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Deputy Project Director, Finance and Administration

Company: Management Sciences for Health (MSH)
Location: Medford
Posted on: September 20, 2022

Job Description:

Management Sciences for Health (MSH) seeks a Deputy Project Director, Finance and Administration for the remaining three years of a 5-year USAID-funded program, HS4TB.

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.

OVERALL RESPONSIBILITIES

The Deputy Project Director, Finance and Administration reports to the Project Director and works closely with the MSH's Financial Planning & Analysis Unit (FP&A) to provide high-level financial management and operations leadership, and contract 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 helps ensure that resources are allocated and used in compliance with contractual requirements, applicable regulations, and appropriate standards and procedures. The Deputy Project Director, Finance and Administration will liaise with USAID, project partners, and other MSH finance and administrative staff regarding any aspects of program implementation, contractual, risk management, governance and all other matters related to finance and administration. S/he will work together with the Project Director to ensure that all expenditures, payments, and procurements are carried out in accordance with USAID and MSH standards and regulations. The Deputy Project Director, Finance and Administration provides authoritative leadership on all budget, expenditure monitoring, financial reporting and contract matters to ensure timely and effective implementation of the program's activities. This includes oversight of procurement, contracts, logistics, human resources, accounting and finance, and records. S/he will be responsible for managing contract budgets 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 the program's annual budget development process including managing the annual work plan (for both project management and each core and country project), 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 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.
  • Coordinate 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.
  • Monitor adjustments to budgets as required.
  • Coordinate 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 IDIQ and task order relating to the HS4TB.
  • Oversee field office finance and administrative processes and compliance.

    USAID Contract and Sub-Contract/Grants Management:
    • Supervise contract administration and compliance functions for the project.
    • Supervise subcontracts.
    • Coordinate as necessary with partners, including monitoring compliance with the terms and conditions, providing technical assistance, etc.
    • Keep abreast of, interpret, and provide training and guidance to project staff and grantees on relevant donor regulations and policies.
    • Approve invoices and payments.

      Administration:
      • Work with the Project Director to (a) ensure that project activities and management operations are consistent with MSH mission, values, policies, and operating procedures, and with local laws and regulations, and (b) 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 contract regulations and MSH policies and procedures.
      • Ensure timely submission of administrative and financial reports to the team leader and corporate operations office as required.
      • Provide administrative supervision to project support staff and be accountable for their performance management (including regular results, check-ins, formal appraisals, supportive supervision, rewards, training, coaching and career development support).
      • Working with MSH's FP&A unit, coordinate execution of internal/external financial, operations, and program reviews or audits, and ensure timely follow up to review or audit conclusions and recommendations.
      • Participate in project risk register development and implementation and take preventive 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 charges their time to the different project activities in a manner which accurately reflects their level of effort.

          Education:
          • Master's degree in business administration, finance, accounting or other relevant discipline or equivalent experience.

            Experience:
            • A minimum of eight (8) to ten (10) years of directly relevant 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 of experience in financial and operational management of complex international development assistance programs.
            • Significant experience with USG-funded global projects with regional field experience strongly desirable.
            • Previous experience as a Finance Director or in a senior finance and administration position in another USAID-funded project highly desirable.

              Knowledge, Skills, & Abilities
              • 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 organizations and conduct trainings.
              • Excellent analytical, oral and written communication skills with fluency in English.
              • Proficient computer skills.
              • Ability to travel.

                MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

                EEO is the Law - English

                EEO is the Law - Spanish

                EEO is the Law Supplement

                Pay Transparency Nondiscrimination Poster

                MSH EEO-AA Policy

Keywords: Management Sciences for Health (MSH), Medford , Deputy Project Director, Finance and Administration, Executive , Medford, Massachusetts

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