Exciting Career Opportunity at CARE Ghana
POSITION: Project Business Services Manager
Company Profile
CARE began activities in Ghana in 1994, educating mining communities about sexual health and the prevention of AIDS and other sexually transmitted diseases. CARE Ghana presently collaborates with over 40 partner organizations to implement a portfolio of programs worth around US$9 million per year in 150 districts across the nation, with our main office in Accra and sub-offices in Kumasi, Sunyani, and Tamale.
For 30 years, CARE has worked in Ghana to improve lives and promote social justice by addressing the root causes of poverty. Our work focuses on food and nutrition security, as well as social and economic empowerment, with a particular emphasis on women and young people.
Job Description
CARE Ghana welcomes submissions for new program and operation jobs. We are proud to welcome talented people like you into the global CARE community, where our core values of Transformation, Integrity, Diversity, Equality, and Excellence guide our leadership and employee performance. We also offer exceptional career growth opportunities for Ghanaians, particularly women and youth.
CARE Ghana welcomes all who share our values of saving lives, ending poverty, and achieving social justice. We hire and develop excellent people from diverse backgrounds, abilities, and identities, working daily and at all levels to establish and sustain an inclusive workplace and sense of belonging. We respect your well-being and job happiness as much as your performance at CARE Ghana. In our commitment to equity, we offer outstanding pay and benefits and flexible work arrangements so you may enjoy your life outside of work.
In addition to schooling and job titles, CARE recognizes that work and life experiences can teach skills and competence. Therefore, we encourage Ghanaians who are active, interested, creative, and eager to learn and solve challenges to apply.
Interested? If so, please see the details of the job opening below.
- Job Title: Project Business Services Manager
- Duty Location: Accra, Greater Accra Region
Project Business Services Manager needed for $50 million CARE USAID SAGES Activity. Accountability in Ghana’s primary schools improves service. The activity will help Ghana’s MOE and its agencies/affiliates improve education and create an accountable environment.
The USAID/Ghana SAGES Systems Strengthening Activity Project Business Services Manager (PBSM) will manage and coordinate project-critical operational operations. This function manages procurement, event logistics, travel, and project distribution. The manager will also ensure that project activities promote an inclusive and collaborative work environment by aligning with CARE’s purpose and values. The position requires outstanding leadership, operational efficiency, and ethical and donor compliance.
The Finance and Operations Director will supervise the Project Business Services Manager (PBSM). His/her base will be Accra, Greater Accra Region.
KEY RESPONSIBILITIES FOR THE ROLE
Project procurement planning and coordination
- Prepare and submit project procurement plans according to the stipulated timeline and lead times.
- Support the development of procurement permission requests to donors while maintaining compliance with donor policies and protocols.
- Coordinate the creation of specifications and terms of reference (TORs) for project procurement requests.
- Ensure that project procurement requests are submitted on time and within the stipulated lead times for various types of products and services.
- Collaborate with Procurement to guarantee timely delivery of project procurement requests, proactively resolving information requirements and other impediments, and escalating for resolution as needed.
Project event planning and logistics
- Create a detailed schedule of project events (meetings, workshops, etc.) based on approved work plans, and coordinate planning with the appropriate teams.
- Create/improve event planning tools and workflows with well-defined lead times, roles, and duties.
- Collaborate with technical teams and the project SMT to guarantee timely production of event TORs and budgets, as well as the identification of support requirements.
- Manage event participant invitations and pre-registrations in collaboration with the project’s SMT, technical teams, and partners.
- Supervise the reservation of conference packages, lodging, and other items (IEC / visibility materials, participation kits, etc.) and services (fleet, security, etc.) for event attendees.
- Oversee the successful onsite monitoring of event logistics and participant management.
Travel planning and coordination.
- Maintain a centralized travel planner for the project’s domestic, inbound, and outbound international travel, and work with the fleet and the travel desk to schedule vehicles and flights.
- Develop/improve trip planning tools and procedures with well-defined lead periods, roles, and responsibilities.
- Obtain appropriate security clearances for domestic travel, as well as donor (Fly America Act) and CD approval for outbound international travel.
- Inform CO management of any international visitors to the project and ensure compliance with CARE USA travel authorization requirements.
