Deadline of this Job: 15 December 2022
JOB DETAILS:
Procurement and Supply Management Deputy Country
The USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project seeks a Deputy Country Director-Operations to support the GHSC-PSM project in Zambia.
The USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project will be the primary vehicle through which USAID will procure and provide health commodities, provide technical assistance to improve partner countries’ management of the supply chain, and collaborate with key international stakeholders to support global health initiatives.
With 100+ staff across eight offices around the country, this diverse and complex program sets out to strengthen capacity of GRZ to develop sustainable systems that ensure availability and security of vital and essential health commodities through (1) increased data availability and use for informed supply chain decision making, (2) improved quantification procurement planning and coordination processes, (3) provision of cost-effective, reliable international and local procurement services, (4) improved efficiency in warehousing and distribution by Zambia Medicines and Medical Supply Agency ( ZAMMSA), and (5) increased strategic management and planning by Ministry of Health for improved commodity security. The project seeks to recruit (on a one-year contract renewable) for the following position of:
Principal Duties and Responsibilities
The Deputy Country Director – Operations (DCD – Operations) in Zambia will support the Country Director (CD) in developing and implementing key management systems that support project implementation, overseeing budgeting, human resource, finance, admin, project procurement, and IT departments. He/she will serve as the primary liaison for operations and compliance with PSM headquarters and Chemonics home office and assists with data requests and new requirements.
Specific Tasks
Implementation
• Ensure that operation functions adequately provide the needed support for a successful implementation of the technical activities.
• Develop, monitor, and support the standardization of operational systems and policies across PSM Zambia’s main office and regional field offices.
• Support development of annual workplans and technical budgets aimed to improve delivery of health commodity supply chain technical assistance that reflect the priorities of USAID, the Ministry of Health, and other stakeholders.
• Identify operational risks and weaknesses on the project, develop, and implement solutions to mitigate these.
• Lead preparation for the operational transition of GHSC-PSM to NextGen, the new USAID-funded suite of projects.
• Serve as Acting CD, in the absence of the CD – with a focus on operational issues.
Compliance and Resource Management
• Ensure compliance with laws of Zambia, Chemonics policies and regulations, (e.g. Field Office Guide to Field Accounting and Compliance, Field Office Procurement Handbook, Personnel Policy Manual, Global QMS, etc.)
• Verify that USAID regulations (FAR, AIDAR) are enforced consistently.
• Identify gaps and make recommendations on strengthening procedures
Human Resources
• Assist with employee lifecycle functions including recruiting, on-boarding, and separations.
• Oversee benefit management, manages leave, and assists with performance management.
• Lead challenging HR issues, such as salary adjustments and disciplinary management.
• Ensure adherence to local labor law and Chemonics and USAID policies.
Subcontracts and Procurement
• Provide support and oversight to the procurement and subcontracts team to manage country-level procurements, excluding health commodities, in the following areas: RFP/RFQ, technical evaluation committees, purchase orders, local subcontracts, and vendor performance.
• Serve as a POC with the Chemonics HO Office of Business Conduct and may coordinate and/or participate in business conduct reviews and investigations.
• Coordinate as needed with the GHSC-PSM HQ Risk Management team related to templates, guidance, and standards for procurement and prime contract related approvals.
• Oversee training and workshop logistics, to include reviewing activities against budget and procurement of venues and execution of DSA payments.
Infrastructure
• Lead the preparation of technical scope development, cost estimates, and implementation schedules for activities within the strategic programs’ portfolio.
• Design and implement management systems to monitor progress of activities within the strategic programs’ portfolio.
• Provide direct technical and operational oversight of subcontracting processes for activities within the strategic programs’ portfolio, to include RFP development, solicitation, selection, subcontract development, and subcontract management.
• Liaise closely with Distribution Center Logistics Directorate, which leads technical assistance support to ZAMMSA, to ensure technical alignment of activities within the portfolio. For 3PL activities, support distribution optimization interventions for last mile activities and ensure subcontract harmonization with last mile improvement initiatives.
