Title: Office and Operations Manager Salary Grade: N/A
Department: Operations Departmetn Employee Status: Full-time
Reports To: COP & DCOP Date: 07/28/2015
Location Chengdu, Sichuan
Creative Associates International (Creative) is a dynamic and fast-growing professional services firm that specializes in international development in the areas of education, poverty reduction, community capacity development and civic engagement, and economic growth. Based in Washington, D.C., the firm has field presence in more than 20 countries worldwide with a strong and diverse portfolio that includes global contracts with the U.S. Agency for International Development (USAID) and other clients including the U.S. Department of Labor (DOL). The firm has earned a solid reputation among its clients and missions worldwide and is well-regarded by competitors and partners alike.
This project will support development of sustainable livelihoods and increased income to minority communities in Sichuan province via market development, business capacity strengthening, and leveraging financing and investment opportunities.
Position Start Date:
Creative Associates seeks an Office and Operations Manager for the USAID-funded Sichuan Market Development (SMD) economic growth activity currently being implemented in Chengdu, Sichuan Province. The Office and Operations Manager is responsible for supporting all project operations including administration, human resources, IT, security, inventory, contract and grants issues. S/he will be responsible for ensuring that all project activities are provided with the logistical and administrative support required.
The Office and Operations Manager will also work with the DCOP to provide guidance on procurement and guarantee compliance with both USAID and Creative regulations, policies, procedures and the specifications determined in the Cooperative Agreement. This includes ensuring that all procurement processes are fair and transparent, reviewing compliance, and monitoring grant and subcontract implementation.
The Office and Operations Manager will be responsible for the following tasks:
o Collect and review weekly timesheets for project staff and field consultants;
o secure COP approval and signature;
o submit to Creative Home Office (HO) for monthly processing;
o Act as primary liaison with home office for any follow up regarding time sheet processing and payment.
- Procurement and Grants:
o Work with technical staff to identify procurement needs during activity planning;
o Support the development of the procurement package, including purchase requests, solicitations, vendor quotes, technical and cost evaluations, etc.;
o Ensure that all procurement activities and deliverables are documented and reviewed with relevant project staff;
o Maintain procurement records.
- Sub-award/Contractor Management
o Track technical deliverables of grantees, partners and vendors, ensuring that each deliverable is shared with and approved by relevant technical staff in a timely fashion, or that it is returned with detailed feedback on improvements required;
o Secure and process vendor invoices, including submission to HO after approval by SMD field office leadership, and coordination with HO regarding payment.
o Work with technical staff to develop scopes of work for short-term field consultants;
o Ensure that the proper consultant paperwork is completed and filed for all consultants supporting SMD in China, including the receipt and approval of consultant timesheets;
o Monitor consultant deliverables and ensure that they are submitted and approved, and that payments are completed.
- Human Resources:
o Develop and maintain personnel files for long-term project staff;
o Develop position job descriptions, advertise, coordinate interviews, make offers, coordinate with HO to complete hiring paperwork, and oversee the onboarding of staff.
- Inventory Management:
o Maintain updated inventory list, logs and additional documentation;
o Coordinate with HO on new purchases, receiving of inventory, and coordinating payment.
- Office Management:
o Maintain stock of offices supplies in accordance with project budget;
o Manage the visitor, mail and delivery logs;
o Identify IT needs and make arrangements to address any issues as they arise.
o Liaise with Creative Home Office to ensure that SMD vendors, service providers and field consultants are properly vetted.
This position will liaise with HO project support staff to ensure full compliance with regulations and policies with regard to implementation of effective internal controls.
The Office and Operations Manager will be reporting directly to the DCOP.
Required Skills & Qualifications:
* Bachelor’s or above degree in human resource, business, management, economics, international development, finance, or a related field;
* Minimum of 4 years of experience in China in an operations management capacity;
* Fluency in contract management, financial reporting, procurement processes and systems, and grants and contracts management;
* Excellent interpersonal, oral and written English language communication skills; and
* Excellent Mandarin language skills and Tibetan language skill is preferred.
WORKING CONDITIONS & REQUIRED EQUIPMENT
The incumbent in this position will work in an office environment and will utilize the following equipment:
• Other (specify)
The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.
This position description is an overview of the functions and requirements for this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; your supervisor may assign other duties as deemed appropriate and necessary.
I have read and fully understand this position description, and I accept it as an essential component of my employment agreement with Creative Associates International, Inc. I understand that this position description cannot be changed without the agreement of my supervisor and the knowledge of Human Resources.
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