Banyan Global

Operations Officer - USAID/Malawi Learn to Perform Activity

Job Locations MW
Posted Date 4 months ago(8/3/2022 9:51 AM)
ID
2022-1766
# of Openings
1

Overview

Banyan Global is a woman-owned small business and international development consulting firm committed to improving livelihoods through market approaches for a broad and lasting impact. The firm is headquartered in Washington, DC and has program operations and activities in over fifteen countries around the world. Banyan Global operates within six practice areas: gender, youth, finance and investment, enterprise development, health, and monitoring, evaluation, and learning.

 

Banyan Global is the prime recipient of the USAID/Malawi Learn to Perform (L2P) Activity. L2P is a five-year task order to improve the Mission’s performance management, enhance program efficiency, and advance Mission learning. L2P will provide the Mission access to technical and advisory services to design and carry out specialized monitoring, evaluation, collaborating, learning, and adapting (MECLA) tasks that support Program Cycle implementation, as well as bolster the capacity of Mission staff and select partners to employ improved MECLA practices. Ultimately, through L2P, USAID/Malawi will be well-positioned to make data-driven decisions and strategically steer the Mission’s highly integrated Country Development Cooperation Strategy (CDCS) toward greater development results.

Responsibilities

Banyan Global seeks an Operations Officer for L2P to serve as the point of contact for operational and administrative support to all employees. The position will support general office administration and coordination, human resources management, procurement of goods and services, local and international travel logistics, and other operations tasks associated with the project. This position will also work with the L2P Chief of Party, Finance and Administration (F&A) Manager, and others on the L2P team and Banyan Global home office to ensure that project activities are delivered on time and adhere to USAID and Banyan Global compliance requirements, global standards, and national policies.

 

Procurement and Asset Management:

  • Support local and regional purchases as per defined threshold and maintain tracking and documentation systems that will facilitate future processing, payment, and audit requirements;
  • Assist in procurement, clarifying specifications, analyzing quotations, and seeking for approval, ensuring purchases are made according to approved specification and price and quantity- and quality-inclusive;
  • Maintain up-to-date register of preferred suppliers and vendors and solicit periodic evaluation and performance input from main service users;
  • Track contracts and initiate procurement processes to ensure about-to-expire agreements are renewed in a timely manner;
  • Ensure inventory quantities are sufficient for needs by coordinating regular inventory checks and timely ordering of supplies;
  • Ensure office equipment and facilities are always in good working condition;
  • Support in maintenance of fixed assets register by updating asset register, issue of asset movement for signing and approval, outdoor asset repair permission, etc., with the F&A Manager; and
  • Ensure tagging and branding of Banyan Global assets is conducted.

Office and Activity Administration

  • Support the organization of L2P events, including but not limited to identifying and securing venues and associated logistics (meals, equipment rental, etc.);
  • Arrange travel and lodging logistics for international consultants traveling to Lilongwe;
  • Arrange domestic travel and lodging logistics for L2P staff and consultants traveling in Malawi for L2P activities;
  • Supervise L2P driver and manage vehicle requests and local transportation in and around Lilongwe for L2P staff and consultants; and
  • Ensure vehicle maintenance is done satisfactorily and in accordance with policy.

Human Resources:

  • Support long- and short-term personnel recruitment process in compliance with established procedures and regulations including but not limited to pre-screening candidates as well as reference checks;
  • Ensure that the paperwork for all new hires is submitted, and that personnel files are complete and compliant with Banyan Global policy, local labor laws, and USAID regulations;
  • Ensure new hires are provided with adequate orientation regarding the activity and relevant Banyan Global policy to enable them to perform the job to the best of their ability;
  • Maintain accurate timesheet records and ensure all timesheets are submitted on time with the appropriate approval;
  • Ensure personnel and recruitment files are maintained according to the requirement, ensure confidentiality and safety of the data;
  • Manage annual assessment process and ensure procedures are communicated and followed; and
  • Ensure all HR management practices conform to L2P project guidelines, Banyan Global policies, best practices, USAID rules and regulations, and the local labor laws.

The Operations Officer may be required to support other tasks related to procurement and asset management, office and event administration, and human resources not specified above.

Qualifications

Applicants for these positions should possess the following minimum qualifications and skills:

  • A Bachelor’s degree, preferably in Business Administration, management, social sciences, or related field.
  • Minimum of 5 years’ experience in Human Resources, logistics planning, and procurement etc.
  • Familiarity with local as well as USG rules and regulations is required
  • Experience of working on USAID-funded projects is an advantage.
  • Excellent cross-cultural communication and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, clients, and consultants
  • Good organizational and planning skills
  • Demonstrated ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to details
  • Prior supervisory experience preferred
  • Proficiency in the use of Microsoft office application packages like Excel, Word, or other customized accounting software and comfort in a Windows PC environment.

Location and Reporting Line: The Operations Officer will be based in Lilongwe and reports to the Finance and Administration Manager.

 

Travel: Some travel within Malawi may be required to support L2P activities and events.

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