- Ensure that personnel, partners, and consultants are aware of and comply with relevant travel policies and procedures, such as donor regulations, per diem and travel cost policies, and so on.
- Coordinate with partner focal persons to ensure that all necessary travel regulations and procedures, as well as safety and security protocols, are understood and followed.
Distribution and monitoring of project equipment and supplies.
- Coordinate with CARE and partner teams to organize and implement the delivery of project-purchased equipment and supplies (including communications and visibility items) to targeted users or beneficiaries.
- Coordinate the purchase and administration of storage facilities for project supplies and equipment as needed.
- Maintain a comprehensive database of distributions that connects to MEAL systems for project participants.
- Coordinate the project’s bi-annual and annual stocktaking of project supplies, as well as inventory verification of fixed assets allotted to CARE and partner staff.
- Ensure that any loss or damage to project assets is reported to all relevant stakeholders, including the donor, as appropriate.
Functional excellence, ethical behavior, team leadership, and other responsibilities
- Participate in and contribute to the effective planning and execution of project activities, including steps to increase operational efficiency and demonstrate value for money.
- Recommend and assist in the creation/updating of standard operating procedures for essential functions to improve program timeliness and quality.
- Prepare and publish operational performance data and reports, and recommend/implement corrective measures to close gaps.
- Lead, mentor, and grow her or his team, cultivating a collaborative and high-performance culture.
- Conduct frequent performance assessments, give professional development opportunities, and foster a culture of accountability and continual growth among team members.
- Promote staff and partner awareness and compliance with all relevant CARE policies and standards, such as the safeguarding policy and safeguarding code of conduct, the fraud and corruption prevention and response policy, and so on.
- Maintain awareness of and adherence to donor-specific ethical norms and regulations, ensuring that all reporting and documentation meets the necessary ethical standards.
- Monitor and swiftly handle any ethical concerns or violations following established processes.
- Perform additional duties as assigned.
Required Skill or Experience
Knowledge
- Strong knowledge of procurement processes and donor laws, notably those governing USAID.
- Understand best practices for event planning, travel coordination, and inventory management.
- Experience with ethical rules and standards in international development.
Experience
- A minimum of 5-7 years experience in business services management, procurement, logistics, or related subjects, ideally in the development or humanitarian sectors.
- Extensive expertise in managing operations for complicated initiatives involving various stakeholders, including donor-funded programs.
- Experience managing and mentoring teams in a fast-paced, high-pressure workplace.
Skills
- Procurement planning: Knowledge of procurement processes, such as creating procurement strategies, submitting approval requests, and assuring donor compliance.
- Logistics coordination: Proficient in event and travel logistics, such as managing timetables, bookings, and participation requirements.
- Data management entails managing extensive databases for inventory, distribution, and other project-related records.
- Problem-solving requires a strong analytical ability to recognize problems, devise solutions, and efficiently implement corrective actions.
- Team leadership: Experience leading, mentoring, and developing a team while establishing a collaborative and high-performance culture.
- Communication: Excellent verbal and writing communication abilities, as well as the ability to deliver complicated information to a variety of stakeholders clearly and convincingly.
- Time management: Excellent ability to prioritize activities, manage time effectively, and meet deadlines in a fast-paced environment.
- Risk management: The ability to detect, assess, and mitigate risks associated with procurement, logistics, and compliance, thereby ensuring project continuity.
- Budgeting: Skilled in creating and managing budgets for events, procurement, and other operational tasks.
- Attention to detail is essential for ensuring accuracy in procurement, inventory management, and reporting operations.
Education
A bachelor’s degree is required in business administration, project management, supply chain management, or a similar discipline. Having a master’s degree is advantageous. Relevant procurement, logistics, or project management certificates (e.g., PMP, CIPS).
How to Apply for this Career Opportunity at CARE Ghana
Email your CV and a cover letter to hr.ghana@care.org.
Include the job title for the position in the subject line.
Closing Date: The application date is Friday, August 23, 2024.
NOTE:
It is important to keep in mind that employers receive many applications for each job posting and will only select the most qualified candidates. Furthermore, NewsNowGh does not have any influence over the decisions made by employers/recruiters. As a result, we cannot guarantee that sending applications will lead to candidates being shortlisted or selected for a particular position.
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