Subaward & Compliance Manager

  • Senior-level, Full-time staff position
  • Posted on 3 June 2019

Job Description


Under the supervision of the Chief of Party, the Subaward & Compliance Manager is responsible for the overall coordination, oversight and day-to-day management of Haiti Leadership Project (HLP) project subawardees; including verification of subaward recipients’ financial and program deliverables and reports. S/he serves as the local contact for subaward compliance and management communication with implementing subawardees. The Subaward & Compliance Manager will be aware of, and adhere to, MSH’s procurement integrity standards, MSH policies & SoPs, subaward terms and conditions, local laws applicable to the operations of the subaward recipients; and any USAID requirements applicable to the subrecipient activity being managed. S/he will actively contribute to evaluating subaward recipients’ progress and monitor, on an on-going basis, the performance of subawardees with respect to the activities, reporting deliverables, and milestones agreed upon in their subaward. S/he will work closely with administrative staff and technical advisors to facilitate the capacity-building of the subaward recipients.

Specific Responsibilities

Subaward Management

  • Establish and maintain subaward management system, tools and templates.
  • Monitor, verify and evaluate subawardee performance: review, evaluate, verify and provide feedback on subawardees monthly financial and technical reports to ensure accuracy, completeness and timeliness
  • Acts as point of contact for HLP subrecipients for day-to-day subaward administration.
  • Receives subawardee financial and program reports and tracks deliverables of subawardees; regularly sends reporting and indicator support data to the donor.
  • In coordination with MSH finance team, facilitates payments for subawardees in accordance with the MSH and other relevant USAID guidelines; based on verification of the reliability, accuracy and integrity of subaward recipients’ payment requests to MSH.
  • Works closely with the technical and management staff of HLP Project in Haiti to share information about subawardees and ensure efforts and communication to subawardees occur in coordination.
  • Tracks subawardees cost share, tests and verifies that cost share reported meets the requirements in 2 CFR 200; including ensuring adequate support documentation, proper valuation, and incurrence for the subaward activity.

Compliance Management

  • Ensure that all activities conducted by subawardees are in accordance with terms of the subaward agreement with MSH and applicable USAID guidelines; ensure that subawardees comply with all MSH and USAID reporting requirements; conduct regular site visits, draft summary findings and memos; including corrective action plans.
  • Verify and ensure that subawaredee accounting system, financial reporting, and systems of internal controls comply to applicable accounting and financial reporting standards.
  • Adapt and implement procedures and templates to be used for formulating, negotiating, executing, monitoring and closing subwards according to MSH subaward management policies, SoPs, and USAID regulations.
  • Collaborate with USAID, MOH, and NGOs to ensure program activities are implemented in accordance with USAID procedures and regulations.

Capacity Building

  • Conduct periodic capacity assessments of the sub-awardee management and operations structures.
  • Identify gaps in capacity and actively support subawardee management on corrective actions.
  • Provide guidance and mentoring to key staff in finance and operations in the areas of internal control reinforcements, financial management and reporting of USAID funds.
  • Share MSH policy & procedures examples for adoption where similar policies/procedures are non-existant.
  • Review the financial/procurement/inventory systems in place and provide support in the adoption of affordable robust management systems that will be fit for purpose
  • Conduct educational, community-based skills training programs and capacity building activities on proposal preparation, financial monitoring, strategic planning and other topics for subaward recipients.
  • Assist the subrecipients with monitoring progress, tracking expenses and preparing financial reports.

Risk Management; including Fraud Prevention

  • Maintain and update the HLS Risk Register; a dynamic risk management tool, to capture, prioritize, and mitigate project specific and operating environment risks; and submit to the CoP and team for review and update each month.
  • Maintain an update Risk Register for MSH Haiti supporting management in consolidating key risks and ensuring that these risks are mitigated timely
  • Responsible for verification and assurance that subaward recipients’ financial and program records and reports are based on verifiable data and support documents; including ensuring that costs incurred and reported to MSH are in accordance with cost principles applicable to the subaward.
Qualifications and Experience
  • Must be local Haitian national
  • At least 7 years of experience in subaward management, financial/operational systems design, implementation and review, subawards and program compliance management, and capacity building with international development organizations with global reach, not for profit organizations or other large non-governmental development partners.
  • Candidate must have a substantial history of implementing USAID-supported projects, including experience managing subawards according to USAID regulations and procedures.
  • Past experience working with partners such as Ministries of Health, local NGOs and Civil Society Organizations (CSOs).
  • Experience working with and providing technical assistance to NGOs and/or local organizations in Accounting systems, financial management and reporting, internal controls and compliance systems design, implementation and review, and capacity building in other functional areas such as Human Resources, Policies & SoPs development.
  • Knowledge of donor regulations, including U.S Government grant rules and regulations (USAID)
  • Experience conducting trainings and other capacity building work both one-on-one and with larger audiences.
  • Previous supervisory experience
  • Excellent French speaking and writing skills are essential. Advanced English skills required.
  • Working independently within expressed parameters, regularly scheduled tasks and adherence to strict deadlines is essential.
  • Demonstrated knowledge and experience working with, managing, establishing and maintaining collaboration with NGO partner networks.
  • Excellent interpersonal skills; demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
  • Personal and professional integrity, particularly with regard to good financial stewardship and accountability.
  • Demonstrated ability to work as an effective team member in a complex and fast-paced environment.

About the Organization

Background Information Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services. Working with governments, donors, non governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health. EEO Statement Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or veteran status. Reports To Chief of Party

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