Director of Finance and Operations

  • Executive-level, Full-time staff position
  • Posted on 19 September 2019

Job Description

Management Sciences for Health (MSH) is seeking a Director, Finance and Operations for an anticipated USAID-funded 5-year global maternal and child health program. The Maternal & Child Survival Program is a multi-partner, flagship program in support of USAID’s priority goal of preventing child and maternal deaths. Our work is evidence-based and results oriented. We focus on increasing coverage and utilization of high-quality reproductive, maternal, newborn and child health interventions at the household, community and health facility levels.

This position is subject to project award and funding.

The Director of Finance and Operations will be responsible for the overall financial and administration/operations components of the project, ensuring appropriate use of financial resources and ensuring that financial reporting at all levels (core and field, and by partners/sub-awardees) is in accordance with agreement terms; develop effective mechanisms to monitor the expenditures and liquidations of the project; and oversee that the administrative functions are in accordance with organizational policies.

The Director of Finance and Operations (DFO) 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 DFO 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 DFO provides authoritative leadership on all budget, expenditure monitoring, financial reporting and contract matters to ensure timely and effective implementation of the program’s activities globally.

The Director of Finance and Operations 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. The DFO will be responsible for preparing financial reports for submission to the donor.
  2. The DFO will manage the donor drawdowns ensuring that cash being requested and received from the donor is spent in a timely manner.
  3. 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.
  4. The DFO will monitor expenses regularly and establish controls to ensure that project expenses adhere to donor cost principles.
  5. Maintain systems for program budget monitoring and tracking that include financial and contractual data. Provide routine pipeline analyses to Project Director 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.
  6. 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.
  7. Monitor adjustments to the annual budget whenever required.
  8. Coordinate monthly requests of funds, based on budget and cash flow projections, to ensure the program has all the necessary funds for the operations.
  9. 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.
  10. 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.
  11. Ensure all program staff is trained on USAID Rules and Regulations and compliance with the Cooperative Agreement.
  12. Assure MSH payment of local tax and social security payments. Engage local firm as needed.

Grants Management:

  1. Supervise grant and contract administration functions. Supervise the grant management team for the project.
  2. Lead the design of the grants program; make recommendations to the Project Director for the selection of the grant instruments.
  3. Correspond as necessary with grantees, local subcontractors, and MSH Home Office, in particular the MSH Senior Contract Officer.
  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 subcontractor spending against approved budgets.
  10. Monitor grantees’ compliance with the terms and conditions of the grant and the grantees’ policies and procedures.
  11. 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.
  12. Approve invoices and payments to grantees. Supervise all aspects of grant close out.

Administration:

  1. Collaborate with the Project Director 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 Project Director 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. Ensure appropriate segregation of duty in all procurement and payment activities from initiation to final payment and documentation within all MSH offices in country.
  6. Manage purchase of commercial goods and services in accordance with the delegation from the Corporate Contract Office in HQ. This may include purchase order approvals.
  7. Assess staff capacity and determine needs for staff capacity building and development to improve the efficiency and effectiveness of the teams in country, including in satellite offices.
  8. Work with the Chiefs of Party to ensure that human resource functions are coordinated with the Human Resources Partner/Manager and US MSH Human Resources Management office.
  9. Manage MSH offices and facilities, including lease negotiations and property insurance, where required.
  10. Manage Information Services.
  11. Oversee property and asset management, including maintaining inventories and asset registers.
  12. Oversee obtainment of local insurance as required, inspection, registration and operations for all MSH vehicles in country.
  13. Coordinate, execution of internal/external financial, operations, and program reviews or audits, and ensure timely follow up to review or audit conclusions and recommendations.
  14. Participate in project risk register development and implementation, and take proactive steps to mitigate risks within operational functions.
  15. 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 Master’s Degree in Business Administration, Accounting, Finance, Commerce, or a related field.
  2. Ten (10) years of experience managing, in increasing roles of responsibility, finance and administration systems and operations of development assistance programs with US, international and/or host country non-governmental organizations.
  3. Extensive experience leading procurement, contracts management, logistics and/or human resource related matters for international development activities of similar dollar value.
  4. Seven (7) years of progressively responsible work experience in managing grants with international health NGOs and/or PVOs.
  5. Demonstrated experience and knowledge in managing finance and compliance aspects of a large USG-funded activity.
  6. 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.
  7. Proven leadership and capacity in negotiation and conflict management.
  8. Demonstrated experience providing technical assistance and strengthening the organizational capacity of host country institutions.
  9. Demonstrated strong oral and written communication and presentations skills in English.
  10. Strong understanding and experience with USG acquisition and assistance instruments, policies and procedures, and requirements.

About the Organization

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.

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