Assistant Director, Global Program Operations Officer (AD/PO)
The SecDev Foundation is a not-for-profit think-do tank based in Ottawa, Canada. We work globally at the cross-roads of security, development and new technologies. We believe that technology and connectivity can empower people to disrupt violence, insecurity and oppression. Our mission is to better understand how, and then support positive change.
The SecDev Foundation is seeking to recruit an Assistant Director, Senior Program Operations Officer. Serving as a member of the executive team, the AD/PO is directly responsible for managing operations to ensure successful delivery of Foundation programs. Reporting to the Executive Director, and working closely with the Financial Controller and Compliance Officer as well as Project Managers, the AD/PO is the Foundation’s senior administration and grants officer, whose duties include: the oversight and excellence of all Foundation administrative and grant compliance policies and procedures; oversight and mentorship of administrative and program staff; and, direct participation and contribution to the growth and development of the Foundation overall. The position requires someone with exceptional experience in grant administration, program management and, above all, a commitment to excellence.
Duties & Responsibilities
The duties and tasks of the AD/PO will include, but not be limited to the following:
- Budgeting and Forecasting. Direct responsibility and supervision of budgeting and forecasting for Foundation program activities. Specific responsibilities will include: formulation of proposal budgets; oversight of project budgets and cash flows (managed by PMs) as well as financial reporting to ensure all are consistent with donor requirements and standards; direct assistance and supervision of budgeting and technical requests/reporting by project managers.
- Expenditure Control and Administrative Oversight. Direct supervision, management, and approval of project expenditure requests by project managers, ensuring consistency with project/program budgetary forecasts and plans, procurement requirements and compliance regulations, including payments to sub-grantees, vendors and contractors, travel, supplies, and other capital acquisitions. This may also require direct management of some sub-grant portfolios.
- Project Management Oversight and Mentorship. Direct support, and oversight of Foundation Project Managers, including mentoring, and assistance with managing tasks and timelines, human and material resources, project files, subcontracts, and stakeholder relationships. This task includes reviewing and approving project work plans to ensure consistency with Foundation policies and project objectives, as well as donor requirements. The incumbent will be expected to provide mentorship and guidance in project management “best practices”, including ensuring consistency in the use and performance of project management tools and online platforms.
- Supervision of Administration staff. Supervision and management of appropriate Foundation administrative staff.
- Acting Human Resources Officer: Supporting the Executive Director, responsibility for issuing and tracking employee contracts, monitoring and approving staff timesheets, scheduling/delivering performance reviews, and managing the recruitment of Foundation staff, vendors and contractors.
- Policies, Procedures and Compliance. Working closely with the Executive Director and Financial Controller and Compliance Officer, ensuring that all Foundation policies and procedures stay abreast of all compliance requirements as well as those required by federal and provincial laws, and also ensuring cost-effective administrative excellence.
- Executive Leadership. Serving as a member of senior Foundation staff, contribute to the growth and development of the Foundation including, but not limited to: stakeholder and partner relationships, proposal writing, preparation of annual report, human resources planning; and, strategic planning and branding.
Qualifications and Key Skills
- University degree, or equivalent professional experience. Preference will be given to candidates with executive-level experience in management of financial and administrative elements of a medium-size not-for-profit sector organization.
- Proven experience in program management, including finance and administration for grant-funded projects (NGO and/or government).
- Professional certifications in financial administration, monitoring and evaluation, and/or compliance (or equivalents in professional experience).
- Professional certifications in project management (or equivalent in professional experience); including experience with project management systems and online platforms.
- Advanced computer literacy, in particular with MS Excel, MS Word, Adobe Acrobat, and Mac OS.
Preference Given to Candidates With:
- Expertise in administering government grant funding from multiple, and various donors
- Experience in grant writing proposals for various international donors (such as Canada, UK, the Netherlands and others)
- Executive-level experience in an NGO setting
- Experience in human resource management
- Commensurate with experience (remuneration package includes benefits and RRSP contribution plan)
- Full time, indeterminate. Pending final approval of funding.
How to Apply?
Please submit the following to firstname.lastname@example.org by 28-Feb-2017 to be considered:
- A cover letter.
- Your CV
Incomplete applications will not be considered.
Please quote “AD/OP” in your email subject line.
Please note that interviews will be scheduled prior to the application deadline. We thank all those who apply. Only those selected for further consideration will be contacted.