STATEMENT OF WORK
Position Title: Deputy Director of Management and Operations (DDMO)
Supervisor/Evaluated By: DMO and CD
Under the supervision of the DMO, the DDMO performs full range of duties including, managing and
implementing financial systems and services as directed by Peace Corps Washington, Manual Sections and Overseas Financial Management Handbook (OFMH). The DDMO will be a certified Contracting Officer for the United States Government (USG); tasks may include, but not be limited to, complex and specialized functions of allotment, accounting, voucher examining, payrolling, budgeting, and preparation of contracts, financial procedures and conducting trainings. The incumbent will also have oversight of other Personal Service Contractors (PSCs) and perform the role of Acting DMO when s/he is on leave or official travel.
This is a supervisory position involving oversight and direction of a variety of business management and operations functions, such as procurement of services and supplies, fiscal controls and accountability, management of office staff, and other operational components essential to the overall operations of Peace Corps/Cameroon. Duties require the exercise of initiative and independent judgment in devising, installing, monitoring and revising new work methods and in applying complex rules, procedures, and regulations. The DDMO will provide backup support in all areas of the administrative unit, as needed. Routine work will be performed with minimal guidance.
Location: Yaounde, Cameroon
Salary: range 22,025,311 – 38,544,286 FCFA annual basic salary plus additional allowances.
Application opens: April 19, 2023 Application closes: May 09, 2023
Supervisory role: Yes
Specific Duties and Responsibilities
BUDGET MANAGEMENT AND FINANCIAL MANAGEMENT
· The DDMO serves as the technical lead on budgeting and financial management issues and activities, including budget preparation and analysis using Agency financial systems Hyperion and FOR Post. In collaboration with the DMO, determines the fiscal budget and human resources requirements and controls expenditures. Determines resource requirements and recommends resource allocations based on priorities and needs; and allocates funds across multiple programs for multiple fiscal years, funds and sponsors.
· Serves as Contracting Officer in accordance with Peace Corps Acquisition Policies and Procedures. Signs new leases and new PSCs NTE 50,000 USD, overseas procurements NTE 25,000 USD, and U.S. based procurements NTE 3,000 USD. Ensures that proper procurement processes are followed for the acquisition of goods and services and the execution of contracts and leases, and that the integrity of the procurement process is upheld at post.
· Assists the DMO with yearly budget operating plan formulations through analysis of prior year costs and anticipated changes in program operations and market.
· Assists in preparation of the Appropriated budget during the IPBS review as well as Quarterly and Mid-Year Budget Reviews.
· Serves as the technical budget lead for the PEFAR budget and Peace Corps Cameroon COP process. Directs management of the PEPFAR budget, ensuring proper funds expenditures.
· Adheres and interprets rules of financial management. Provides financial advice and guidance on reprogramming funds and unfunded requests. Ensures that an adequate system of internal controls is in place for post’s fiscal management operations. Adheres to budget and financial reporting deadlines and assists with the periodic budget reviews.
· Ensures all transactions are charged to the appropriate Fiscal Year and that all support document/obligation documentation is on file. Certifies Volunteer Allowance and Reimbursement payments through the Volunteer In-Country Allowance Database (VICA). Informs DMO of any discrepancies in accounting data.
· Serves as Primary Contact with PC/Washington on any Financial Matters and on any trouble shooting Matters of the Financial Management System, FOR Post.
· Interacts with the U.S. Embassy, USAID and other USG Agencies on financial matters and serves as the Peace Corps Back-up Representative on the ICASS Budget Committee.
· Develops and maintains good working relationships with local vendors. Directs the preparation and timely receipt of vendor payments ensuring that all financial matters are handled in accordance with established regulations and policies.
· Works with the Budget and Finance Team to adhere to a strict schedule of weekly preparation and filing method of non-cashier vouchers. Ensure that payments are made to volunteers, trainees, staff and external vendors in a timely manner and are compliant with agency policy, including proper documentation of, but not limited to fiscal coding, bona fide need and competition. Maintain complete financial files and historical payments records in a manner that is compliant with agency regulation and USG regulations on record retention and destruction.
· Prepares service contracts for vendors, Leases and Purchase Orders ensuring that these contracts are properly documented and compliant with USG government, and agency policy.
· In the absence of the DMO, provides guidance for general cashier operations ensuring that they are provided in a consistent, secure, and accurate manner; determines if cashier accountability is adequate to meet post needs especially during high peak training period; approves imprest fund transactions including payments, collections and interim advances.
