Addis Ababa, Ethiopia
Management Sciences for Health (MSH) is seeking a Director of Finance & Administration for a potential five-year Supply Chain for Health Improvement Program (SCHIP) in Ethiopia. The purpose of the program is to develop the capacity of local systems, institutions, and individuals to sustainably manage the health supply chain and to strengthen pharmaceutical services at all levels including the community level, thereby ensuring uninterrupted availability of life saving commodities at service delivery points. This will include a focus on a strategic shift in the public sector’s role in supply chain and pharmaceutical management from beyond being simply operators and service providers to becoming stewards of commodity and service availability and security, including strengthening private sector partnerships to provide operational support. In general, the focus of the activity will be supporting the Government of Ethiopia (GOE), specifically the Ministry of Health (MOH) and the Ethiopian Pharmaceutical Supply Services (EPSS) and respective sub-national leadership, private sector, and other local actors to manage and implement the supply chain and pharmaceutical services to support delivery of quality, essential health services for Ethiopian citizens.
This position is subject to project award and funding.
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 the 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 Ethiopia.
The Director of Finance and Administration will oversee the financial management for all Name of Project activity in Ethiopia. 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.
- 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. 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.
- Coordinate monthly requests of funds, based on budget and cash flow projections, to ensure the program has all the necessary funds for the operations.
- 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.
- Ensure all program staff is trained on USAID Rules and Regulations and compliance with the Cooperative Agreement or Contract.
- 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.
- 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.
- Supports 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.
- Ensure timely submission of administrative and financial reports to the team leader and corporate operations office as required.
- 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).
- 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.
- Participates in project risk register development and implementation and takes proactive steps to mitigate risks within operational functions.
- Take responsibility for risk management and good governance.
- 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 for the different project activities in a manner which accurately reflects their level of effort.
- Master’s degree in business administration, finance, and accounting or other relevant discipline or equivalent experience.
- Minimum of 8+ 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 USAID-funded projects preferably in Ethiopia with regional field experience strongly desirable, USAID experience highly desirable.
- Thorough knowledge of USAID 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 in providing technical assistance to organizations and conducting training.
- Excellent analytical, oral and written communication skills with fluency in English. Proficient computer skills.
- Experience in maintaining excellent communication with Headquarters.
- Ability to travel.
- Local candidates strongly preferred.
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