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Senior Operations Manager

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About Ministry of Public Health

The Ministry of Public Health (MoPH) is tasked with a critical mandate; to deliver and promote sustainable and accessible health care services to the people of Afghanistan. Social and economic advancement can only be realized in a thriving and healthy society.
The success of the MoPH is heavily driven in its ability to plan and use allocated resources effectively. Effective financial management is therefore critical for sustainable development and is the primary tool that translates the MoPH development strategies into noticeable outcomes or service delivery. Good governance and democratic accountability relies on transparent management of the MoPH budget. Therefore, ineffective financial management undermines the effectiveness and efficiency of development interventions and hinders the country’s progress towards improved and sustainable health care.
MoPH finance directorate is going through a reform process and after reviewing the structure of finance directorates of other line ministries such as MRRD, MoE and MAIL, has proposed a new and standard structure that is approved by MoPH leadership, for this purpose MoPH needs a qualified staff as head of coordination and reporting unite, to take the responsibility of overall coordination and financial reporting of MoPH.

Job Summary

Effective implementation of day to day operations is extremely important for the success of the Global Fund Grants in Afghanistan. In particular, the projects will have a strong emphasis on managing the resources which are dedicated to the delivery of the services critical to the achievement of the results targets of the GF Grants and the MoPH. The Senior Operations Manager will be responsible for assisting the GF Grants to establish, maintain and implement sound operations systems, where operations management is a fundamental part of any organization.

Key Tasks

Take the lead in Financial, Admin/HR and Procurement management, direction and control of the overall operations. The Senior Operations Manager of the Global Fund Grants assists in managing specific accounting functions, debt and treasury management, financial and procurement activities, budgeting and planning functions and financial reporting, and supervision of assigned staff. The position is also responsible for managing the development and administration of the budget process including preparation, analysis, performance evaluation, and reporting.

The Senior Operations Manager of the Global Fund Grants will be responsible for the development of the project operation management strategy and contribute to the development of the organization’s strategic goals. He/she will be direct custodian of the Grants’ Plans.

Job Details

Date Posted: 19 Nov 2016 Reference: S/Op/Mng/HSS
Closing Date: 03 Dec 2016 Work Type: Full Time
Number of Vacancies: 1 Gender: Any
Functional Area: Management Open Ended: NO
Nationality: Afghan Salary Range: As per NTA Salary Scale Policy
Contract Type: Consultant Years of Experience: 5 Year(s)
Contract Duration: 1 Year(s) & 0 Month(s) Extension Possibility: Yes
Probation Period: 6 Months

Duties and Responsibilities

Effective implementation of day to day operations is extremely important for the success of the Global Fund Grants in Afghanistan. In particular, the projects will have a strong emphasis on managing the resources which are dedicated to the delivery of the services critical to the achievement of the results targets of the GF Grants and the MoPH. The Senior Operations Manager will be responsible for assisting the GF Grants to establish, maintain and implement sound operations systems, where operations management is a fundamental part of any organization.

Key Tasks

Take the lead in Financial, Admin/HR and Procurement management, direction and control of the overall operations. The Senior Operations Manager of the Global Fund Grants assists in managing specific accounting functions, debt and treasury management, financial and procurement activities, budgeting and planning functions and financial reporting, and supervision of assigned staff. The position is also responsible for managing the development and administration of the budget process including preparation, analysis, performance evaluation, and reporting.

The Senior Operations Manager of the Global Fund Grants will be responsible for the development of the project operation management strategy and contribute to the development of the organization’s strategic goals. He/she will be direct custodian of the Grants’ Plans.


Operations
• Upgrade and implement an appropriate system of policies, internal finance controls, accounting standards, and procedures.
• Plan, coordinate, and execute the annual budget process.
• Ensure that the Global Fund Grants is adhering to the project plan, delivering status reports to top management of the project and MoPH
• Improve operational accounting services such as treasury management, grants payment processing, payroll and accounts payable.
• Improve and manage the project operations in the regions (provinces)
• Improve the operational systems, processes and policies in support of the organization’s mission -- specifically, support better management reporting, information flow and management, project process and organizational planning.
• Manage and increase the effectiveness and efficiency of Support Services (Procurement, Logistics, IT and Finance), through improvements to each function as well as coordination and communication between support and business functions.
• Play a significant role in long-term planning, including an initiative geared toward operational excellence.
• Oversee overall financial management, planning, systems and controls.
• Develop individual program budgets
• Organize fiscal documents.
• Hold regular meetings with top management around fiscal planning.

