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  • Posted: Jan 5, 2016
    Deadline: Jan 12, 2016
  • The U.S. Pharmacopeial Convention (USP) is a scientific nonprofit organization that sets standards for the identity, strength, quality, and purity of medicines, food ingredients, and dietary supplements manufactured, distributed and consumed worldwide. USP’s drug standards are enforceable in the United States by the Food and Drug Administration, and th...
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    Operation Manager

    The Promoting the Quality of Medicines (PQM) program, funded by the U.S. Agency for International Development (USAID) and implemented by the U.S. Pharmacopeial Convention (USP), helps developing countries effectively address critical issues related to poor quality medicines. Its helps USAID-assisted countries strengthen their quality assurance and quality control systems to better ensure the quality, safety and efficacy of medicines that reach patients.

    Summary of the Position
    The Operations Manager plays a critical role in supporting the Chief of Party, Nigeria with the effective and efficient operation of the site by managing the core functions such as Financial Management, Procurement and inventory, Human Resources, Information Systems, Safety and Office Management in accordance with USP, USAID and Government of Nigeria regulations for the USP PQM program in Nigeria.

    Roles and Responsibilities

    Finance and Accounting:

    • Supports the Chief of Party and country team by developing detailed annual work plan budgets and activity tracking.
    • Adopts and implements USP policies and procedures in compliance with USAID and Government of Nigeria regulations, manages, agreements and contracts, accounting, budgeting and audits as set by USP headquarters, including;
    • Prepares operating funds to support activities including cash advances, reimbursements, invoicing, and others
    • Processes and manages office accounting system
    • Compiles necessary documents for monthly submission to headquarters
    • Reviews and submits monthly reconciliations and financial reports to USP HQ and COP
    • Processes and manages VAT Exemptions via USAID mechanism
    • Liaise with USP headquarters, USAID, partners, banks, and Government of Nigeria (Ministry of Finance - Tax Office)
    • Enforces good internal control and implementation of USP policies
    • Processes invoice submission to HQ for country office payroll, rentals, utilities, etc.
    • Responsible for the documentation of all financial transactions in accordance with USAID regulations, agreements management, accounting, budgeting and audits asset by USP headquarters.


    • Uses Term of Reference from approved activities nd initiates travel planning according to SOPs
    • Works with project coordinators on workshop/training planning, logistics, cash advances, reconciliations, vendor selection for workshops/training in accordance with USP and USAID guidelines.
    • Contributes to annual work planning as part of the country team


    • At request of COP initiates and tracks procurement under approved work plan activities in accordance with SOPs.
    • Manages inventory government property and office supplies
    • Liaise with vendors for selection and leads negotiation process with vendors
    • Develops vendor list for country office.

    Human Resources:

    • Facilitates local Human Resources processes in accordance with local labor laws and in collaboration with USP-US, handles recruitment and new hire onboarding, oversees performance management process, supports growth and development of staff, and-ensures staff engagement is high.
    • Prepares monthly payroll, income tax, and coordinates employee benefits with USP US.


    • Ensures that the USP Nigeria country office's legal registrations are current and adequate and that the country office is in compliance with local regulations.
    • Ensures that the country office management is efficient, effective and conducive to promoting an enjoyable place to work where staff can thrive and engage one another.
    • Develops and maintains a comprehensive and efficient filing system.
    • Performs other duties as necessary.

    Minimum Requirements

    • Bachelor's Degree required; MBA preferred
    • At least 10 years of experience in an Operations management role including demonstrated experience working on a USAID donor funded project.

    Knowledge, Skills and Abilities:

    • Results driven with demonstrated successful outcomes.
    • Must possess ability to handle multiple priorities in a fast-paced environment.
    • Must possess excellent written and verbal communications skills
    • Excellent organizational, communication, and interpersonal skills.
    • Excellent Microsoft Excel and Microsoft Word skills.

    Method of Application

    Interested and qualified candidates should submit their applications to:

    Note: Applicant should specify the position(s) for which they are applying on their application cover page or curriculum vitae (Resume).

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