Scope of Work:

Provincial Operations Officer position is subject to Donor Approval. The responsibilities are as following:

Coordination

• Liaise with partner finance and operations staff to provide technical guidance in consultation with PMU Sr. Finance and Grants Manager.
• Liaise with Partner and PMU MEAL in ensuring all payments are duly approved, disbursed, and recorded.
• Liaise with Provincial Program Manager on daily activities related to finance and other project operations.
• Get involved in budget realignments and revisions, as applicable to location.
• Liaise with PMU Director of Finance and Administration in escalating issues that can be of high risk. Support PMU finance team conducting audits and monitoring as necessary.

AQBE Cash Distribution Activities

• Close familiarization with IRCs cash documentation guidance and policies including Cash Relief Operating procedures (CROPs) authority matrix and compliance checklists.
• Preparing pre and post cash distribution documents as per the IRC guidelines and checklist.
• Make sure the beneficiaries who receive the items, cash or services are available in the targeted IRC plan and activities.
• Sharing pre-determined documents and taking approval from the authorized persons.
• Assisting cash hawala/bank parties in cash distribution process.
• Make sure all cash distribution documents are processed and approved for bank final payment.
• Supporting PMU Finance team in preparing cash disbursement reconciliations and approvals.
• Liaising with PMU finance for ensuring timely payment to Hawala agent in line with approved disbursements.
• Tracking payment to beneficiaries against Hawala agent Master procurement agreement (MPA) and payment on monthly basis.
• Develop monthly cash distribution reports.
• Ensuring proper and timely data filing both in hard and in soft on Box.

Other Operational Tasks

• Raising PR/PO’s at local level for office needs.
• Ensuring timely delivery of items, recording, and ensuring utilization as per plan/needs.
• Ensuring all procurement documentation is duly approved and documented.
• Liaise with PMU finance on timely payments for vendors.
• Any other administrative function as requested by line manager, the Provincial Program Manager.
• Fleet Management, responsible for transport arrangement for distributions in coordination with the line manager.
• Support PMU team in partner monitoring and audits.

Integra Tasks

• Liaise with CO Finance to ensure codes for the project are kept up to date.
• Coding of expenses in line with approve budget and codes.
• Ensure the uploaded information is correct.
• Ensuring all record keeping in Integra with due approvals.

Monitoring and Trainings

• Monitoring of partner finance activities with documentation, compliance needs, and per approved policies.
• Provide on the job coaching to partner finance and operations staff.
• Conduct capacity development assessment and support PMU team on conducting CDP activities and other trainings as necessary.

Main Responsibilities:

• Ensure USAID compliance with all financial, supply chain and HR related processes undertaken by AQBE partners during cash disbursement activities and trainings.
• Ensure that AQBE partners have adequate training and capacity to undertake cash disbursements under AQBE project.
• Be part of AQBE project review meetings, monitoring visits, and capacity development initiatives.

Be eyes and ears for AQBE PMU team on all partner operational matters.