

Willingness to travel in project areas as security situation allows.

Application instructions:

Qualified candidates may submit their applications including their curriculum vitae to the email address hr@pactworlds.org on or before 31/05/2016 5pm Deadline.

Please include “Application for Finance and Operations Officer Vacancy” in the Subject of the e-mail.