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Director Finance and Administration

Employer
Management Sciences for Health
Location
Johannesburg South Africa-Johannesburg Gauteng, South Africa
Salary
Competitive
Closing date
Feb 8, 2025
View more categoriesView less categories
Job Role
Director/Board
Sector
Finance
Contract Type
Permanent
Hours
Full Time
Management Sciences for Health (MSH) is seeking a Director Finance and Administration for the anticipated USAID health supply chain activity. Anticipated to be awarded in 2025.

OVERALL RESPONSIBILITIES

The Director of Finance and Administration reports to the Project Director and works closely with the project leadership team to provide high-level financial management and operations leadership, contract and grant management support, and supervisory oversight for the full financial and administrative functions of the project. They ensure that financial and operational functions support the timely and effective implementation of the project's technical scope of work. They provide 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 oversee the financial management and accounting for all project activities. This includes oversight of procurement, contracts and grants management, operations, and logistics. They will implement fraud and risk mitigation practices and ensure systems and processes are implemented effectively to support implementation of the award in compliance with USAID requirements. The DFA will liaise with the project leadership team, partners, USAID and MSH's headquarters regarding any aspects of program implementation, contract management, risk management, and all other matters related to finance and administration.

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.


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

Pay Transparency Nondiscrimination Poster

Know Your Rights - Workplace Discrimination is Illegal

Family and Medical Leave Act (FMLA)

Employee Polygraph Protection Act

MSH EEO-AA Policy

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