Procurement Department
• Responsible for providing full support to overall procurement activities
• Assisting in PP preparation and revision
• Responsible for the Pre-Planning of procurement department
• Assisting in the preparation of Procurement progressive report to MoPH and GF.
• Supporting the Evaluation Committees
• Responsible for the Global Fund Grants Procurement & Budget control.

Finance Department
• Setting up an effective accounting system following the prevailing Government and GF accounting procedures
• Planning the annual budgeting and planning process for the organization's annual budget with the top management.
• Develop and manage annual budget
• Managing and monitoring the project expenditure; and monitoring the project payroll and staff establishment among other operational duties.
• Assisting the top management in creating annual organizational budget and monitoring cash flow.
• Develop long-range forecasts and maintain long-range financial plans.
• Prepare annual audit and be a liaison with all outside vendor.
• Responsible for the Control of PUDR for submission to GF on time
• Control the Books of account
• Assist the top management in any Financial Planning and implementation
• Manage, plan, supervise, and control overall financial management activities related to the program.
• Working closely with Ministry of Finance (MoF) regarding the smooth implementation of the Global Fund Grants in line with the government rules and regulations and Global Fund financial policy and requirements.
• Reviewing the financial documents of the GF Grants’ related departments of MoPH for accuracy and compliance with Afghanistan laws and the donor requirements.
• Supervising and managing the financial management of Global Fund Grants within MoPH.
• Supervising and leading the finance team for the financial management of The Global Fund Grants in MoPH to maintain proper financial records in order to produce on time monthly/quarterly/semester financial reports and ad hoc finance reports.
• Making sure that there is a smooth financial management in place for The Global Fund Grants and the payments are made on time and as per the government and the donor requirements.
• Closely working with MoPH internal audit department to ensure that the MoPH internal audit performs the auditing of the GF grants (PR and SRs) on regular basis.
• To communicate and coordinate with Ministry of Finance, Local Fund Agent (LFA), MoPH related departments and DBD regarding the financial management issues of the projects/grants.
• Closely working with The Global Fund Grants Coordination Unit to effectively implement The Global Fund Grants in country
• Ensuring that sufficient fund is available in the bank accounts at DAB for smoothly running of the projects activities.
• Ensuring that the accounting Software " the Quick book" is maintained and used on regular basis for the project expenditures and financial reporting requirements
• Assisting and coordinating with GCMU for annual external auditing of the Global Fund Grants in terms of drafting the audit TORs and providing proper replies to the audit observations regarding the financial management of the projects and in any other projects related matters.
• Facilitating essential and necessary trainings and workshops of the projects in order to keep them update with changes in financial procedures of MoPH, MoF and The Global Fund Grants.
• Assisting the National Programs/Departments and Sub Recipients (SRs) for the smooth processing of documents and timely transferring the fund
• Making sure that the installments from the MoPH (PR) to the projects’ SRs are transferred on time and based on the contracts requirements.
• Staff salaries, project related reimbursable payments, payments for projects stationary, office materials, payments to the projects related suppliers and any other eligible expenditure of the projects are paid on time and as per the requirements of all parties.
• Any other tasks assigned by his/her supervisor
• Follow up on all financial issues and ensure the MOF and GF FM procedures and guidelines are being implemented.
• Work closely with the Special Disbursement Unit (SDU) of MoF in making sure that the funds are being disbursement to the program related activities.
• Having full command of the Tax law and its implementation.
• Prepare budget and do budgetary controls on a monthly basis
• Prepare monthly cash flow and cash forecasting.
• Report any mismanagement and misuse of the funds and assets to the management.
• Keep records of all M16s and any related documentation to the disbursements.

