Project Business Services Manager at CARE Ghana

CARE Ghana seeks a Project Business Services Manager on the awarded $50 million USAID-funded Strengthening Accountability in Ghana’s Education System (SAGES) Activity. This project will improve primary education service delivery through institutionalizing accountability in the Ghanaian primary education system. The activity will support efforts led by the Government of Ghana (GOG), in particular the Ministry of Education (MOE) and its agencies/affiliates, to strengthen the enabling environment for education accountability and increase the performance of the education system.

The Project Business Services Manager (PBSM) for the USAID/Ghana SAGES Systems Strengthening Activity will oversee and coordinate key operational functions essential to the success of the project. This role is responsible for procurement planning and coordination, event logistics, travel coordination, and the management of project distributions. The manager will also ensure that project activities align with CARE’s mission and values, fostering an inclusive and collaborative work environment. The role requires strong leadership, operational efficiency, and a commitment to ethical standards and compliance with donor regulations.

The Project Business Services Manager (PBSM) will report directly to the Finance and Operations Director. S/he will be based in the Accra in the Greater Accra Region.

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KEY RESPONSIBILITIES OF THE ROLE

Project procurement planning and coordination

Prepare and submit project procurement plans per the prescribed schedule and in compliance with established lead times.
Support the preparation of procurement approval requests to the donor ensuring compliance with donor regulations and processes.
Coordinate the development of specifications and terms of references (TORs) for project procurement requisitions.
Ensure the timely submission of project procurement requests according to the established lead times for different types of goods and services.
Liaise with Procurement to ensure timely delivery of project procurement requests, proactively addressing information needs and other bottlenecks, and escalating for resolution, when necessary.

Project events planning and logistics

Maintain a comprehensive calendar of project events (meetings, workshops, etc.) based on approved work plans, and coordinate planning with the relevant teams.
Develop/improve event planning tools and process workflows with clearly defined lead times, roles and responsibilities.
Liaise with technical teams and the project SMT to ensure timely development of event TORs and budgets, and identification support needs.
Manage the invitation and pre-registration of event participants liaising with the project SMT, technical teams and partners.
Supervise the booking of conference packages, accommodation, and other goods (IEC / visibility materials, participant kits, etc.) services (fleet, security, etc.) for event participants.
Oversee the effective onsite supervision of event logistics and participant management.

Project travel planning and coordination

Maintain a centralised travel planner for the project for domestic as well as inbound and outbound international travel, and coordinate with fleet and the travel desk to book vehicles and flights.
Develop/improve travel planning tools and process workflows with clearly defined lead times, roles and responsibilities.
Obtain security clearances when necessary for domestic travel and donor (Fly America Act) and CD approval for outbound international travel.
Inform CO management of international visitors to the project and ensure compliance with CARE USA travel authorisation procedures.
Ensure staff, partners, consultants’ awareness and compliance with relevant travel policies and procedures including donor regulations, per diem and travel expense policies, etc.
Coordinate with partner focal persons to ensure awareness of and compliance with all relevant travel policies and procedures as well as safety and security protocols.

Distribution and monitoring of project equipment and supplies

Coordinate with CARE and partners teams to plan and implement the distribution of equipment and supplies (including communications and visibility items) procured by the project to the intended users or beneficiaries.
Coordinate the procurement and management of storage facilities for project supplies and equipment when needed.
Maintain a comprehensive database of distributions linking to MEAL systems for distributions made to project participants.
Coordinate the project’s completion of bi-annual and annual stock taking of project supplies and inventory verification of fixed assets assigned to CARE and partner staff.
Ensure the timely reporting of loss or damage of project assets to all relevant stakeholders including the donor, if applicable.

Functional excellence, ethical conduct, team leadership and other duties

Participate in and contribute to the effective planning and implementation of project activities with measures to improve operational efficiency and demonstrate value for money.
Recommend and support the development / revision of SOPs for key functions to enhance the timeliness and quality program delivery.
Prepare and disseminate operational performance data and reports and recommend / implement corrective measures to address gaps.
Lead, mentor, and develop her/his team, fostering a collaborative and high-performance culture.
Conduct regular performance evaluations and provide professional development opportunities and promote a culture of accountability and continuous improvement within the team.
Promote awareness and compliance with all of CARE’s relevant polices and guidelines including the safeguarding policy and safeguarding code of conduct, the policy on prevention of and response to fraud and corruption, etc., among staff and partners.
Stay informed about and adhere to donor-specific ethical guidelines and regulations, ensuring that all reporting and documentation meet the required ethical standards.
Monitor and address any ethical concerns or violations promptly according to established protocols.
Carry out other duties as assigned.

Required Skills or Experience

Knowledge

Strong understanding of procurement processes and donor regulations, particularly those of USAID.
Knowledge of event planning, travel coordination, and inventory management best practices.
Familiarity with ethical guidelines and standards in international development.

Experience

Minimum of 5-7 years of experience in business services management, procurement, logistics, or related fields, preferably within the development or humanitarian sectors.
Demonstrated experience in managing operations for complex projects with multiple stakeholders, including donor-funded programs.
Experience in leading and mentoring teams in a fast-paced, high-pressure environment.

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Skills

Procurement planning: Expertise in procurement processes, including developing procurement plans, preparing approval requests, and ensuring compliance with donor regulations.
Logistics coordination: Skilled in coordinating logistics for events and travel, including managing schedules, bookings, and participant needs.
Data management: Proficiency in maintaining comprehensive databases for inventory, distribution, and other project-related records.
Problem-solving: Strong analytical skills to identify issues, develop solutions, and implement corrective actions efficiently.
Team leadership: Experience in leading, mentoring, and developing a team, fostering a collaborative and high-performance culture.
Communication: Excellent verbal and written communication skills, with the ability to convey complex information clearly and persuasively to various stakeholders.
Time management: Strong ability to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced environment.
Risk management: Capability to identify, assess, and mitigate risks related to procurement, logistics, and compliance, ensuring project continuity.
Budgeting: Proficient in developing and managing budgets for events, procurement, and other operational activities.
Attention to detail: Keen eye for detail to ensure accuracy in procurement, inventory management, and reporting processes.

Education

Required: Bachelor’s degree in business administration, project management, supply chain management, or a related field. A master’s degree would be an advantage.
Relevant certifications in procurement, logistics, or project management (e.g., PMP, CIPS).

How To Apply: Project Business Services Manager at CARE Ghana

Submit your CV and a cover letter via email to hr.ghana@care.org
Include the job title of the opportunity in the subject line.
The submission deadline is Friday, 23 August 2024.

Applications will be reviewed and shortlisted on a rolling basis and only shortlisted candidates will be contacted for interviews.

CARE has zero tolerance for fraud and corruption. We DO NOT collect fees or request financial information from job applicants at any stage of the recruitment process. If you are asked for payment or experience any irregularities during this process, please report your concerns anonymously via https://secure.ethicspoint.eu/domain/media/en/gui/100612/index.html.

ABOUT CARE

CARE is a global leader within a worldwide movement dedicated to ending poverty. Our mission around the world is to save lives, defeat poverty and achieve social justice.