Job ID: 13-10424
Location: Nigeria
Group/Office: FAO (Finance, Admin, and Operations)
Dept/Unit: FAOMGT – FAO Management
Project/Program: P000 – Proposal
Reports To: Chief of Party
Grade: K
Overview
Management Sciences for Health (MSH) seeks a
Director of Finance and Administration for a potential HIV/AIDS program in
Nigeria.
Management Sciences for Health (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 Arlington, Virginia and
Medford, Massachusetts US headquarters, our staff from 65 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.
The Director of Finance and Administration (DFA)
reports to the Chief of Party and works closely with the project leadership
team 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 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.
S/he will work together with project leadership team to 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 Nigeria.
The Director of Finance and Administration will
oversee the financial management for all project activity in Nigeria. This
includes oversight of procurement, grants, construction, logistics, human
resources, accounting and finance, and records. This individual 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.
This position is subject to solicitation release,
project award and funding.
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 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.
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.
Serves 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.
Monitor adjustments to the annual budget whenever
required.
Prepare monthly budget monitoring reports for the
project flagging exceptions for management action.
Coordinate monthly requests of funds, based on
budget and cash flow projections, to ensure the program has all the
necessary funds for the operations.
Manage donor drawdowns ensuring that cash being
requested and received from the donor is spent in a timely manner.
Ensure all program staff are trained on USAID Rules
and Regulations and compliance with the Cooperative Agreement or Contract.
Manage the donor drawdowns ensuring that cash being
requested and received from the donor is spent in a timely manner.
Manage MSH business systems effectively ensuring
timely closure of the accounts and subsequent timely dissemination of
monthly financial budgets vs actuals reports to budget holders. The DFA
will prepare regular exception reports, identify gaps and ensure timely
disclosure of potential risks for management action.
Grants Management:
Supervise grant and contract administration
functions. Supervise the grant management team for the project.
Correspond as necessary with grantees, local
subcontractors, and MSH Home Office.
Lead the design of the grants program; make
recommendations to the Chief of Party 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 grantees and
complete capacity building plans and compliance monitoring plans for each
grantee.
Oversee compliance with the terms and conditions of
the grants. Provide technical assistance to grantees to build their
capacity.
Monitor grantees’ compliance with the terms and
conditions of the grant and the grantees’ policies and procedures.
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.
Approve invoices and payments to grantees.
Supervise all aspects of grant close out.
Compliance and Risk Management:
Ensure that strong internal control systems are in
place, and that all staff in country understand MSH’s Code of Conduct and
MSH’s Zero Tolerance practice.
Ensure that systems are in place to ensure that
operations are managed and that staff act in full compliance with local
laws, comply with the terms and conditions of contract/award and donor
requirements, local law, and comply with MSH policies and standard
operating procedures. Systems are in place to:
Ensure that appropriate staff members are aware of
and understand laws, contract/award and donor requirements, and MSH
policies and procedures
Monitor compliance and ensure appropriate
segregation of duty in all procurement and payment activities from
initiation to final payment and documentation.
Assist the Chief of Party to conduct regular and
thorough operational risk assessments in country, and to monitor success of
risk mitigation and risk control activities.
Coordinate execution of financial reviews or
audits, and ensure timely follow up to review or audit conclusions and
recommendations in close collaboration with the project team.
Administration:
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).
Ensure appropriate segregation of duty in all
procurement and payment activities from initiation to final payment and
document within all MSH offices in country.
Manage purchase of commercial goods and services in
accordance with the delegation from corporate contract office in HQ.
Review and approve purchase orders ensuring correct
procurement processes and procedures have been followed in line with MSH
and donor regulations.
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.
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.
Manage MSH offices and facilities, including lease
negotiations and property insurance, where required.
Manage general office services, including cleaning
and maintenance
Manage Information services.
Oversee property and asset management, including
maintaining inventories and asset registers.
Oversee obtainment of local insurance as required,
inspection, registration and operations for all MSH vehicles in country.
Oversee dispatching and scheduling of share MSH
vehicles and drivers or commercial transportation.
Monitor local security and maintain an emergency
and security plan, including emergency preparedness and strategies for
maintaining operations.
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 and Experience
Master’s degree in Business Administration,
Finance, and Accounting or other relevant discipline or equivalent
experience.
Ten (10) 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;
At least eight years’ experience in financial and
operational management of complex international development assistance
programs.
Significant experience with USG-funded projects
preferably in Nigeria 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 organization and conduct trainings.
Excellent analytical, oral and written
communication skills with fluency in English. Proficient computer skills.
Experience in maintaining excellent communication
with Headquarters.
Ability to travel.
DIRECTOR, FINANCE AND ADMINISTRATION AT MANAGEMENT SCIENCES FOR HEALTH (MSH) | MYLELO JOBS
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