Overview
The Executive Officer (EXO) will report to the principal advisor to the Mission Director and mission staff with full responsibility for providing leadership, advice and staff support in the administrative management functional areas. In this capacity s/he will be tasked with developing innovative methods for providing improved administrative and logistical support services. The EXO will be the focal point and is responsible for ensuring that adequate management and logistical support is provided for all mission administrative services.
Responsibilities
- Coordinate with 4 Support Offices (ROFM, REXO, RLO and RSO) to conduct assessment of Tamale operating procedures and revise Tamale Standard Operating Procedures Manual.
- Coach 4 OSU support staff to develop GLAAS request packages for Simplified Acquisition procurement and Personal Services Contracts.
- Support USAID/Ghana Operations Support Unit to design and establish Mission mentoring program.
- Produce Mission Order on Mentoring.
- Identification and implementation of productivity-enhancing delivery systems.
- Develop Standard Operating Procedures for the Operations Support Unit.
- Produce service level agreements with USAID/West Africa regional support offices including: REXO, ROFM, RLO.
- Publication and updating of clear guidelines for customers in relation to operations and management.
- Conducting and analyzing periodic customer satisfaction surveys.
- Maintenance of adequate internal controls to protect USAID assets and monitor internal procedures.
- Mentor Operations Support Unit staff, provide career development and in-service training programs.
- Prepare direction for the implementation of annual administrative procurement budgets (OE)
- Solicitation and analysis/approval of acquisition projections of all USAID/Ghana operating units, including PSC contracts and associated costs.
- Maintenance of appropriate system of checks and balances from initial requisition through final disposition of property.
- Explore and develop opportunities for improving USAID/Ghana services to customers.
- Develop, interpret, and ensure implementation of administrative management policies, regulations, and procedures.
- Formulate, interpret, and communicate long-range principles, policies, and objectives for administrative services programs. Serve as a key communicator of new administrative policies and procedures to the USAID/Ghana Mission and other stakeholders.
- Prepare workforce planning scenarios based on various budget scenarios.
- Provide policy advice and guidance on the management and support functions and services required for effective program implementation.
- Advise, support and train the OSU on the full range of personnel matters, including development and implementation of appropriate personnel procedures and workforce planning.
- Analyze mission management requirements and, in coordination with the Office of Financial Management and OSU staff, develop the operating expense budgets for the mission.
Qualifications
- BA degree in an area related to Organizational Development, Management, Business Administration, Government/Political Science, Non-Profit Management, or other related field is required. Master’s degree in one of the above fields is desirable
- Minimum of ten (10) years of progressively responsible professional experience in government administrative services management required
- Expert-level knowledge and application of government contracting, development activity planning, budgeting, financial management, personnel, and administration systems.
- Strong analytical and writing skills with the ability to present technical information in concise written and oral form;
- The ability to establish rapport and effective communication with USG staff, implementers, USG counterparts, etc.
- Excellent management, interpersonal and teamwork skills. Proven skills in mentoring and coaching staff are a requirement.
- Proven ability to work as a member of a team and to foster teamwork is required, as is the ability to develop and maintain productive working relationships at all levels, including with USG staff and colleagues, and leaders of the non-governmental organization and corporate community.