Director, Finance and Administration

Ouagadougou, Burkina Faso
Apply by 31 August 2018
Senior-level , Full-time staff position
Posted on 27 July 2018

Job Description

Overview

Management Sciences for Health (MSH) is seeking a Director, Finance and Administration for an anticipated USAID-funded 5-year integrated health service delivery activity in Niger and Burkina Faso. The objective of the activity will be to improve the access and quality of high impact maternal, newborn, child, and adolescent health, family planning, and nutrition services at the community, primary health facility, and referral facility level.

MSH saves lives and improves health by helping public and private organizations throughout the world to effectively manage people, medicines, money, and information. Working from more than 40 country offices and our Arlington, Virginia, and Medford, Massachusetts, US headquarters, our staff from more than 70 nations is highly regarded for its technical expertise, integrity, and commitment to making a lasting difference in health. We live our mission to save lives and improve the health of the world’s poorest and most vulnerable people by closing the gap between knowledge and action in public health.

OVERALL RESPONSIBILITIES

The Director of Finance and Administration (DFA) reports to the Chief of Party and works to provide high-level financial management and operations leadership, contract and grant management support. S/he ensures that financial and operational functions support the timely and effective implementation of the project’s technical scope of work. S/he provides 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 DFA will liaise with 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. S/he will ensure that all expenditures, payment, procurement, vehicle management are carried out in accordance with USAID and MSH standards and regulations. The DFA provides authoritative leadership on all budget, expenditure monitoring, financial reporting and contract matters to ensure timely and effective implementation of the program’s activities in Burkina Faso and Niger.

The Director of Finance and Administration will oversee the financial management for project activities. This includes oversight of procurement, grants, construction, logistics, human resources, accounting and finance, and records. S/he will be responsible for managing the contract budget and preparing financial reports for submission to USAID. S/he will ensure funds expended are compliant with USG regulations and policies. S/he will implement fraud mitigation practices and ensure systems and processes are implemented effectively to support implementation of the award.

Specific Responsibilities

Financial Management:

  1. 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.
  2. Maintain systems for program budget monitoring and tracking that include financial and contractual data. Provide routine pipeline analyses to COP and USAID. Also, provide any ad hoc reports requested by USAID or PEPFAR. 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.
  3. Responsible for coordination of contract management activities. Work with program staff, home office and partners to draft, manage and monitor implementation of contracts. Provide routine progress reports to program management team.
  4. Serve as a local office lead with MSH headquarters for preparation of budgets and budget amendments to be submitted to USAID. Submission to the USAID officer shall be reviewed by the MSH contracts officer or Senior Contracts officer prior to submission.
  5. Monitor adjustments to the annual budget whenever required.
  6. Coordinate monthly requests of funds, based on budget and cash flow projections, to ensure the program has all the necessary funds for the operations.
  7. 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.
  8. Ensure all program staff is trained on USAID Rules and Regulations and compliance with the Cooperative Agreement.

Grants Management:

  1. Supervise grant and contract administration functions. Supervise the grant management team for the project.
  2. Correspond as necessary with grantees, local subcontractors, and MSH Home Office.
  3. Lead the design of the grants program; make recommendations to the Chief of Party for the selection of the grant instruments.
  4. 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.
  5. Participate and be a voting member of the selection committee. Prepare, present, and negotiate grants; amend as needed.
  6. Document the process by which grantees are selected for awards; notifies applicants and other stakeholders of award decisions.
  7. Conduct pre-award surveys of the grantees and complete capacity building plans and compliance monitoring plans for each grantee.
  8. Oversee compliance with the terms and conditions of the grants. Provide technical assistance to grantees to build their capacity.
  9. Monitor grantees’ compliance with the terms and conditions of the grant and the grantees’ policies and procedures.
  10. Keep abreast of, interpret, and provide training and guidance to project staff and grantees on all donor regulations and policies (including but not limited to Circulars A-110, A-122. Educate program staff and grantees on agreement compliance and operational topics.
  11. Approve invoices and payments to grantees. Supervise all aspects of grant close out.

Administration:

  1. Collaborate with the Chief of Party 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.
  2. Support the Chief of Party 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.
  3. Ensure timely submission of administrative and financial reports to the team leader and corporate operations office as required.
  4. Provide 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).
  5. Coordinate, execution of internal/external financial, operations, and program reviews or audits, and ensure timely follow up to review or audit conclusions and recommendations.
  6. Participate in project risk register development and implementation, and take proactive steps to mitigate risks within operational functions.
  7. Take responsibility for risk management and good governance.

