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Operations Manager

Employer Chemonics International

Information on vacancy
Period of publication 21.11.2023 - 05.12.2023
Field of activity /
Office personnel / Office manager
Duties USAID Local Governance Activity (LGA) is a five-year USAID program implemented by Chemonics International in the Republic of Uzbekistan. The goal of LGA is to strengthen subnational governance in Uzbekistan to make governance more responsive, participatory, and accountable, and to enhance the delivery of public services to the Uzbek people. The Activity is also intended to establish a strong legal foundation for government reform and decentralization, making it easier to transition towards local service provision. is also intended to establish a strong legal foundation for government reform and decentralization, making it easier to transition towards local service provision.

Purpose of Assignment

The Operations Manager provides leadership and supervision of all aspects of the office administration, including office logistics, office procurement and human resource management for the LGA. S/he will be responsible for overseeing the day-to-day operations of the project office and work closely with Chemonics' home office project management unit (PMU), Chief of Party, Deputy Chief of Party and other field staff to ensure that project functions are efficient in all operational, administrative and HR matters, and that adequate internal control is maintained.

At all times, the Operations Manager shall adhere to and act according to Chemonics' Standards of Business Conduct Living Our Values as well as comply with USAID and US Government rules and regulations, Chemonics' policies and procedures, and local laws.

Duties and Responsibilities

Key areas of responsibility include, but are not limited to the following:

1. Administrative Staff Management:

- Supervise short-term local support staff (cleaner, IT, translator, etc.), in terms of assigning tasks, providing mentorship and guidance.

2. Project Operations: Oversee day-to-day project logistics and operations including:

- Negotiating/renegotiating and maintaining office and residential leases and any modifications;
- Provision of office utilities, services, and supplies;
- Negotiating/renegotiating corporate agreements with hotels and vendors;
- Arranging visa/work permit and registration support and hotel reservations for expatriate staff and short-term international consultants;
- Organize and manage logistics (hotel reservation, tickets, transportation, taxi, etc.), prepare internal orders and other related documents as per local law.

3. Office Procurement: Together with the project procurement and finance teams:

- Prepare Purchase Action request (PAR) for office-related furniture, equipment, supplies and services, check and sign acceptance of goods/services, and overall management of office-related agreements.
- Prepare Service and or Consultant Agreements, collect approvals, review, and verify the acts of performance of works, process timesheets for individual consultants, interns, master trainers, and external translators for payment.

4. Inventory Tracking:

- Oversee the proper tracking of project inventory; maintain inventory tracker for non-IT property; develop and implement internal control and audit plans.
- Maintain the records of all project inventory, including their location and condition, and develop reports as required by USAID.
- Ensure that all equipment is used in accordance with project and USG guidelines.
- Oversee disposition of project property at the project closeout.

5. Human Resources Management:

- Prepare personnel files for long term local staff and all documents as per local law for submission and record of the Diplomatic Service of the Ministry of Foreign Affairs of the Republic of Uzbekistan.
- Prolong annually a service agreement with the Diplomatic Service of the Ministry of Foreign Affairs of the Republic of Uzbekistan.
- Prepare personnel files for all local staff (both long- and short-term) per the personnel file checklist and Chemonics' HR filing system and ensure all HR files are protected for safe keeping.
- Ensure the completion of all required personnel forms for all staff and to ensure that they are saved in electronic and hard copy personnel files as well as updated in the HR personnel tracker.
- Manage and track staff's vacation leave and sick leave balances.
- Lead recruitment of new employees, draft/review job descriptions, advertise positions, conduct interviews when needed and reference checks on potential candidates, collect biodata supporting documentation, prepare and review biodata, salary justification memos and employment agreements for the COP's signature, and ensure that the standards of Chemonics' personnel management practices are implemented and the project is in full compliance with Uzbekistan field office policy manual and local labor laws to the maximum extent possible.
- Help manage staff terminations, resignations, and any other voluntary or involuntary
separations. Properly document staff departures, collect and appropriately file staff resignation
and termination letters as applicable, conduct an exit interview according to the project exit
- Institutionalize and supervise employee performance tracking system, including time sheet collection and review, as well as all types of leave in accordance with personnel policy and procedures. Manage employment period tracking and performance evaluation alerts. Ensure proper completion of timesheet and leave documentation.
- Conduct project orientation for all newly hired staff according to the project orientation checklist.
- In consultation with the Chief of Party and the PMU, assess the training needs of all staff members on an on-going basis and make recommendations for trainings.

6. Legal Compliance and Registration:

- Obtain legal guidance from the local lawyers on as needed basis and lead annual legal counsel review process to ensure project's compliance in registration, taxation, employment benefits, etc. with local law requirements.
- Together with local lawyers prepare documentation for Chemonics Representative office accreditation in the Republic of Uzbekistan. Ensure Chemonics' registration is in full compliance with local law requirements.
- Draft guidelines and revise policy manual in consultation with the home office PMU on an as-needed basis.

7. Project Communications:

- Monitor and file incoming and outgoing correspondence
- Assess and track project's needs and operations, identify issues needing action or of potential concern or interest, and act on concerns raised by the home office.
- Ensure the proper electronic and hard copy filing of important office correspondence.
- Update the information contained in the Emergency Action Plan (EAP) on a quarterly basis and field office contact list monthly.
- Send daily communications to the PMU and respond to the PMU's requests for updates and information.

8. Advise Chief of Party and Deputy Chief of Party on improvements and problem areas.

9. Perform any other human resource or administrative tasks assigned by the COP or his/her designee.

The Operations Manager will report to the Chief of Party, or his/her designee
Requirements to the candidate
Age: N/A
Gender: Irrelevant
Residence: Uzbekistan
Education: Higher
Professional requirements Х Bachelor's required/Master's preferred or equivalent combination of education and relevant experience.
Х Extensive experience supervising and overseeing project office administration, human resources, procurement, inventory management, and compliance.
Х Experience working on USAID-funded projects and knowledge of USAID contractual and reporting requirements.
Х Comprehensive knowledge of Chemonics management practices and systems is a plus.
Х Fluent written and spoken English, Uzbek, and Russian.
Х Willingness and ability to travel as needed.
Х Strong organizational and prioritization skills required.
Х Ability to work both independently and in a team.
Working conditions
Region Tashkent
Employment Full
Salary offered N/A

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Alisher Kilichev
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