Operations Specialist, Technical Assistance Accelerator Prelude (TAAP) at TechnoServe

Requisition Number: OPERA002720
Job Category: Operations
Reports to: Deputy Program Director, Technical Assistance Accelerator Prelude (TAAP)
Grade: 7
Travel: 25%-30%

TechnoServe Background

• Everyone deserves the opportunity to build a better future. This simple idea has been at the heart of TechnoServe’s work around the world for over 50 years.
• TechnoServe is a pioneer in leveraging the power of business and markets to create sustainable pathways out of poverty.
• The low-income communities in which we work are full of enterprising people. Their small-scale farms and businesses are the keys to economic development. But they face many challenges: low literacy, lack of access to jobs and markets, unpredictable political dynamics and, increasingly, the effects of climate change.
• For many women and young people, the challenges are even more daunting. Working with TechnoServe staff, people around the world are lifting themselves out of poverty.
• The results are amazing...when incomes increase and living conditions for families get better, they are able to access health care and education previously out of reach. Communities and even whole countries are better off.

Program Descriptio

• The one-year Technical Assistance Accelerator Prelude (TAAP) investment will lay the foundation for a potential five-year Technical Assistance Accelerator (TAA) program main grant to increase relevant and sustained large-scale coverage of fortified foods.
• Under the initial TAAP, TechnoServe will develop, implement, and refine the model for the larger TAA program: establishing a PPP platform; building and managing relationships with private sector partners; and developing scalable tools and program elements.
• It will also serve as an opportunity to explore industry-owned innovations in the enabling environment for food fortification that harness digitalization.
• The vision for the TAA, is a public-private partnership (PPP) with Fortification Partners providing technical assistance (TA) and high-quality inputs to over 100 national food processors per year, helping to close gaps in their motivation and ability to comply with national fortification regulations.
• The TAA will set up a platform to link these Fortification Partners with specific local food processors, matching Fortification Partners’ technical expertise and strategic interests with the identified capability gaps of the TA recipients.
• The TAAP will focus on 6 countries namely, Bangladesh, Ethiopia, India, Indonesia, Kenya, Nigeria, of which India, Kenya and Nigeria will serve as operational nodes

Position Description

• Reporting to the Deputy Program Director, the Operations Specialist will support in execution of the full range of programmatic activities and transactional services in areas of procurement and operations in Nigeria, Kenya, India and other TAA regions, in full accordance and compliance with TechnoServe’s rules and regulations, ensuring their accuracy, transparency and integrity with a high degree of quality assurance.
• S/He will work closely with Project Specialists in the respective nodes and HQ operations colleagues.
• The Operations Specialist will play a critical role in supporting the workflow of the TAA team.
• S/He will support key functions such as procurement, event and workshop management, reviewing grants and contracts, as well all administrative and support staff roles for the regional office portfolio/clients, working closely with relevant HQ colleagues/focal points.

Duties and Responsibilities

• The Operations Specialist will provide a wide range of program and operational support services and ensure full compliance of TAA program operations with the TechnoServe rules, regulations and policies.

Administration and Office Management:
Ensures effective administrative control in the office, focusing on achievement of the following results:

• Implementation of the control mechanism for administrative services;
• Maintenance of administrative control records such as commitments and expenditures;
• Regular update and maintenance of contracts database and payment dashboard of commitments and expenditures such as consultant, payment of goods and services.
• Proper control and of the supporting documents for payments, ensuring the proper filing system in field office database and electronic/hard copies;
• Preparation of requests for payment for the program team, resources persons and participants;
• Provision of clear and systematic guidance to field offices and projects on the processes and rules and regulations for the management of assets.
• Full compliance of administrative activities with TechnoServe’s rules, regulations, policies and strategies
• Provision of inputs to the business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Administration and Logistics in consultation with the direct supervisor and office management.

Procurement:
Provides procurement support to field offices focusing on achievement of the following results:

• Full compliance of procurement activities with TechnoServe’s rules, regulations, policies and strategies;
• Provision of inputs to preparation of procurement plans for the field offices
• Procurement of travel services, workshop arrangements, goods and services for regional offices
• Issuing Purchase Orders and communication with vendors about the status of orders;
• Creation of vendors set-up and submit for approval;
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
• Maintain contract management database for monitoring the ongoing contracts;
• Monitoring and follow up on HR processes (appointments, renewals, terminations).

Logistics:
Provision of logistical support focusing on achievement of the following results:

• Provision of logistical support to organization of conferences, workshops and retreats
• Coordination and management of travel authorization, reservations, visa, etc
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters;
• Supports control of Project Assets and inventory including keep record and maintenance of Office Assets and supplies and participation in periodic office physical inventory and asset verification exercises as needed;
• Proper inventory control; supervision of proper issuance of inventory items and supplies
• Facilitation of logistical arrangement for delivery and arrival of goods;
• Ensures Support to HR processes in the region;
• Support to staff planning at regional and country level;
• Effective support to all administrative tasks related to recruitment processes at the regional level.
• Perform other work-related tasks assigned by the supervisors.

Required Skills and Experience
Experience:

• Bachelor's Degree + 3 years relevant experience OR Master's Degree + 1-year relevant experience in Administration or Operations
• Specialized training in office management and administration is highly desirable.
• Experience with an NGO organization/agency is desirable.
• Professional fluency in English required (both written and spoken).
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages.
• Professional fluency in English required (both written and spoken).

Desired Skills:

• Self-starter and energetic
• Comfortable with new ways of thinking and working
• Engages people and empowers them to deliver on promises
• Maintains integrity and personal reputation
• Ability to analyze complex issues and propose solutions
• Reviews information quickly and does not hesitate to try out solutions
• Passionate about learning and sharing.