• Liaise closely with Chemonics PMU, Chemonics Risk Department, and Chemonics engineering and environmental compliance specialists to ensure compliance with USAID and U.S. government regulations, Chemonics’ corporate policies, laws of Zambia, and any supplemental policies developed specifically for GHSC-PSM.
• Develop and monitor adherence to Environmental Monitoring and Mitigation Plans (EMMPs) and related environmental regulations for all relevant activities, to include any waste management activities (as requested by USAID).
• Monitor technical and contractual performance of vendors and oversee regular performance monitoring reports.
• Liaise closely with the GHSC-PSM Operations team to oversee budget monitoring and reporting for strategic program activities. Monitor expenditures and burn rate against subcontract ceilings.
• Ensure that all necessary subcontractor documentation, including technical reports and applicable environmental monitoring and mitigation plans, are completed for each project.
• Oversee relevant site visits to review and monitor technical activities and vendor compliance to contractual terms.
• Approve relevant subcontract deliverables, ensuring adherence to technical and contractual terms.
Finances
• Serve as the primary liaison with USAID and home office on budgets, expenditures, projections, and financial reports. Develops annual project budget, tracking tools, and ad hoc reports.
• Manage the annual activity-based work plan budgeting processes. Demonstrate high-level understanding of technical activities and works in coordination with technical teams to identify budget inputs and allocation of activity budget totals to discrete funding sources. Ensure budgets are aligned with available spending based on task orders specific funding sources and guidance. Lead development of budgets in required formats for GHSC-PSM and utilizes HQ systems such as Anaplan.
• Develop firm understanding of GHSC-PSM financial reporting requirements, PEPFAR Country Operational Plan (COP) guidance, PMI Malaria Operational Plan (MOP) guidance, and implications on project finances and budgeting.
• Oversee and manage the finance team.
• Support internal and external audits as needed.
Administration, IT, and Security
• Ensure the overall safety of project, including transportation by ensuring program vehicles are well maintained and that project drivers and passengers adhere to established policies.
• Ensure that offices and office equipment, including IT equipment, are timely maintained and provide good and safe working environment.
• Ensure that security needs such as communications protocols, contact lists, and field office Emergency Action Plan (EAP) are regularly updated and disseminated.
Management and Mentorship
• Supervise team leaders as assigned by the Country Director. Develop roles and responsibilities, design and monitor professional development plans, conduct annual performance appraisals, develop SMART goals, and periodically monitor progress toward objectives.
• Assist technical teams to manage local and expatriate short-term technical assistance (STTA) providers mobilization process, including ensuring appropriate approvals or providing clarity to inquiries.
• Ensure that staff understand and adhere to established policies and procedures. Support quick and just resolution of any conflicting issues that arise.
• Exhibit Chemonics values and build culture of “Living our Values” within the team.
• Carry out additional responsibilities as may be assigned from time to time by the country director or his/her designee.
Minimum Education Qualifications, Experience and Competencies:
• Master’s degree in relevant field required (Public Health, Health Systems, Project Management, Business Administration, or other related field)
• Minimum 8 years of experience managing USAID contracts, including strong skills in procurement/subcontracting, compliance, financial management, budget development and budget monitoring
• Minimum two years of experience in a Country Director/Deputy Country Director level position for a USAID-funded program
• Familiarity with Chemonics’ systems and processes required
• Knowledge of Zambia operating environment preferred, including registration, taxes, and labor law required
• Experience managing significant operational components of donor-funded international development projects, with experience in Supply Chain Logistics required as third-party logistics (3PL) distribution contracts preferred
• Familiarity with GHSC-PSM-specific contractual, financial, and reporting requirements preferred
• Previous field experience desired (including long-term overseas positions or extended short-term engagements)
• Strong project management and leadership skills
• Demonstrated leadership, versatility, and integrity
• Ability to supervise staff effectively
• Strong writing, analytical, problem-solving and decision-making skills
• Advanced computer skills, especially in Microsoft Office.
• Written and spoken English proficiency
• Strong written and oral communication skills
• Willingness to live and work full-time in Zambia up to the end of the project
Location of Assignment: Lusaka
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