POSITION SUMMARY

In partnership with the United States Centers for Disease Control and Prevention (CDC), ICAP will conduct Population-based HIV Impact Assessments (PHIA) in specific PEPFAR-supported countries. Each PHIA will define the status of the national HIV epidemic, guide allocation of resources based on evidence, and integrate capacity building of country stakeholders in the design, conduct, analysis, and use of PHIAs.

ICAP, in partnership with the National Institute of Health in Mozambique (Instituto Nacional de Saúde – INS) and the Centers for Disease Control and Prevention (CDC), is planning to conduct a PHIA to estimate the population-level impact of the national HIV prevention, care and treatment programs in Mozambique. In addition to providing important programmatic information to the MoH and relevant stakeholders, this assessment of the national HIV program is of great value to HIV researchers and public health experts around the world.

More details on ICAP’s PHIA Project may be found at:

https://icap.columbia.edu/global-initatives/the-phia-project/

The Operations Manager will be responsible for day-to-day operations, managing the project’s Human Resources, helping, creating organizational, and program budgets in collaboration with the Finance and Administration Director and Project Director, ensuring organizational effectiveness by providing stewardship for the project and office’s operation functions. Working with the senior management to implement ICAP Standard Operating Procedures and practices.

This position is grant funded.

MAJOR ACCOUNTABILITIES

Project Management and Administration

  • Create and maintain an administrative filing
  • Implement, manage and maintain record keeping, confidential personnel files, and purchasing and inventory control
  • Oversee office insurance policies, both health and general insurance. Ensure health and Safety policies are held and tasks
  • Prepare, respond to and file correspondence on behalf of the
  • Maintain an inventory of office supplies and
  • Design, organize and maintain specialized and custom forms, records, reports; files and logs to support both administrative and technical work processes in areas of assigned responsibility.

Contracts Management

  • Initiate and coordinate contractual agreements, including consultants, technical services agreements, and subcontracts.
  • Ensure that contractual requirements are met, including timely submission of reports to donors.
  • Assess all contracts signed to make sure are compliant to both ICAP and funder requirements and standard operating procedures.
  • Ensure that ICAP policies, procedures, donor regulations, and requirements are met.
  • Support the Finance and Administration Director to liaise with local and international partners, consultants, and vendors on all contractual matters.

Human Resources

  • Working with the Finance and Administration Director, plan the use of human resources. Assist in recruitment and placement of required staff; establishment of organizational structure; delegation of tasks and accountabilities. Establish work schedules.
  • Assist with Human Resources management: design and implement policies and procedures, manage benefits administration, recruitment, orientation and training of staff.
  • Maintain confidential records and files, maintaining and updating files indexes for all staff.
  • Support new staff in acquiring visas and other relocating requirements.

Communication

  • Generate management information including partner and staff contact list and other communication monitoring systems.
  • Send monthly contact list reports to ICAP New York.
  • Monitor, manage and improve the efficiency of support services such as IT, HR. Facilitate coordination and communication between support functions.
  • Communicate on all public holidays to staff and ICAP New York.

EDUCATION AND MINIMUM REQUIRED QUALIFICATIONS

  • Minimum Bachelor’s Degree in Public Administration or equivalent qualification
  • Minimum 3 years’ experience in a similar position in an International Organization
  • Knowledge of United States Government standard provisions and rules and regulations

EXPERIENCE, SKILLS & PREFERRED QUALIFICATIONS

  • Computer literate preferably Microsoft Word, Excel, Outlook and PowerPoint
  • Great interpersonal and team building skills
  • Excellent analytical and problem-solving skills
  • Effective writing, verbal and listening communication skills
  • Attention to detail and high level of accuracy
  • Very effective organization and time management skills
  • Be flexible, honest and trustworthy and with sound work ethics
  • Ability to maintain a high level of accuracy confidentiality concerning organization files

APPLICATION INSTRUCTIONS

Please send an application letter and CV by email with a subject title “PHIA Project – Operations Manager” to ICAP-Jobs-Mozambique@cumc.columbia.edu

Please do not attach certificates. Only shortlisted candidates will be contacted.

Deadline for application is March 31st 2019.

NOTE: These are local hire positions and the successful candidates will be employees of ICAP in Mozambique and subject to the local terms and conditions of employment which includes a competitive salary and benefits package.

ICAP is an equal opportunity employer, values inclusion and a diverse workforce. All qualified applicants will receive equal consideration for employment.

Columbia University is an equal opportunity and affirmative action employer. It does not discriminate against employees or applicants for employment on the basis of race, color, sex, gender, religion, creed, national and ethnic origin, age, citizenship, status as a perceived or actual victim of domestic violence, disability, marital status, sexual orientation, status as a Vietnam era or disabled veteran, or any other legally protected status.