Management Sciences for Health (MSH) is seeking a Senior Director for Finance & Administration for two U.S. Government (USG)-funded projects in Ethiopia: Implementing the America First Global Health Strategy (AFGHS) and the Supply Chain Strengthening (SCS) projects.
MSH is a global health nonprofit that makes foundational changes to health systems to protect people from diseases and improve their health. MSH collaborates with local partners, from ministries of health to communities, to strengthen and complement existing health systems. Since 1971, MSH has worked in more than 150 countries to help ensure sustainable, resilient, and equitable access to quality health care around the globe.
OVERALL RESPONSIBILITIES
The Senior Director for Finance and Administration (SDFA) reports to the Chief of Party and works closely with the project leadership team to provide high-level financial management and operations leadership, and subaward management support. S/he ensures that financial and operational functions support the timely and effective implementation of the projects’ technical scopes of work and are integrated across projects in the MSH Ethiopia office, with an aim to ensure cost efficiency and the provision of timely and high quality services. 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 SDFA will liaise with the projects’ leadership teams, local partners, the U.S. Department of State (DOS), and MSH’s home office regarding any aspects of program implementation, contractual, risk management, safety and security, governance and all other matters related to finance and administration. S/he will work together with the project leadership teams to ensure that all expenditures, payment, procurement, national and regional offices, vehicle fleet management are carried out in accordance with USG and MSH standards and regulations. The SDFA 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 SDFA will oversee the financial management for the AFGHS and the SCS projects in Ethiopia. This includes oversight of procurement, subawards, information technology, logistics, accounting and finance, and records. This individual will be responsible for managing the award budgets and preparing financial reports and invoices for submission to DOS. 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 subawardee budgets as needed throughout the work plan year.
- Maintain systems for program budget monitoring and tracking that include financial and contractual or award data. Provide routine pipeline analyses to the Project Leadership and DOS contacts. Also, provide any ad hoc reports requested by the DOS. 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 home office and global project leadership for preparation of budgets and budget amendments to be submitted to DOS. Submission to the DOS 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 are trained on USG Rules and Regulations and compliance with the Cooperative Agreement or Contract.
Administration and Operations:
- Collaborate with Project Leadership 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 Project Leadership 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.
- 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 the project leadership teams, coordinate the execution of internal/external financial, operations, and program reviews or audits, and ensure timely follow up to review or audit conclusions and recommendations.
Subaward Management:
- Provide overall supervision and oversight of the subaward management staff to ensure effective administration of all subgrants, subcontracts, and subagreements in accordance with donor requirements, MSH policies, and approved project procedures.
- Oversee management of subaward processes, including requests for applications, partner selection and award documentation, pre-award assessments, capacity-strengthening and compliance monitoring plans, award negotiation, amendments, and closeout.
- Ensure subaward management staff maintain regular coordination with local and international subawardees, MSH home office, the Corporate Contract Office, project leadership, and other relevant stakeholders on subaward planning, implementation, compliance, and performance.
- Provide oversight to ensure subawardees comply with award terms and conditions, applicable policies and procedures, and donor regulations; ensure subaward management staff provides guidance, training, and technical assistance to strengthen subawardee capacity.
- Review and approve subaward-related actions, including invoices and payments, as appropriate, and ensure timely documentation, monitoring, reporting, and resolution of subaward management issues.
Country Office Management:
- Support the Country Representative in all MSH country office management issues in Ethiopia.
- Support the integration into and oversight of financial management, operations, and administrative support into a shared services structure that is responsive to project needs and adheres to applicable donor compliance requirements.
- Ensure all MSH country office files, registrations, licenses, ID numbers, tax identification numbers, employee pension files, periodic reports to the Authority for Civil Society Organizations (ACSO), and feedback from the Authority are kept in good order.
- Ensure all necessary Country Office files and correspondence are organized in accordance with MSH requirements, and communications in relation to corporate matters are addressed in time.
- Ensure MSH Ethiopia office registration renewal is done periodically and on time.
Risk Management:
- Support Project Leadership in managing the country and projects’ risk registers.
- Participate in projects’ risk register development and implementation and take proactive steps to mitigate risks within operational functions.
- Participate in and provide support for the implementation of compliance related activities, including responding to compliance review and audit requests and facilitating the implementation of corrective actions, as needed.
- Take responsibility for risk management and good governance.
Safety and Security Management:
- Provide overall oversight for safety and security across MSH operations in Ethiopia, including supervision of the country-based security officer and coordination with project leadership, headquarters, donors, and external stakeholders on security-related matters.
- Provide oversight and adherence to MSH security policies, procedures, and practices, including incident reporting, domestic travel safety, emergency communication, preparedness, response systems, and supplies.
- Ensure security plans, emergency contact lists and confidential staff contact information, and related systems are maintained and updated, and support community acceptance of MSH’s presence and activities.
- Ensure the safety and security officer leads security training, staff and visitor briefings, and orientation for new personnel in collaboration with project leadership.
General:
- Ensure project actions are governed by the highest standards of ethics and business conduct as stipulated applicable MSH policies and procedures, inclusive of setting a tone at the top for ethical and compliant business conduct.
- 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.
QUALIFICATIONS
- 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, logistics and/or human resource related matters for international development assistance programs of similar dollar value.
- Significant experience with USG-funded projects in Ethiopia with regional field experience strongly 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 in providing technical assistance to organizations and conducting training.
- Excellent analytical, oral and written communication skills with fluency in English and Amharic.
- Computer skills, including advanced skills with Excel. Proficient skills with Word, Outlook, and Powerpoint. Experience with Costpoint and OpenProject a plus.
- Experience in maintaining excellent communication with MSH home office.
MSH is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws. MSH complies with Section 503 of the Rehabilitation Act, Section 4212 of the Vietnam Era Readjustment Assistance Act, as amended, and all related applicable regulations.
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