Administrative and Contracts Manager

Administrative and Contracts Manager

We are searching for an experienced Administrative and Contracts Manager in Antananarivo, Madagascar.

Position Description

The Administrative and Contracts Manager will support the PROPEL Health project team oversee office administration, logistics, travel, procurement, including supervision of periodic administrative support staff and other consultants as needed. The Administrative and Contracts Manager will report to the Country Director and will supervise the Administrative Associate.

Primary Duties and Responsibilities

Administration and Operations:

• Support management and maintenance of office and program database in SharePoint system to ensure critical documents and files are regularly saved electronically.
• Coordinate with technical team to ensure operations support for workshops, training and other events.
• Responsible for receiving, documenting, and managing all stock and commodities of the project, including forecasting and requisitions to always guarantee optimal stock levels.
• Ensure maintenance of the office filing system and maintain project-related files, documents, and datasets.
• Office lease and inventory management.
• Oversee all office administrative function of the office to ensure smooth office operations including IT, security, office cleaning and hired vehicles.
• Assist in establishment and maintenance of insurance for project equipment.
• Office lease and inventory management.
• Any other administration and operations duties as assigned.

Procurement Functions:

• Lead the negotiation, administration, and assuring compliance with agreements to include but not limited to: Contracts, Blanket Purchase Agreements (BPAs), Consultant Agreements, and Task Orders. Support generally covers the full agreement life cycle, from program award through close-out.
• Ensure that the US Government, corporate and project procurement procedures are adhered to, and colleagues are familiar with the process.
• Conduct due diligence review of selected consultants and collaborate with the technical staff to monitor the consultants’ technical performance and achievement of deliverables as per Consultancy Agreement before processing of payment.
• Ensure that before any purchase takes place relevant authorization has been obtained.
• Maintain systems for tracking contractual documents, correspondence, and reporting, applying records management policy.
• Initiate through effective correspondence requests for contract modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.
• Support the coordination and consolidation of responses to contractual requests from HQ or the client.
• Monitor and ensure compliance with Palladium procurement policies and USAID regulations.
• Procurement subject matter expert for the Madagascar country program; provide procurement capacity strengthening to the Madagascar team.
• Screen all selected vendors and consultants through Navex RiskRate, Sam.Gov, OFAC, and UN Sanctioned List.
• Any other procurement duties as assigned.

Human Resource Management (HRM):

• Coordinate regularly with Madagascar office and HQ team to ensure Madagascar office HRM follows local labor laws, company policies and donor requirements.
• Implement applicable company policies and procedures to recruit Madagascar staff.
• Monitor and manage staff employment contracts and extensions in consultations with the project team in Madagascar and HQ.
• Keep track of contract expiry dates and process renewal on timely fashion in consultation with Country Director and HQ team.
• Ensure personnel files for all staff are created, maintained, and archived. The file includes complete record of all relevant information including recruitment documents, employment agreement, leave records and other performance related information.
• Ensure timely submission of Madagascar staff timesheets, leave plan, and leave request, and respective supervisor approvals. Keep track and record of accrued leave days, used leave days and timesheets.
• As necessary, coordinate with HQ and Madagascar to support/renew registration of company and employees to social security/pension funds and tax office and other local authorities. Monitor and make sure working conditions are in conformity with legal requirements.
• Assist Country Director and HQ team in qualitative performance appraisal and professional development planning processes.
• Maintain records of all performance development activities including participation in workshop, training, seminars, etc. for each staff member in personnel files.
  
• Supervise Administrative Associate. Perform coaching and annual performance review.
  
• Organize and participate in social events for the project staff and management.
• Screen all selected candidates through Navex RiskRate, Sam.Gov, OFAC, and UN Sanctioned List.
• Any other human resources duties as assigned.

Grants/Subawards Management:

• Work in close coordination with technical staff to develop RFA and prepare documentation for grant evaluation and approvals.
• Advertise RFA, analyze and evaluate grant applications with the review team, and issue grants that adheres to PROPEL Health Grants Manual.
• Lead the start-up and closeout of PROPEL Health Madagascar grants over the life of the project.
• Advise and monitor grants management policies, procedures, and practices to grantees.
• Ensure appropriate documentation is completed and on file to guarantee grant file audit readiness.
• Conduct grantee training as needed, including capacity building for potential grantee organizations, and knowledge transfer for internal project staff.
• Remain knowledgeable of updates and revisions to the PROPEL Health’s Grants Manual, and recommend revisions, as program operations change.
• Conduct pre-award reviews of potential grantees, regular mid-implementation audits, and pre-close out grant file review in coordination with the MECLA, Capacity Strengthening, Grants Lead (HQ), and other staff as required, to maintain clean, audit-ready files throughout the life of project.
• Monitor payment of grant milestones to ensure compliance with workplan and milestones and monitor the projected expenditures against their actual expenses.
• In coordination with HQ and local staff, review monthly grants budget reports to monitor spend rate against forecast.
• Screen all selected grantees/subawardees through Navex RiskRate, Sam.Gov, OFAC, and UN Sanctioned List.
• Other duties as related to program grants and/or project start-up, as required.
• Any other grants/subawards duties and tasks as assigned.

Required Qualifications:

• Minimum of 5 years of work experience in administrative, operations, procurement, and office management with an international organization and USG-funded cooperative agreement with buy-in structure experience.
• Minimum of 3 years of supervisory experience.
• Demonstrated experience in procurement management, including competition, selection, award, and managing agreements.
• Strong track record to provide effective and responsive oversight and leadership in program operational areas – administrative, programmatic, procurement, human resources, and facilities including IT and security.
• Successful experience in delivery of quality management systems and implementation of standard practices and continuous improvements.
• Experience in building high performing and resilient teams supported by constructive supervision, performance development and role modelling a culture of service excellence.

Madagascar nationals are strongly encouraged to apply for this position.

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.