Job Description

The Business Operations Senior Manager role provides leadership and strategic support for operational, business, and financial management aspects of the team's work, ensuring that there is a clear plan, budget and accountabilities to advance team objectives. The Senior Manager will be responsible for the financial and business operations of the unit under the leadership of the VP of US Programs and Policy Advocacy (with a dotted reporting line to the AVP for Operational Finance & Compliance in the Finance team).

This position plays key role in monitoring day-to-day business operations of the USPPA team, identifying issues and gaps and recommending solutions to the VP of US Programs and Policy Advocacy. Typical activities will include financial planning and forecasting; budget formulation, execution, and feedback to teams; regular operational alignment; and participation in quarterly strategic dialogues, as well as integrating and working with other teams across CARE (including finance, grant managers, AMS).

The Senior Manager will provide an overview of the team's finances, identifying risks and opportunities and monitoring overall burn rates and trends. They will recommend ways to efficiently utilize available resources(including unrestricted and flexible resources), and will regularly update the VP of US Programs and Policy Advocacy and the USPPA leadership team on the financial health of the team. As needed, the Senior Manager will create customized reports and templates to provide management with insights needed.

The Senior Manager will participate in decisions involving potential funding opportunities and in proposal development, liaising with project directors to develop financial plans and ensure internal and donor operational compliance, overseeing procurement and resource allocation, mentoring and motivating teams to achieve productivity and engagement.

S/he must actively seek out and ensure that we are drawing on all the resources across the organization—looking for talent, partnerships, and engagement in the regions, sub-regions and country offices, SSC and other CI members. S/he must promote a culture that is collaborative, inclusive, and participatory and that ensures everyone has what they need to perform at their highest level while keeping our ultimate vision and mission at the center of our work.

RESPONSIBILITIES

Strategic Financial Planning, Budgeting and Operations

• Oversee, manage and maintain good financial planning and budgeting in USPPA, and ensure due diligence in financial forecasting and reporting.
• Coordinate and prepare operational and financial reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions.
• Ensure availability of resources to cover staff salaries, identify funding and LOE gaps and match LOE gaps with future funding opportunities
• Promote strategic utilization of USPPA UNR and flexible resources in the most efficient way
• Plan and coordinate preparation of the USPPA team's annual operating business plan and budget, after collaborative negotiation with the USPPA leadership team
• Responsible for financial management monitoring including all revenues, expenses, endowment funds and investments.
• Ensure coordination/reporting/oversight of team’s operations by ensuring that resources are aligned to strategic goals. Advise USPPA leadership on financial matters, assessing and explaining long and short-term implications for the USPPA team of alternatives and decisions.
• Oversee and manage the development and monitoring of the unit's overall annual operating budgets. Contribute to communications, planning, and assessments. Answer questions from the team on budget availability and flag over or underspends early with function management.
• Prepare monthly financial analyses and other reports as requested by department budget managers. Oversee the preparation of standard and ad hoc financial reports required for strategic decision making. This includes funding mix, funding trends, spending trends, budget analyses, and forecasts.
• Leads proposal budget development, particularly in combining individual CO budgets into a combined budget for multi-country awards, and through ensuring that USPPA staff LoE is calculated realistically and included in proposal budgets.
• Lead the development and coordination of a portfolio tracking system that will give a detailed picture of our global assets—grants and contracts, staff resources, consultants, partners, etc.
• Regular analysis of how we are using our financial resources to advance program quality, impact and learning, to use in making strategic investment decisions
• Develop process flow to manage USPPA's cost recovery model smoothly, monitor and revise regularly as needed.
• As needed, create customized reports and templates to provide management with insights needed.

Vendor Contract Management and Administrative Support

• Support with the process of drafting and approving vendor contracts in alignment with relevant CARE policies for partnership and contracts.
• Assume lead role in contract reviews/negotiations with vendors
• Support on processing of contracts, purchase requisitions, and purchase orders ahead of services rendered.
• Support on processing the invoices and payments after services are rendered or when due.
• Work closely with CARE accounts payable and procurement teams to ensure all policies and processes are being effectively adhered, while meeting departmental needs
• Support whole department in proper processing of travel expense reports and credit card reconciliations as necessary