· Prior to weekly voucher submission, examines all Peace Corps vouchers (personal services contracts, leases, transportation, medical, utilities, local vendors, etc.) to determine if they meet the requirements of the contract or ordering documents. Checks accuracy of computations and delivery of billed goods or services. Research difficult payments and gets clarification, if necessary; and ensures that the appropriate accounting transaction codes have been included.
· Maintains individual files, by vendor including all vendor communication, monthly statement reconciliation, proof of competition, when necessary and/or possible. Upon delivery and receipt of goods and services, as verified by the DMO and/or the General Services Manager (GSM), reviews invoices for correctness and consistency with obligating documents. Informs DMO of any discrepancies. Maintains complete and accurate voucher records so that they are readily accessible for inquiries by vendors or auditors.
· Assists with financial reviews and analyses conducted by the administrative staff—providing guidance on the appropriate methodology for such reviews/analyses and reviewing the related review/analytical reports. Participates in the Post Integrated Planning and Budget System (IPBS) annual discussions and periodic strategic reviews with post management to provide input on the plans implications on the post’s control and funding environment.
· Serves as the Primary Centrally Billed Purchase Card and Travel Card Holder making approved payments with the Citibank credit card in person or on-line. Reconciles the Citibank statement on a monthly basis and maintains updated records and purchase log.
ADMINISTRATIVE AND VOLUNTEER SUPPORT
· In coordination with post’s programming and training staff, provides effective administrative support on post’s programming and training activities.
· Develops administrative manuals, handbooks, and procedural memos to document internal policies and procedures; and provides technical assistance and guidance to the CD and other staff on administrative policies, operations, and issues.
· Responsible for the maintenance, organization and update of all administrative hardcopy & e-files includes vendor records, contracts, leases, financial documentation and personnel files.
· Serves as the Manager of the Volunteer In-Country Allowance (VICA) System, monitoring all Volunteer payments and schedules to ensure timely receipt of Volunteer allowances and reimbursements. Coordinates with Volunteer Liaison & Cashier on upcoming training events to ensure timely deposits of per diems through VICA. Follows up with local banks on volunteer’s deposits and banking issues. Answers any questions from Volunteers on financial issues.
· Interacts with Volunteer Financial Services at PC/Washington on any financial or other Volunteer matters and assists Volunteers to understand and comply with approved administrative procedures and policies.
· Monitors Volunteer allowances levels and coordinates surveys of Living and Settling in Allowances and recommends increases to the DMO and the CD.
· Assists the DMO and CD on any emergency or crisis situations in-country and pertaining to PCV problems.
· Provides logistical regional support to PC/Cameroon training events as needed. Prepares and present Sessions on Administrative Matters at all PCV Training events as needed.
· Performs other duties as may be assigned by the DMO and which do not conflict with primary duties and responsibilities as outlined above.
CONTRACTING AND PROCUREMENT
· Designated as a Contracting Officer after successful completion of the requisite Overseas Contracting Officer Training and receipt of an individual Peace Corps Overseas Contracting Officer warrant issued by the Chief Acquisition Officer.
· Responsibilities as an Overseas Contracting Officer include executing, modifying, and/or terminating contracts, lease agreements, and other procurement actions in accordance with individual warrant. Must follow all regulations, rules, procedures, and guidance as supplied by the CFO/Acquisition and Contract Management (CFO/ACM) and/or as specified in the Overseas Contracting Handbook in execution of Overseas Contracting Officer duties and responsibilities.
HUMAN RESOURCES, GENERAL SERVICES and IT
· Assists the DMO in the supervision and management of Human Resources, General Services and IT.
· In the absence of the DMO, provides all oversight and direction, including management and operational functions to Human Resources, General Services and IT.
· Participates in the selection and interviewing process of new Peace Corps staff. Prepares complex selection memos.
· Participates in General Services and IT bid, selection, and procurement process. Prepares complex selection memos.
STAFF MANAGEMENT AND SUPERVISION
· Supervises the Finance Staff, Volunteer Support Liaison and Travel &Transportation Assistant
· In the absence of the DMO, oversee and directs the work of all Administrative Unit staff, including Cashier, General Services, HR and IT.
· In the absence of the DMO, serve as chief liaison between PC/Washington and the CD on all matters of budget, finance, administration, and staffing issues.
· The DDMO conducts annual evaluations and manages bi-weekly timesheets for his Supervisees.
· Designated limited supervisory responsibilities if assigned by the Country Director and with the approval of the Regional Director.
