Director, Finance, Administration, and Grants Management 38 views

Management Sciences for Health (MSH) is seeking a Director of Finance, Administration, and Grants Management for the USAID/Ethiopia Health Resilience Activity, with the overall purpose of strengthening public health emergency management to mitigate the impact of disasters on the health system and primary care and strengthen the capacity of Ethiopia’s institutions and communities to effectively manage disaster risks.

MSH is a global health nonprofit that makes foundational changes to health systems to protect people from diseases and improve their health. MSH collaborates with local partners, from ministries of health to community members, to strengthen and complement existing health systems. Since 1971, MSH has worked in more than 150 countries to help ensure sustainable, resilient, and equitable access to quality health care around the globe.

OVERALL RESPONSIBILITIES

The Director of Finance, Administration, and Grants Management reports to the Chief of Party (COP) and works closely with the project leadership team to provide high-level financial management and operations leadership, including subaward and grants management. They ensure that financial and operational functions support the timely and effective implementation of the project’s technical scope of work. They provide counsel to help project leadership ensure that resources are allocated and used in compliance with contractual requirements, applicable regulations, and appropriate standards and procedures. The Director of Finance, Administration, and Grants Management liaises with the project leadership team, local partners, USAID, and MSH’s headquarters regarding any aspects of program implementation, contractual, risk management, cost share, governance and all other matters related to finance and administration. They work together with the project leadership team to ensure that all expenditures, payments, procurements, and vehicle management are carried out in accordance with USAID and MSH standards and regulations. The Director of Finance, Administration, and Grants Management provides leadership on all budget, expenditure monitoring, financial reporting, and contractual matters to ensure timely and effective implementation of the program’s activities in Ethiopia.

The Director of Finance, Administration, and Grants Management oversees the financial management for the Health Resilience Activity program’s activities in Ethiopia. This includes oversight of procurement, subawards, grants, logistics, human resources, accounting and finance, and records. They are responsible for managing the award budget and preparing financial reports for submission to USAID. They ensure funds expended are compliant with USG regulations and policies. They implement fraud mitigation practices and ensure systems and processes are implemented effectively to support implementation of the award.

SPECIFIC RESPONSIBILITIES

Financial Management:

• Lead program annual budget development process that includes managing the annual work plan, life-of-project and activity budgets, and ensuring compliance of program expenditures with approved budgets; ensure the consistency, inclusion, and accuracy of costs and that they comply with agreed policy and practices, and work with staff in developing budgets for technical activities as necessary. Revise overall and sub-budgets as needed throughout the work plan year.
• Maintain systems for program budget monitoring and tracking that include financial and contractual data. Provide routine pipeline analyses to the COP and USAID. Also, provide any ad hoc reports requested by the donor. In addition, perform routine financial analysis on program expenditures, documenting and monitoring overall performance, analyzing trends, identifying gaps to ensure efficient and sound project management.
• Responsible for coordination of subaward management activities. Work with program staff, home office, and partners to draft, manage, and monitor implementation of subawards. Provide routine progress reports to program management team.
• Serves as a local office lead with MSH headquarters for preparation of budgets and budget amendments to be submitted to USAID.
• Monitor adjustments to the annual budget whenever required.
• Coordinate monthly requests of funds, based on budget and cash flow projections, to ensure the program has all the necessary funds for the operations.
• Review purchase orders and confer with team leader for approval, prior to issuance of the purchase orders for program procurement of commercial goods and services within agreed upon thresholds.
• Ensure all program staff is trained on USAID Rules and Regulations and compliance with the Cooperative Agreement or Contract.

Subaward and Grants Management:

• Supervise subaward, including grants, administration functions.
• Correspond as necessary with sub-awardees, grantees, local subcontractors, and MSH Home Office.
• Lead the design of the grants program; make recommendations to the COP for the selection of the grant instruments.
• Manage the development of the Request for Applications; determine appropriate deadlines and scope of work.  Collaborate with the Corporate Contract Office in the development and revision of all grant templates.
• Participate and be a voting member of the selection committee. Prepare, present, and negotiate grants; amend as needed.
• Document the process by which grantees are selected for awards; notifies applicants and other stakeholders of award decisions.
• Conduct pre-award surveys of the sub-awardees and complete organizational capacity development plans and compliance monitoring plans for each sub-awardee.
• Oversee compliance with the terms and conditions of the subawards. Provide technical assistance to sub-awardees to strengthen their capacity.
• Monitor sub-awardees’ compliance with the terms and conditions of the subaward policies and procedures.
• Keep abreast of, interpret, and provide training and guidance to project staff and sub-awardees on all donor regulations and policies (including but not limited to Circulars A-110, A-122). Educate program staff and sub-awardees on agreement compliance and operational topics.
• Supervise invoice and payments processes to sub-awardees.
• Supervise all aspects of sub-award and grants close out.

Administration:

• Collaborate with the COP to (a) ensure that project activities and management operations are implemented as per MSH Mission, values, and policies, and standard operating procedures, and local laws and regulations, and (b) to safeguard MSH’s reputation – financial, contractual, and political integrity.
• Supports the COP in the management of the project, aligning staff, systems, and other resources with the annual work plan and budget to provide timely, cost effective, responsive, and high-quality operations and administrative support within local laws and available resources, and in an environment with adequate internal controls, adhering to contracts regulations, MSH policies, and standard operating procedures.
• Ensure timely submission of administrative and financial reports to the team leader and corporate operations office as required.
• Provides administrative supervision to the project-specific support staff and is accountable for their performance management (including regular results, check-ins, formal appraisals, supportive supervision, rewards, training, coaching and carrier development support).
• In liaison with the project leadership team, coordinates, execution of internal/external financial, operations, and program reviews or audits, and ensure timely follow up to review or audit conclusions and recommendations.
• Participates in project risk register development and implementation, and take proactive steps to mitigate risks within operational functions.
• Take responsibility for risk management and good governance.

General:

• Ensure project actions are governed by the highest standards of personal and business conduct as stipulated in policy guidelines.
• Contribute to maintaining teamwork, discipline, sound work relationships, and productivity.
• Ensure that unit staff charges their time to the different project activities in a manner which accurately reflects their level of effort.

QUALIFICATIONS

• Master’s degree in business administration, finance, and accounting or other relevant discipline or equivalent experience.
• Eight (8) years of experience managing, in increasing roles of responsibility, finance, procurement, contracts management, construction, logistics and/or human resource related matters for international development activities of similar dollar value. Ten (10) years preferred.
• At least eight years’ experience in financial and operational management of complex international development assistance programs.
• Significant experience with USG-funded projects preferably in Ethiopia with regional field experience strongly desirable, USAID experience highly desirable.
• Thorough knowledge of USG financial reporting and compliance requirements.
• Strong leadership, mentoring, management, planning, analytical, and organizational skills demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.
• Proven leadership and capacity in negotiation and conflict management.
• Demonstrated experience to provide technical assistance to the organization and conduct trainings.
• Excellent analytical, oral, and written communication skills with fluency in English and Amharic. Proficient computer skills.
• Experience in maintaining excellent communication with Headquarters.
• Ability to travel.