General:

  1. Ensure project actions are governed by the highest standards of personal and business conduct as stipulated in policy guidelines.
  2. Contribute to maintaining teamwork, discipline sound work relationships and productivity.
  3. Ensure that unit staff charges their time to the different project activities in a manner which accurately reflects their level of effort.
Qualifications and Experience
  1. Minimum of a Bachelor’s Degree in Business Administration, Finance, Commerce, or a related field;
  2. Minimum of twelve (12) years’ experience in managing grants or contracts for NGOs and/or private and voluntary organizations (PVOs) may be substituted in lieu of a Master’s Degree in Business, Administration, or Commerce;
  3. Seven (7) years of progressively responsible work experience in managing grants with international health NGOs and/or PVOs, preferably in the Caribbean;
  4. Demonstrated experience and knowledge in managing finance and compliance aspects of a large USG-funded activity;
  5. Demonstrated strong oral and written communication and presentations skills in French and English;
  6. Strong understanding and experience with USG acquisition and assistance instruments, policies and procedures, and requirements.

About the Organization

Management Sciences for Health, an international nonprofit organization, is dedicated to closing the gap between what is known and what is done about public health problems. MSH saves lives and improves health by helping public and private organizations throughout the world to effectively manage people, medicines, money, and information. Working from more than 30 country offices and our US headquarters, our staff from 65 nations is highly regarded for its technical expertise, integrity, and commitment to making a lasting difference in health.

Management Sciences for Health (MSH) is a nonprofit international health organization composed of more than 2,000 people from 73 nations. Their mission is to save lives and improve the health of the world’s poorest and most vulnerable people by closing the gap between knowledge and action in public health. Together with their partners, they are helping managers and leaders in developing countries to create stronger management systems that improve health services for the greatest health impact.


EXPERTISE


MSH takes an integrated approach to building high-impact sustainable programs that address critical challenges in leadership, health systems management, human resources, and medicines. Simply put, they support stronger health systems for greater health impact.


Their expertise in these areas falls into the broad categories of management functions—for example, leadership and governance or pharmaceutical management—and health areas like tuberculosis or maternal, newborn, and child health. They apply their expertise by

  • Partnering with governments, local organizations, and communities in developing nations to build their own capacity for long-term health impact;
  • Providing global leadership in critical areas of health management and health care delivery;
  • Bringing the best of MSH from around the globe to the people we serve, working as One MSH with a focus on lasting health system improvements.

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Leadership, Governance, & Management

They work with in-country partners to build stronger health systems to improve:

    • the management and leadership of priority health programs, health organizations, and multisectoral partnerships such as The Global Fund to Fight AIDS, Tuberculosis and Malaria, developing a critical mass of managers at all levels of the health system who can lead and inspire teams to achieve results;
    • the management systems of health organizations in the public and private sector, transferring practical approaches and skills to ensure that management structures contribute to sustainable organizational success;
    • the governance and management of health organizations and multisectoral partnerships, facilitating change and transferring knowledge to enable organizations to administer their resources efficiently and scale up their services.

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Health Service Delivery


MSH combines extensive public health expertise, proven service delivery approaches, and evidence-based interventions in five critical areas:

    • HIV & AIDS
    • Tuberculosis
    • Maternal, newborn, and child health
    • Family planning and reproductive health
    • Other communicable diseases, including malaria and pandemic and avian influenza

Human Resources for Health

MSH helps governments develop multisectoral strategies and policies to plan and manage their health workforces. We use a comprehensive approach that addresses all the facets of human resources for health needed to achieve an adequate supply of well-trained and motivated health workers. MSH offers capabilities in leadership, human resource management, education, partnerships, policy, and finance to achieve these goals.


Pharmaceutical Management


Vital to our success is a participatory approach to project design and implementation, which cultivates broad-based support from all stakeholders. We also build and improve infrastructure and local capacity to effectively purchase, store, deliver, and use quality essential medicines.

Health Care Financing


MSH helps governments and NGOs assess their current financial situation and systems, understand service costs, and develop initiatives to use existing funds more effectively and generate additional revenue—all with the goal of supporting a nation’s health priorities.

Health Information


MSH has developed proven methods for rapidly strengthening the analysis and use of existing health data—normally at the province, district, and facility levels—without revising existing recording and reporting requirements. With an emphasis on learning through action, district teams undertake assessments of health services, identify gaps in performance, and design solutions to support better decision-making and, therefore, better management of improved services.


MSH has worked closely with the Health Metrics Network of the WHO to develop a comprehensive approach for enhancing the performance of health information systems and data by employing a practical, strategic planning process that can be carried out by national working groups.

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