HR & Administration
• Facilities Management
• Facilitate Shipping, receiving and fulfillment
• Inventory control
• Support Services Sections
• Control attendance and take official minutes
• Assist in Staff travel
• Assist in Confidential records of the Projects
• Develop corporate policies and procedures
• Salary administration and benefit programs
• Control Payroll Process
• Facilitate in Employment Process

Skills

Core Competencies

• Good knowledge of local administrative, budgetary and financial practices
• Effective human resource management skills
• Effective Project Management Skills
• Effective Financial Management & Administration Skills
• Effective Core Budget projects knowledge
• Good Knowledge of Procurement and Logistics Management
• Ability to work in crises management
• Effective organizational and administrative skills
• Good knowledge of employment and economic development issues
• Be able to communicate effectively both in the written and oral modes
• Be culturally sensitive and possess good interpersonal skills
• Be a self-starter and be able to work without supervision
• Be well organized, reliable and able to deliver quality outcomes on time
• Possess critical thinking and analytical skills

Qualifications

Required Qualifications and Experience

At least 5 years relevant experience in area of operations or finance or procurement and at least a Master’s degree or Certification such as MBA, MPA, M.Com, CA, CPA is required. Previous experience in a donor funded development project or in the public or the private sector would be an advantage.

Professional Competencies:

• Ability to speak, read and write excellent English, and produce project reports in English for regular and continuous presentations
• Ability to work with and be a partner of a team of diverse backgrounds
• Ability to work efficiently, and to meet deadlines.
• Ability to function effectively in a team environment inspiring trust and cooperation of other team members
• Strong communication, negotiating skills and good interpersonal relations
• Good quantitative skills and computer literate
• Strong knowledge of QuickBooks multi-currency.

Core Competencies

• Good knowledge of local administrative, budgetary and financial practices
• Effective human resource management skills
• Effective Project Management Skills
• Effective Financial Management & Administration Skills
• Effective Core Budget projects knowledge
• Good Knowledge of Procurement and Logistics Management
• Ability to work in crises management
• Effective organizational and administrative skills
• Good knowledge of employment and economic development issues
• Be able to communicate effectively both in the written and oral modes
• Be culturally sensitive and possess good interpersonal skills
• Be a self-starter and be able to work without supervision
• Be well organized, reliable and able to deliver quality outcomes on time
• Possess critical thinking and analytical skills

Job Location

Afghanistan - Kabul: PROVINCIAL CENTER (KABUL)

Education:

Masters Degree, General

Submission Guideline

Electronic applications will be sent to: sub e-mail which corresponds if any of following 2 items is missing, your application will be considered as ineligible/incomplete.

In your emails please specify the title of the position as well as vacancy number for electronic submissions and please do the same in the hardcopy submissions.
Updated Curriculum vitae (CV)/Resume (Please attached your recent photo and mention in your CV exact date/periods of your work experience, graduation Day, Month, and Year).

If you are shortlisted and invited for written test/interview you will be required to present the original, the following:

Education Documents: Your recent education degree/diploma
Copy of verified Baccalaureate (12 passed) degree by Ministry of Education
Copy of verified 14 or 15 passed degree by related Ministries
Copy of verified Bachelor Degree by Ministry of Higher Education
Copy of verified Medical Doctor Degree by Ministry of Higher Education
Copy of verified Master degree by Ministry of Higher Education
Copy of National Identity Card (Tazkira: Only the pages that show picture and Tazkira number, pages, place of issue and date of issue)

(II)
Electronic applications will be sent to: sub e-mail
Hard copies will be sent to: HR Container, Second floor, at the Ministry of Public Health, Great Masoud Square Kabul Afghanistan.
The Contact Person at Human Resources is: Mr. Mustafa Sirat, HR Officer, MoPH-GD HR. Phone number: 0093- (0)-794-217733

Note:
Only shortlisted candidates will be invited to written test/interview and subsequent process. Please contact the person in charge (Mr. Mustafa Sirat) for confirmation.
No CVs will be accepted after the closing date.
Any persuade will be threat as disqualification.
Candidate who applies for the same position in last six months and was unsuccessful (Obtained less than 60% marks), will not be short listed.
Fraudulent documents and or fraudulent claims in CVs and or documents will result in disqualification at any stage of the recruitment process.

Submission Email

gdhr.mophafg1@gmail.com

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