The Administration & Operation Manager reports directly to the Country Director and manages all administrative and operation matters. He/She works closely with the senior staff in Haiti to ensure that all activities are fully coordinated.

The Administration and Operation Manager Exercises functional control administrative matters by providing oversight of, and direction to, the Field Office administrative staff. This includes the collection and collation of reports and returns required to ensure that the project is fully accountable to donors.

The Administration Manager is the senior National Staff members. In that capacity he/she ensures that National Staff comply with policies, are treated fairly and are provided with appropriate professional development. He/She also represents the interests of National Staff and brings any issues or concerns to the attention of the CD.

Managerial Duties

To accomplish this scope of work the Administration Manager has the following managerial duties:

General

• Establish and maintain a smooth flow of routine, administrative work of the offices including Office Administration, Human Resources, and Logistics support functions,
• Read and understand all administrative policies. Ensure the implementation of new and existing rules and regulations,
• Ensure adherence to the procedures outlined in The National Staff Handbook and all related documents,
• Ensure the Country Director have adequate information to maintain suitable compensation packages for National Staff,
• Maintain an accurate filing system for Administration and HR,
• Supervise the Administration Officers,
• Carry out responsibilities as outlined in the PDM-H Safety and Security Management Plan, and

Administration

• Maintain local office policies and procedures and provide training for all issues related to personnel, benefits, travel, office equipment, leased property, physical and moveable assets and communications. Ensure compliance with established protocols by all National and International staff,
• Exercise supervision and control of arrangements for the recruitment, appointment, promotion, transfer and assignment of local staff,
• Provide oversight of the logistical requirements for expatriate visitors and new hires, i.e., staff orientation, visas, work permits, policy registration,
• Ensure the proper functioning of the property and asset management services concerning assets, leases, rents and utility services, maintenance and repairs, and
• Ensure personnel files of all national staff are properly maintained including current, valid contracts, position descriptions, timesheets, leave records and other documents outlined in internal policy


Senior National Staff Duties

As the senior member of the National Staff, the Administration Manager is the Country Director’s primary adviser in respect to the management of the National Staff. This includes the following duties:

• Assist all managers in the coaching, mentoring and professional development of National Staff,
• Administer all HR actions in respect to National Staff,
• Advise the CD of all issues or concerns affecting National Staff,
• Work closely with the CD to ensure that National Staff are treated fairly, equitably and with respect, and
• Provide CD and managers with advice in respect to Haitian culture as required.









Representational Duties

The success of the PDM-H programme depends upon its credibility and reputation within the community. The Administration Manager, as the senior member of the National Staff, is an important representative of the organization within the community and has the following representational duties:

• Act as the primary liaison between PDM-H and the Government of Haiti,
• Represent PDM-H in all of its dealing with Haitian financial institutions,
• Ensure that all transactions between PDM-H and Haitian entities (individuals, businesses, public institutions etc.) are carried out with the highest level of professionalism, and
• Assist the CD in ensuring that PDM-H is properly represented and that its programme is perceived as a positive influence on Haitian economic development.

• Fluency in English, French, and willingness to learn basic Creole is required.
• Degree in business, commerce, or a relevant field. Master’s degree preferred.
• Minimum of 5 years work experience, preferable in conflict and/or post-conflict countries.
• Experience working with small and medium enterprises (SMEs).
• Demonstrable experience in business development and strategic planning.
• Ability to work in isolated posts and difficult work environments.
• Excellent communication skills (written and oral) as well as networking skills.
• Understanding of civil-military relations, and international agencies and bodies.
• Experience in project management, including budgeting in NGO field.
• Private sector experience is an asset.

Interested candidates are invited to send a CV and brief cover letter by email with the reference line: Administration and Operation Manager - Haiti to haiti@pdtglobal.org by December 3rd, 2010.

We would like to thank all candidates for their applications, however only those short-listed will be contacted for further processing.Please attach nothing but the cv and the covered letter, otherwise your application will not be considered.

2010-12-03