PROPEL Health Timor-Leste Operations Officer 7 views

PROPEL Health Timor-Leste Operations Officer 

Position Summary: Operations Officer, PROPEL Health Timor-Leste (multiple candidates may be selected) 

Reports to: Director of Finance and Administration, PROPEL Health Timor-Leste 

Palladium is seeking an Operations Officer in Timor-Leste for its PROPEL Health project.  In Timor-Leste, PROPEL Health will strengthen the health system to sustainably increase equitable access to and demand for family planning and reproductive health services and maternal and child health care. 

Palladium is a global leader in the design, development, and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities, and civil society to formulate strategies and implement solutions that generate lasting social, environmental, and financial benefits. For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved – and is committed to continuing to improve – economies, societies and most importantly, people’s lives. 

 Primary Duties and Responsibilities: 

Administrative Functions:

• Manage in-country operations and procurement, ensuring that Palladium procurement policies and USAID rules are followed in carrying out contractual transactions.   
• Escalate any administrative issues to the Director of Finance and Administration.   
• Provide administrative support to the PROPEL Health Timor-Leste country program.  
• Coordinate with technical team to ensure operations support during travel, workshops, training and other events.   
• Organize and participate in project social events. 
• Support budgeting for workshops, training, meetings, and field visits etc.in consultation with technical team.   
• Monitor and manage business travel for staff including review and processing of travel authorization, travel advance requests, travel expense reports, logistics arrangement for transportation, lodging, etc.
• Ensure travelers follow applicable policies, SOPs, and guidelines of the company and donor. Keep track of travels and advances and follow up for timely submission of travel expense reports and advance reconciliations.   
• Any other administrative duties as assigned.    

Operational Functions:

• Responsible for receiving, documenting, and managing all stock and commodities of the project, including forecasting and requisitions to guarantee optimal stock levels at all times.
• Ensure that contractual documents are reviewed and approved by appropriate staff in country and HQ.    
• Ensure maintenance of the office filing system and maintain project-related files, documents, and datasets.    
• Manage the project office including IT, security, office cleaning and office insurance. 
• Manage vehicle fleet and ensure vehicle use is in compliance with the Project Management Manual. 
• Office lease and inventory management   
• Any other operations duties as assigned.   

 Procurement Functions:   

• Negotiate, administer, and assure compliance with agreements to include but not limited to: Contracts, Blanket Purchase Agreements (BPAs), Consultant Agreements, and Task Orders. Support generally covers the full agreement life cycle, from contract award through close-out.
• Ensure that the US Government, corporate and project procurement procedures are adhered to, and colleagues are familiar with the process   
• Conduct due diligence review of selected consultants and collaborate with the technical staff to monitor the consultants’ technical performance and achievement of deliverables as per Consultancy Agreement before processing of payment    
• Ensure that before any purchase takes place relevant authorization has been obtained   
• Maintain systems for tracking contractual documents, correspondence, and reporting, applying records management policy   
• Initiate through effective correspondence requests for contract modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.   
• Coordinate and consolidate responses to contractual requests from clients   
• Monitor and ensure compliance with Federal Acquisitions Regulations (FAR), AIDAR, and other government regulations.
• Update/train project team with changes or modifications accordingly   
• Contract budget modification development including the application of appropriate cost structures 
  Screen all selected vendors and consultants through WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List   
• Any other procurement duties as assigned  

Human Resource Management (HRM):  

• Ensure Timor-Leste office HRM follows local labor laws, company policies and donor requirements.   
• Implement applicable company policies and procedures to recruit Timor-Leste staff.   
• Monitor and manage staff employment contracts and extensions in consultations with the project team in Timor-Leste and HQ   
• Keep track of contract expiry dates and process renewal on timely fashion in consultation with Country Director and HQ team  
• Ensure personnel files for all staff are created, maintained, and archived. The file includes complete record of all relevant information including recruitment documents, employment agreement, leave records and other performance related information  
• Ensure timely submission of Timor-Leste staff timesheets, leave plan, and leave request, and respective supervisor approvals. Keep track and record of accrued leave days, used leave days and timesheets  
• As necessary, coordinate with HQ and Timor-Leste to support/renew registration of company and employees to social security/pension funds and tax office and other local authorities  
• Supervise and make sure working conditions are in conformity with legal requirements  
• Assist Country Director and HQ team in qualitative performance appraisal and professional development planning processes  
• Maintain records of all performance development activities including participation in workshop, training, seminars, etc. for each staff member in personnel files  
• Establish and maintain mandatory project staff insurance  
• Screen all selected candidates through WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List   
• Any other human resources duties as assigned  

 Required Qualifications:

• Minimum 5 years of work experience in administrative, operations, procurement, and office management with an international organization implementing a USAID-funded project 
  
• Knowledge of procurement USG procurement principles 
  
• Previous experience in program operational areas – administrative/operations and procurement 
  
• Demonstrated ability to work effectively in team-based environment and ability to interact with a variety of technical staff, vendors and stakeholders. 
  
• Strong written and verbal communications skills; fluent in English  
  
• Timor-Leste nationals are strongly encouraged to apply for this role

Palladium is a child-safe organization, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran, or marital status.