· Personal Services Contractors (PSCs) may only supervise other PSCs. (See MS 743a and MS 744a)
· On behalf of the DMO, oversee the annual Administrative Management Control Survey (AMCS) review process and ensure corrective actions, if required, are taken in a timely manner. On behalf of the DMO, review and incorporate Inspector General Recommendations to other posts and PC HQ policy changes into posts standard operating procedures.
· In connection with periodic IG audits of post, the DDMO will be responsible for coordinating/preparing post response to audit recommendations, identifying and recommending corrective actions to audit findings, and negotiating closure of outstanding audit recommendations.
TRAINING AND OTHER DUTIES
· Conducts training of new staff in financial management practices related to the job in conjunction with the DMO and provides training workshops for Post staff on Peace Corps budget procedures; makes presentations to PCTs and PCVs during Pre-Service and In-Service training and Close of Service workshops; upon request.
· Performs any other duties as assigned by the Admin Officer or Country Director.
Responsibilities as a receiving officer may include;
· Accurate review of goods or services, their accompanying invoices, and the purchase order/contract to ensure that the specifications, quality, amounts, price, timeliness, etc. of the goods are consistent with the terms and conditions of the contract/purchase order after successful completion of the requisite training to perform receiving duties. (See MS 511, the Personal Property Management Handbook and OFMH 19)
Serve as the Acting DMO whenever the DMO is away on leave or official travel and independently perform the full range of DMO duties and responsibilities included in the delegation of authority at that time.
“Given that as a result of the COVID-19 pandemic there will be a lengthy period where there are likely to be limited or no Peace Corps Trainees and/or Volunteers (jointly referred to as “Volunteers”) at Peace Corps/[Country], the PSC may be temporarily assigned during the COVID-19 pandemic, as determined by the Peace Corps Director, to carry out additional duties and responsibilities in furtherance of the goals of the Peace Corps in order to enhance the ability of Peace Corps Volunteers to perform functions under the Peace Corps Act, including facilitating a safe environment in order for the successful return of Volunteers.
This temporary assignment may require the PSC to provide services and/or support beyond what is listed in their current Statement of Work (SOW). The services and/or support may take many forms, examples of which may include but are not limited to, training, providing administrative, technical, medical, and/or operational assistance, building on host country programs, etc. This temporary assignment also may require the PSC to provide these services and/or support to individuals/organizations other than those listed in their current SOW such as host country government, partner organization(s), community member(s), staff, and/or contractors.”
OCCASIONAL MONEY HOLDER
The DDMO may be required to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to training sites, or other locations as directed by the Contracting Officer. The DDMO may also be required to courier cash to PC Trainees or Volunteers.
SAFETY AND SECURITY
SSI 110 Standard Security Requirements: Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
· Minimum Education: Bachelor’s in Business Administration or another 4 year University degree in a related field. Desired: MBA
· Experience: Five years of related work experience required, accounting or finance preferred.
· Language: Proficiency in oral and written communication in English; ability to understand, interpret, and communicate complex transactions, policies, procedures, issues and inquiries.
· Prior Work Experience: At least 5 years management experience in any of the following – Contracting and Procurement; Human Resources; and/or Financial Management.
· Skills and Abilities: Demonstrated ability to manage accounting records and analyze financial transactions, records, and reports. Ability to meet deadlines, meticulous work habits, attention to detail, and the highest level of integrity and honesty required. Current passport to travel outside Cameroon, occasionally overnight. Proficiency in the use of personal computers, word processing, and spreadsheet software.
· Minimum Education: Bachelor’s in Business Administration or another 4 year University degree in a related field. Desired: MBA
· Knowledge: Working knowledge of the PC Manual Section 760, OGAP Overseas Financial Management Handbook, and other applicable USG rules and regulations pertaining to financial operations.
· Post Entry Training: U S. Government Class B Cashiering; Peace Corps Budgeting System; FOR Post Training; Contracting Officer Training; HR Management Training; Hyperion Training.
· Language Proficiency: List both English and French language(s) by level and specialization
Submit the following in MS Word or PDF:
1. Cover letter
3. Three professional references
4. Provide a written answer to the DDMO Questionnaire and submit.
5. Telephone number where you can be reached.
Peace Corps Cameroon does not accept documents saved on any cloud format including Google. The file size should not exceed 8MB.
Submit your application to the following email address: CM-HR@peacecorps.gov and include Deputy Director of Management and Operations (DDMO) in the subject line.
No telephone calls or personal visits please. Only the documents listed in the application instructions should be submitted including your telephone number by May 9, 2023. Only candidates selected for an interview will be contacted.
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