Reports to: Chief of Party
JOB SUMMARY:
Under the overall supervision of the Chief of Party (COP), the Activity Fund Manager (AFM)/Operations Director (OD) will identify opportunities for Activity Fund use and implementation across all three Tasks including the appropriate mix of grants, contracts, STTA, and other Activity Fund mechanisms. The AFM/OD will oversee implementation of all activities under the Fund, in close coordination with the relevant Task lead. S/He also serves as a resource person to COP and USS technical leads in working with USAID, CITES MA/PMU, Tetra Tech ARD Home Office (HO), partners, subcontractors and grantees.
In addition, the AFM/OD is responsible for overseeing all operations aspects including finance, procurement, human resources and administration to ensure the full compliance with Government of Vietnam (GVN) laws and rules, as well as USAID and HO policies and requirements.
MAIN RESPONSIBILITIES AND TASKS:
•Provide input and recommendations during the Activity Fund Manual development phase and periodic updates as necessary;
•Ensure full compliance to and oversight of processes and policies associated with the Tetra Tech ARD Home Office (HO) and USAID-approved Activity Fund Manual, which guides the USAID Saving Species project team on technical, financial and applicable rules and regulations for GUC, subcontract and STTA management;
•In collaboration with the COP, establish management/oversight procedures and guidance for activity implementation;
•In collaboration with the COP and DCOP, provide technical and financial direction/management of Activity Forms, including direct procurements and STTAs provided under the Activity Fund;
•Administer USAID-funded grants under contract to non-US NGOs;
•Develop, implement and oversee issuance of USAID Saving Species requests for proposals (RFPs), requests for application (RFAs), annual program statements (APS), and subsequent local grant and subcontract awards;
•Work with the Tetra Tech ARD HO Contracts, Grants, and Procurement Manager to train and supervise local staff in the administration of grants by non-US NGOs;
•Seek guidance and approvals from Tetra Tech ARD HO Contracts, Grants, and Procurement Manager before submitting individual grants for USAID approval;
•Administrative and financial tracking of grants;
•Manage all grant-related information to ensure that the files are compliant, up to date and maintained by developing a Grants Information Management Systems and ensure its regular maintenance;
•Participate and assist with NGO site visits and organizational assessments, assist NGOs to build their capacity through site visits and organizational assessments, and develop database showing baseline and organizational capacity growth;
•Assist M&E Specialist in monitoring grantee performance toward indicators and maintain database logging PMP milestones;
•Receive quarterly technical, monitoring, and financial reports and distribute to appropriate staff for review. Call meetings if necessary, to ensure successful progress from all sides and approve payments based on performance;
•Facilitate site visits by both the tech and finance team to ensure full compliance to the grant terms and conditions;
•Review NGO quarterly reports for achievement of milestones, burn-rate, compliance with applicable USAID regulations, and prepare and maintain NGO milestone chart/report for Grants Officer review;
•Serve as a resource for NGOs on questions pertaining to achievement of milestones, and compliance regulations, and prepare quarterly updates charting NGO milestones;
•Advise COP about dealings with GVN administrative system and procedures;
•Oversee the development and implementation of USS operating policies and procedures in full compliance with GVN laws and rules as well as USAID and HO policies and requirements;
•Serve as USS focal point for audits and internal/external compliance reviews;
•Oversee and provide support to the Finance, HR and Admin Manager in USS annual/quarterly budgeting and financial reporting if required;
•Approve bank transactions upon COP’s delegation;
•Supervise and/or participate in a recruitment process including drafting job descriptions, providing inputs to JDs, doing interviews and providing hiring recommendations when required by COP;
•Advise COP about HR management improvements concerning USS staff;
•Ensure a transparent, efficient and effective procurement and contracting process for all materials and services in support of project operations;
•Ensure cost effectiveness and quality for all USS undertakings and deliverables;
•Provide guidance to the entire operations team to resolve operational issues/bottlenecks and develop, implement and oversee best practices;
•Assist both technical and operations teams to overcome any conflict that may happen between them when working together in order to achieve a smooth overall workflow;
•Performs other duties as assigned to support program and operations objectives.
