Program Manager II-Resource Management Coordinator

Req.#:                          I 10 118

Background:

CRS programming in The Gambia includes activities in health, HIV/AIDS, and agriculture. CRS/The Gambia’s major programming centers on community based anti-malaria and HIV/AIDS programs under various rounds of the Global Fund as sub-recipient. For the Single Stream Malaria grant, slated to begin in June 2010, CRS The Gambia is a Principal Recipient for the Global Fund working in close collaboration with the government’s Prime Recipient the National Malaria Control Program.

Primary Function:

The Resource Management Coordinator (RMC) is responsible for the core support functions of the country program through the effective management of resourcing and administrative processes. The RMC, a member of the Senior Management Team, guides and influences the output of the Administration, Finance and IT Departments and overall Management Quality functions to ensure consistency of performance and strong customer service throughout the country program. Through liaisoning with the programming department, the RMC will work to strengthen, oversee and manage all resource and reporting requirements for the programs and ensure the effective operation of the country program. The RMC works to ensure compliance with relevant donor, agency, and West Africa Regional Office (WARO) policies, procedures and regulations. As the Global Fund is a relatively new donor for the agency, the grant has presented many new management and compliance challenges that directly involve the RMC on a daily basis.

Specific Responsibilities:

1. Administration

1. Ensure the implementation and maintenance of administrative control systems in compliance with CRS and donor regulations.
2. Ensure that local and international procurement, inventory control and property management, and fleet management systems function smoothly and efficiently.
3. Maintain compliance with local laws related to administration (payroll, tax payments, social security, etc.).

2. Finance

1. Oversee the finance department staff and operations; including accurate production of the monthly financial reports, cash forecasts, bank reconciliations, vouchers, and quarterly reports, year-end close, etc.
2. Authorize and monitor country program expenses.
3. Analyze financial statements to ensure appropriate charging of line items and managed cash flow. Ensure that financial Statements cover the full set of financial reports (Balance sheet, Income Statements, Cash Flow Statements etc).
4. Coordinate with Finance and Administration to ensure proper and timely closeout of non-programmatic elements of grants.
5. Oversee the preparation and submission of the annual program plan (APP).

3. Information Technology

1. Ensure compliance with Agency Regional Information Systems Analyst (RISA) standards and WARO MIT requirements.
2. Ensure that the IT Coordinator performs daily/weekly/monthly duties and responsibilities, including systems backup and maintenance.
3. Ensure maintenance of annual computer replacement plan (procurement and disposition).

4. Human Resource Management

1. Oversee modifications, in coordination with the Country Representative, to and implementation of the Personnel Manual, national staff salary scale, fringe benefits, and other terms of employment to ensure justice, fairness, retention of high quality staff, competitiveness with other humanitarian agencies, and compliance with local labor laws and standards.
2. Verify and approve monthly payroll.
3. Monitor the implementation of the CRS Performance Management System.
4. Determine staff training priorities.
5. Participate in and ensure open and transparent hiring practices that result in the hiring of the most qualified candidate.

5. Commodity Management

1. Oversee the accurate and efficient management of commodities (including pharmaceutical commodities in accordance with donor regulations and CRS policies, procedures and accepted standards.
2. Ensure the existence of adequate internal control systems for commodity management and reporting by CRS and its partners.
3. Ensure that the process of procurement, shipment, survey, arrival, receipt, storage and distribution of commodities is completed.

6. Compliance and Risk Management

1. Ensure compliance with CRS and donor policies, procedures and regulations;
2. Ensure all agreements and contracts signed at the country program level comply with CRS policy and WARO and Agency review requirements;
3. Conduct periodic systems checks in all support departments to ensure that CRS is in compliance with CRS and Donor standards;
4. Coordinate with Finance and Administration to ensure the proper and timely closeout of public grants;
5. Coordinate the country program’s risk management and prepare the risk disclosure report;
6. Support other key staff in the implementation and follow up of the CRS Management Quality Assessment tool;
7. Ensure that results of internal control assessments are implemented to avoid audit findings;
8. Ensure timely closure of audit findings for all departments, and implement effective systems to avoid recurrence of audit findings.

7. Partners’ Capacity Building

1. Ensure that all support departments are oriented towards CRS partnership principles;
2. Take the lead in promoting the development and capacity building of partners, in collaboration with the Head of Programming, in the areas of finance, compliance, administration, human resource and general management.
3. Coordinate among departments to ensure the integrity of partners’ administrative, financial and logistics systems, in line with CRS and donors’ standards.
4. Ensure that partners receive adequate and timely technical support in the areas of finance, logistics, administration, HR and IT, in collaboration with programming staff.
5. Provide partners with relevant capacity building opportunities, as and when they arise.

Supervisory Responsibilities: Finance, Administration and IT departments and an Internal Auditor.

Key Working Relationships:

Internal: Country Representative, Finance, Administration and IT Departments, Head of Programs, Program Managers, Internal Auditor, WARO DRD for Management Quality,

External: Partner agencies, donor representatives, Local Fund Agent (LFA), Ministry of Labor, CRS/The Gambia lawyer, vendors.

Qualifications:

1. Masters Degree in Public Administration, International Affairs or related field
2. Minimum 3 years experience in administrative/financial management or in a similar position
3. Experience managing USG and/or Global Funds funded grants
4. Ability to professionally represent CRS in high level meetings with donors and to other organizations
5. Minimum of 3 years experience supervisory experience. Proven ability to be an effective supervisor or staff of varying levels of responsibility.
6. Strong knowledge of MS Office applications and database programs
7. Self-guided, strong organizational and planning skills
8. Ability to work well under pressure
9. Ability to identify issues and take the initiative to address them

10.  Strong analytical skills and attention to detail.

11.  Proven initiative and ability to work independently

12.  Ability to work both as a motivating member and a leader of a diverse team

13.  Professional proficiency in French written and oral communication skills, a plus

14.  Excellent written and spoken English required.

To apply, please visit,

EOE/M/F/D/V