Senior Administrative Manager
Administration & Office Support
Location: Port-au-Prince, Haiti
Start Date: October 07, 2012
Posted On: Sep 26, 2012
Senior Administrative Manager at Technoserve
The purpose of the Senior Administrative Manager (SAM) is to oversee all financial management, administration and human resources functions for the TechnoServe Haiti Country Program. The SAM will be responsible for compliance with both donor regulations and internal policies and for planning, organizing, directing and controlling resources for the effective and efficient running of the office and physical facilities. The SAM promotes professional work practices and corporate values to enhance performance and deliver TechnoServe’s mission. The role is vital to ensuring the effectiveness and efficiency of the country program’s day to day operations.
Duties and Responsibilities:
Manage preparation of proposal budgets and other financial reports and statements
Provide country-level coordination of internal and external audits
Conduct regular analyses of project spending, including:
Ensuring proper allocation and accounting of resources that are funded by multiple sources
Ensuring that expenditures comply with budget guidelines and, in coordination with the Country Director and Project Managers, ensuring that expenditures are reasonable and contribute to project objectives
Assessing the rate of project spending and keeping management team apprised of major variances between actual and projected spending
Oversee procurement for main office and field offices, including:
Ensuring that procurement procedures and policies are developed and implemented in accordance with donor regulations and TechnoServe policy
Developing budget recommendations for operating expenditures and/or capital outlay personal services, equipment and materials
Obtaining and analyzing competitive price quotations/pro-forma invoices for the review and approval of the Country Director,
Managing relationships with suppliers, service providers, customs authorities and relevant government agencies with a view to expediting procurement activities
Writing local purchase orders and ordering materials and supplies
Manage the implementation of various HR tasks, including staff recruitment, preparing offer letters, coordinating and summarizing performance appraisal process, training, conducting salary surveys, compliance with timesheet procedures, liaising with TechnoServe head office on corporate HR matters and updating terms and conditions of employment.
Work closely with Country Director and Project Managers to ensure that appropriate staff are assigned to projects or tasks efficiently and effectively
Develop and review job descriptions as necessary
Develop and coordinate implementation of an orientation agenda for all new employees
Be familiar with and ensure compliance with Haitian labor laws and standards as well as internal TechnoServe policies
When necessary liaise with legal counsel for advice on HR and other matters
Ensure timely filing of all legal documentation to relevant government offices to maintain TechnoServe in good legal and tax standing in Haiti
Supervise administrative support staff, financial controller, drivers, cleaners and guards, scheduling work assignments as necessary, setting priorities and approving timesheets
Ensure that the vehicle fleet is properly managed from an operations and maintenance point of view, and that vehicle policies are appropriate and enforced
Manage contract for office and other facilities
Maintain TechnoServe Haiti’s Procedures and Employee Manuals
Establish and oversee compliance for staff per diem, vacation and travel policies, as specified in the Employee manual
Organize office maintenance, repair work and supervising the implementation of new office systems.
Arrange for resident/work permit for expatriates
In coordination with the Country Director and Project Managers, prepare and manage consulting contracts
Manage contracts, logistics and all administrative matters (eg, timesheets, etc.) for all consultants
Manage the organization of key events, including board visits, seminars and conferences
Manage and ensure that the staff/ guests travel and accommodation requirements are placed as requested.
Manage planned and ad hoc official trips by TechnoServe executives, consultants, funders, visitors and other staff.
Supervises all administrative support staff, controller, admin assistants, drivers, cleaners and guards
Maintains active links with government agencies and vendors and other external service providers, as relates to legal status of country operations
Perform any other duties as requested.
Required Skills & Experience:
• Advanced degree in Agricultural Economics, Business Administration, or other relevant degree.
• Minimum 3-5 years of experience with an international organization, preferably at both the headquarters and field levels. Experience in a relief mode country or in Haiti a plus
• Excellent organizational and general management skills, including thorough knowledge of standard office procedures and protocols
• Knowledge of IADB, USAID or other bilateral regulations a plus
• Strong financial analysis skills
• Demonstrated ability to work in fast paced situations, analyze complex issues accurately and take prompt action
• Excellent interpersonal/ people management skills, written and oral communication skills
• Flexible, reliable, adaptable and team oriented
• Fluency in English and French required
TechnoServe is an international, non-profit economic development organization founded in 1968 out of a conviction that a vibrant private sector is an essential foundation for economic growth and poverty reduction. TechnoServe undertakes targeted, catalytic technical assistance and other programming to increase the competitiveness of entrepreneurs, businesses and industries that in-turn provide sustainable employment, inclusion of the poor and increased incomes. TechnoServe operates in 25 developing countries with over 1000 employees. A substantial portion of our work is in agriculture, enhancing farm productivity and commodity quality and addressing gaps in processing and other agribusiness capacities. Our programs increase smallholder access to new technologies, aggregation and storage mechanisms, markets, critical information and finance. TechnoServe also undertakes structured programs to identify and support high potential entrepreneurs in various sectors through leadership mentoring networks, formalization support, access to capital and development of sustainable business services such as accounting, finance, marketing and human resource management.
TechnoServe began operations in Haiti in 2009 with the HIFIVE program as a subcontractor to WOCCU; this program, which aims to promote access to finance, recently received an extension and will continue operations until 2014. Following the earthquake in 2010 TechnoServe started a two-month feasibility assessment for the Coca-Cola Company to explore the potential of mango processing and commercialization. Since then, the country program has developed major collaborations with key public and private sector institutions and grown to implement a project portfolio of $3 million annually, with a support team of 60. The program is anchored by the Haiti Hope Project, a multi-year collaboration with the U.S. Agency for International Development, the Coca-Cola Company, the InterAmerican Development Bank and several private funders to raise the incomes of 25,000 smallholder mango farmers in Haiti, create employment and enhance fresh and processed mango exports.
TechnoServe Haiti also works to accelerate the development and growth of formal businesses in Haiti in partnership with the Clinton Bush Haiti Fund and Haiti’s Industrial Development Fund. Across these collaborations, the program seeks to source and empower hundreds of high potential entrepreneurs, catalyze access to business finance, and strengthen entrepreneurship support networks in Haiti.
As TechnoServe Haiti continues to grow its portfolio and consolidate as a country program, there is a greater need to strengthen and streamline administrative and financial management functions in order to ensure continued program success.
- Program Coordinator | International Organisations