Operational Manager

Geneva, Switzerland

[Closing date: 16 September 2016]

Job Description

 

Background

WHO and the Drugs for Neglected Diseases initiative have collaborated over the past two years on the creation of a Global Antibiotic Research and Development Partnership, a not for profit research and development organization, to develop new antibiotic treatments addressing antimicrobial resistance and to promote their responsible use for optimal conservation, while ensuring equitable access for all. DNDi has agreed to facilitate the set up and hosting of the partnership and provide the scientific environment, necessary personnel and infrastructure to ensure an effective incubation period. GARDP will work closely with all stakeholders in the field of antibiotic research and development (R&D) – including pharmaceutical and biotechnology companies, startups, other product development partnerships, academia, civil society, and health authorities – from countries of all income levels to develop new antibiotic treatments, with the aim of becoming an independent organization within a period of two years.

Ultimately, GARDP will:

  • address global public health and specific needs of low- and middle-income countries, targeting products that industry will not develop due to lack of profitability;
  • pilot the use of alternative incentive models that support conservation of and access to new antibiotics based on DNDi’s experience in implementing alternative R&D models for neglected diseases;
  • ensure that new antibiotics are affordable to all.

Term of Reference

  • The Operational Manager is based in Geneva.
  • The position is in charge of the finance, administration, and HR functions for GARDP (the Global Antibiotic R&D Partnership) being incubated by DNDi.

General Objective

  • To provide the operational support for sustainable development GARDP’s activities through coherent administrative and financial processes that are aligned with the standards of DNDi.
  • Type of contract: Open-ended, new position full time 42 hours/week.

Responsibilities

1. Human Resources (30%)
Human Resources (30%), Operational manager:

Serve as HR business partner representing GARDP in DNDi, which entails:
Supporting the Director of GARDP and the Lead, External Affairs and Internal Relations in staff planning according to DNDi policies and guidelines

Staff planning activities include:
– Define number of staff positions and related cost/assignment to donor budget specific to GARDP
– Review GARDP team structures, roles and responsibilities
– Propose and monitor internal mechanisms for collaboration and decision making in GARDP and with the rest of DNDi
– In line with staff planning, ensuring smooth HR operations within GARDP, with clear division of responsibility between the HR function in DNDi and GARDP Operations for processes such as recruitment, hire, onboarding, internal career/work changes, and terminations
– Ensures timely payroll information is provided to Payroll and Administration manager and is part of the monthly review of payroll for GARDP employees, per the payroll calendar management by the HR function
– Performance management for GARDP employees
– Track and ensure annual appraisals are held according to DNDi policies and procedures
– Propose and monitor the use of team management processes and management tools specific to GARDP
– Management of consultants for GARDP: ensure all consultants are duly registered as such, working under a valid contract and that data is kept updated for regular reporting
– Staff reporting: ensuring staff cost against plan budget verification and preparation of various reports for donors and for internal purposes (audit, Board reports, etc).
– Responsible for HR, finance, and administration objectives that are fixed during Action Plan, and progress with relevant Action plan objectives are tracked and reported back to Executive team
– Ensure positive and creative HR dynamics within GARDP team, including healthy working environment, appraisals, career planning and training. In addition, assist and provide advice to the External Affairs and Internal Relations Lead and the Director on conflict management and / or termination decisions, and serve as first focal point for grievances within GARDP, which is then escalated to the HR function if there is no resolution obtained at GARDPP level
– To support the External Affairs and Internal Relations Lead and the Director in assessing direct report appraisals and calibrating the appraisal of the other staff members with view to supporting resulting communication and outcomes of such appraisals and supporting management of resulting performance plans
– Collaborate with the HR function to ensure HR administrative files are well maintained (e.g. contracts, holidays, general work permit issues, benefits)
– Serve as HR focal point for all GARDP related issues
– Ensure all DNDi HR related guidelines and processed are enforced at GARDP level and proposition/ownership of GARDP specific guidelines or rules as per need

2. Finance (40%)

– Responsible of GARDP accounts: Supervise the accounting system in NAVISION Microsoft software: bookkeeping, check and validate monthly reconciliations of petty cash, banks, advances and statement of expenditure. Ensure expenses are compliant with policies and submit timely the financial information to DNDi for consolidation purposes
– Ensure implementation of finance control policies: signature policy, Procurement policy, conflict of interest, travel, per diem, etc.
– Prepare the annual budget in collaboration with the Project team, the External Affairs and Internal Relations Lead, the Director, the DNDi R & D Director and the DNDi Finance team. Implement the budget process (Revised budget and budget follow-up) and make sure it is in line with DNDi’s financial management schedules and procedures
– Support the closing of annual account
– Coordinate and Participate in auditing processes (internal and external)
– In collaboration with the R&D and Fundraising teams to assist in building financial proposals for donors
– Prepare the finance reporting to donors and liaise with the DNDi Finance manager and Fundraiser to make sure the reporting is Consistent with the DNDi practice. Insurance compliance with Donors requirement.

– Prepare donor audit when required
– Build and manage project budgets and expenditures
– Supervise the management of the banking relationship (e.g. establish bank account(s); update KYC documentation when necessary)

3. Administration / Legal Support (20%)

– Monitor and maintain updates data bases for contracts, procedures, and policies
– Under the supervision of the Director and the External Affairs and Internal Relations Lead, play an active role in the set-up of the legal entity, facilitate the relationships with governments’ bodies as well as the preparation of the documentation
– Play a key role in the implementation of the Internal Control System (ICS) and planning of the organization

4. Logistics (10%)

– Establish policies and a supply system for the projects (suppliers, transmissions, reception) in the country
– Implement integrated procedures (such as procurement procedure) to DNDi‘s policies reGARDPing field work organization, models of accountability in the field, and the organization of briefings for the new staff recruited for administration and finance projects
– Ensure adequate facilities address needs (maintenance of office, work space, telecommunications, inventories, archives, security, etc.)

Other tasks:

Any other HR/Administration/Finance activities as required by the Director and External Affairs and Internal Relations Lead and DNDi Finance Director / senior Finance Manager (Geneva)

The position reports to the GARDP Leader of External Affairs and Internal Relations, with functional reporting to the Directors of Finance and HR.

Qualifications

– CFC d’employée de commerce with an accounting background or Brevet fédéral de comptabilité or equivalent
– Bachelor or Master in accounting /Finance Knowledge of Swiss Gaap

Experience

– Experience in multi currencies and analytical accounting ( 5 years minimum) in a medium-sized company or organization
– Experience in annual accounting closure and audit process
– Experience working in an international environment and with people from different cultural backgrounds
– Experience in non-profit environment and in HR management is an asset

*The Operational Manager musts demonstrate willingness and capacity to learn quickly all required aspects of HR

Knowledge

– Fluent in English, good knowledge of French
– Knowledge of the ERP Microsoft Dynamics NAV (Navision) is an asset
– Rigorous, systematic, well organized with full attention to detail
– Autonomous and team-oriented
– Capable of respecting deadlines
– Good knowledge of IT tools and excellent skills in Excel
– Willingness and ability to travel occasionally
– Commitment to the mission of DNDi / GARDP
– Very good team spirit, level-headed, positive approach, with a strong willingness to grow professionally in the role

 

To apply

  • For additional information about DNDi please visit our website at www.dndi.org.
  • Accepting applications until 16 September 2016.
  • Only shortlisted candidates will be contacted