Jean Paul II #218
Head of Operations
Administration & Project Management
1 year; Start date ASAP
Quisqueya University (uniQ) is a private institution of higher education and research with 3500 enrolled students, renowned for being one of the top universities in Haiti. In 2015, Universitè Quisqueya founded InnovEd-UniQ which serves as an institute for innovation in education to facilitate teacher and school leader professional development, conduct research in pedagogical practices in Haiti, and push policy at the government level to promote an engaging, relevant, and reflective approach to education. InnovEd-UniQ is promoting and enhancing quality of education by becoming a driver for systemic national change in teacher professional development and pedagogical approaches to education.
The Head of Operations provides both operational and programmatic support to the organization. The post supervises the administrative and finance unit. The Head of Operations reports directly to the Director and directly assists the Head of Programs on all strategic and tactical matters as they relate to budget management, human resources, forecasting needs and the securing of new funding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Assist in performing all tasks necessary to achieve the organization's mission and help execute staff succession and growth plans.
- Train the Finance Unit and other staff on raising awareness and knowledge of administrative and financial management matters.
- Work with the Director and Head of Programs on the strategic vision including fostering and cultivating stakeholder relationships on national and international levels, as well as assisting in the development and negotiation of contracts.
- Participate in developing new opportunities and partnerships, specifically: assist the Director and Head of Programs in identifying new funding opportunities, the drafting of prospective programmatic budgets, and determining cost effectiveness of prospective service delivery.
- Assess the benefits of all prospective contracts and advise the Steering Committee on programmatic design and implementation matters.
- Ensure adequate controls are installed and that substantiating documentation is approved and available such that all financials may pass independent audits.
- Provide the Head of Programs with an operating budget. Work with the Head of Programs to ensure programmatic success through budgetary support, and compliance with all contractual and programmatic requirements. This includes: 1) interpreting contractual and programmatic rules and regulations to ensure compliance with all guidelines, 2) ensuring that all regulations and requirements are disseminated to appropriate personnel, and 3) monitoring compliance.
- Oversee the management and coordination of all fiscal reporting activities for InnovEd including: organizational revenue/expense and balance sheet reports, reports to funding agencies, development and monitoring of organizational and contract/grant budgets.
- Oversee all purchasing and payroll activity for staff and participants.
- Attend Board and Subcommittee meetings; including being the lead staff on the Audit/Finance Committee.
- Monitor banking activities.
- Ensure adequate cash flow to meet InnovEd’s needs.
- Investigate cost-effective benefit plans and other fringe benefits which InnovEd may offer employees and potential employees with the goal of attracting and retaining qualified individuals.
- Oversee the production of monthly reports including reconciliations with funders, as well as financial statements and cash flow projections for use by Director and Steering Committee, as well as the Audit/Finance Committee and Board.
- Assist in the design, implementation, and timely calculations of wage incentives and salaries for the staff.
- Conduct regular meetings with staff to compile feedback and share administrative information
- Participate in training the administrative teams, and help compile and implement a personnel development and training plans
- Offer HR-related support to personnel
- Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness...)
- Maintain an HR information system including personnel files and records, holiday and sick leave, disciplinary measures, etc.
- Ensure that recruitment and contract termination procedures are respected
- Ensure the management and maintenance of stock and equipment, including inventories
- Control purchase procedures, including but not limited to purchase orders, purchases, and monitoring of adherence to validation regulations and procedures, relationship with vendors, logistical aspects, etc.
- Responsible for management of vehicle fleet and logistics staff, including maintenance schedules, vehicle utilization planning, etc.
- Oversee Accounts Payable and Accounts Receivable and ensure a disaster recovery plan is in place.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Not-for-profit accounting and project management.
- Organizational development, human resources, and program operations.
- General office software, particularly the Microsoft Office Suite and MIP software (or other similar not-for-profit general ledger software) and use of databases.
- Foster and cultivate partnership opportunities.
- Create and assess financial statements and budget documents.
- Recognize and be responsive to the needs of all partners of the organization, including funding organizations, the Board of Directors, local community advocates and program participants.
- Supervise staff, including regular progress reviews and plans for improvement.
- Communicate effectively in both written and verbal form.
- Work efficiently in stress and complex situations with flexibility and dynamism.
- Work within a diverse team and build consensus around key issues to ensure cohesion between partners.
- Use extensive software skills, Internet research abilities and excellent communication skills are required in French and Creole.
EDUCATION AND EXPERIENCE
- Completion of a bachelor's degree at an accredited college or university or equivalent work experience.
- Completion of a master's degree at an accredited college or university or equivalent work experience.
- Certified Public Accountant (CPA) preferred.
- The Head of Administration, Controller or Chief Financial Officer level.
- Five to seven years of financial experience and project management experience with the day-to-day financial operations of an organization of at least 30 staff persons.
- Any equivalent combination of education and experience determined to be acceptable.
Level of Language Proficiency
French, English, Haitian Creole
Minimum Education Required