Director, Finance and Operations

Job
from Management Sciences for Health
Closing date: 01 Nov 2019

Overview

Management Sciences for Health (MSH) is seeking a Director of Finance and Operations for a potential 2-year USAID-funded contract to be implemented in the South South, South West and North East regions of Nigeria. This project is designed to improve the quality and delivery of sustainable, high-impact, evidence-based HIV/AIDS interventions in Nigeria. Using a data-driven approach, this project will improve Nigeria’s capacity to effectively expand, coordinate, finance, and manage HIV/AIDS and TB services.

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.

***This position is subject to project award and funding***

The Director of Finance and Operations (DFO) reports to the Chief of Party (COP) and works closely with the project leadership team to provide high-level financial management and operations leadership, and 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 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 operations. S/he will work together with project leadership team to ensure that all expenditures, payment, procurement, and 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 in Nigeria.
The Director of Finance and Operations 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.

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.
  • 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.
  • 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 & 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 & 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 DFO 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; notify 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 and Operations

  • 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 & 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, coordinate 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

  • A Master’s degree in Accounting, Finance, Business Administration, or closely related discipline, and professional qualification in accounting (equivalent to CPA).
  • At least seven (7) years’ experience in administrative and financial management of large, complex projects in Nigeria, of which at least five (5) years were with USG-funded activities.
  • Experience in the management of USG funded projects and a track record in developing and managing large budgets, analyzing spending against budget, and internal and external reporting is required.
  • 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.