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 the Project leadership team 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 in collaboration with the MSH Contracts Management Team. Support program staff, home office and partners to draft, manage and monitor implementation of contracts. Provide routine progress reports to program management team.
• Execute management processes and methodologies to ensure results are delivered on time and within budget.
• Monitor adjustments to budgets 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.
• Ensure timely, high-quality, and complete submission of all reporting requirements.
• Responsible for all program accounting and financial reporting systems and related reporting in compliance with USAID financial and accounting rules and regulations, including the management of multiple funding sources from USAID entities.
• 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 project staff are trained on USAID Rules and Regulations and compliance with the Cooperative Agreement or Contract.
• Contribute to the design and implementation of technical assistance assignments focused on strengthening the financial management, accounting, and compliance, and sub-award and grants management of local partners, as appropriate. This could include providing input to work plans, reviewing technical outputs of assignments, providing mentorship or direct support to assignments, and/or coaching teams of financial management specialists.
• Actively participate in transition planning and implementation with the government and other stakeholders.
  Partner sub-contract and grants management:

• In collaboration with the MSH Corporate Contracts Unit, oversee the contracts and grants management team for the project, contributing to performance management, orientation, and training.
• In collaboration with the MSH Corporate Contracts Unit, lead the grants program design; make recommendations to the Project Director for the grant instrument selection; and contribute to the review and management of Requests for Application, grants templates, and application processes.

• Keep abreast of, interpret, and ensure that training and guidance is provided to program staff and grantees on all donor regulations and policies (including Circulars A-110, A-122). Educate project staff and grantees on agreement compliance and operational topics.

• Develop and monitor metrics for measuring grant and financial management performance of local organizations.
• Approve invoices and payments to grantees and manage close-outs in partnership with the MSH Corporate Contracts Unit.
• Oversee and lead cost-efficient sub-awarding of multiple organizations within host countries.

Administration:

• 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.
• 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.
• Facilitate coordination and collaboration with MSH Headquarters teams and Country Administration and Operations teams to ensure peer support, knowledge sharing, and capacity strengthening.
• Ensure timely submission of administrative and financial reports to the team leader and corporate operations office as needed.
• 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 career development support).
• In liaison with MSH’s FP&A and Internal Audit units, 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.

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 charge their time to the different project activities in a manner which accurately reflects their level of effort.

QUALIFICATIONS

• Master’s degree in business administration, finance, accounting or other relevant discipline or equivalent experience.
• Ten (10) years of experience managing, in increasing roles of responsibility, finance, procurement, contracts management, logistics and/or human resource related matters for large, complex, international development activities.
• Operations/operational management, including field office set up and management in South Africa.
• Contract and grants management, including for USAID-funded or other donor-funded projects.
• Significant experience with USG-funded projects is required.
• Previous experience as a Finance Director or in a senior finance and administration position in another USAID-funded project is essential.
• Thorough knowledge of USG financial reporting and compliance requirements.
• Proven leadership and capacity in negotiation and conflict management.
• Strong management, interpersonal, written and oral communication (in English); mentoring, supervision, and facilitation skills; as well as the ability to network and communicate with a wide range of stakeholders.
• Demonstrated experience providing technical assistance to organizations and conducting training.