Finance and Administration Director, USAID/Global Resilience Against Drug-Resistant Tuberculosis

The MFD reports to the Program Director and works closely with the program leadership team to provide high-level financial management and operations leadership, procurement, contract, and grant management and subawarding support. The MFD ensures that financial and operational functions support the timely and effective implementation of the GRAD-TB scope of work. The MFD provides counsel to help GRAD-TB program leadership ensure that resources are allocated and used in compliance with contractual requirements, applicable regulations, and appropriate standards and procedures. The MFD will liaise with the GRAD-TB program leadership team, regional GRAD-TB teams, local partners, USAID and MSH's headquarters regarding any aspects of program implementation, contractual, risk management, governance and all other matters related to finance and administration. The MFD will work with GRAD-TB program leadership team to ensure that all expenditures, payment, and procurement are done according to USAID and MSH standards and regulations. The MFD provides authoritative leadership on all budget, expenditure monitoring, financial reporting and contract matters to ensure timely and effective implementation of the program's activities.

The MFD will oversee the financial management for all GRAD-TB Program activity. This includes oversight of procurement, grants, 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. The MFD will implement fraud mitigation practices and ensure systems and processes are implemented effectively to support implementation of the award.

SPECIFIC RESPONSIBILITIES

Financial Management:

• Lead GRAD-TB program annual budget development process that includes managing the annual work plan, life-of-program 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 GRAD-TB program budget monitoring and tracking that include financial and contractual data. Provide routine pipeline analyses to the Program Director and USAID. Also, provide any ad hoc reports requested by USAID. In addition, perform routine financial analysis on program expenditures, documenting and monitoring overall performance, analyzing trends, identifying gaps to maximize efficiencies, both in cost and operationally, in the implementation of the activity.

• Responsible for efficient use of funding provided to administer and manage GRAD-TB.

• 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.

• Collaborate with local office leads and 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.

• Execute management processes and methodologies to ensure results are delivered on time and within budget.

• 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.

• 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 GRAD-TB program staff is 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.

Grants Management:

• Supervise financial and contract administration functions. Supervise the grant management team for the program.

• Correspond as necessary with grantees, local subcontractors, and MSH Home Office.

• Lead the grants program design; make recommendations to the Program Director for the grant instrument selection.

• Coordinate with regional GRAD-TB teams on 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.

• Keep abreast of, interpret, and provide training and guidance to program staff and grantees on all donor regulations and policies (including Circulars A-110, A-122). Educate program 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. Supervise all aspects of grant close out.

• Oversee and lead cost-efficient subawarding of multiple organizations within host countries.

Administration:

• Collaborate with the Program Director to (a) ensure that program 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 Program Director in the management of the program, 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 program 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).

• In liaison with the program 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.

• Participate in program risk register development and implementation and take proactive steps to mitigate risks within operational functions.

• Take responsibility for risk management and good governance.

General:

• Ensure USAID Monitoring, Evaluation, and Learning principles are met and that documentation and dissemination of findings, impact of the activity, innovations, best practices, success stories and lessons learned.
• Ensure program 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 program activities in a manner which accurately reflects their level of effort.

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

• A minimum of 8-10 years of experience managing, in increasing roles of responsibility, finance, procurement, contracts management, logistics and/or human resource related matters for international development activities, especially in public health and/or infectious diseases (TB, HIV, malaria, etc.), of similar dollar value; 12 years of progressively responsible experience is preferred.

• Significant experience with USG-funded projects, preferably on a global project with regional field experience strongly desirable. Experience working in WHO priority countries including Democratic Republic of the Congo, India, Indonesia, Mozambique, Myanmar, Nigeria, and more is a distinct advantage. USAID experience is required.

• Thorough knowledge of USG financial reporting, procurement practices, and compliance requirements. Well-versed in USAID policies, rules, and regulations.

• Strong leadership, mentoring, management, planning, analytical and organizational skills shown by working independently and within a team, assessing priorities, and managing various activities with attention to detail.

• Ability to prepare high-quality and complete reports on time.

• Familiarity with USAID Monitoring, Evaluation, and Learning principles.

• Proven leadership and capacity in negotiation and conflict management.

• Demonstrated experience of providing technical assistance to organizations and conducting trainings.

• Demonstrated success in overseeing and leading cost-efficient subawarding of multiple organizations within host countries.

• Excellent analytical, oral, and written communication skills with fluency in English. A second language is advantageous.

• Proficient computer skills.

• Ability to travel.

Skills and Abilities:

• Strong collaborative skills and the ability to work with host country governments, NGOs, and international donors effectively.

• Proven ability to build strong relationships, work well as part of a team, and to incorporate views of other disciplines into their work.

• Demonstrated organizational and supervisory skills and abilities; sound judgment and high ethical standards; and the flexibility and ability to adapt to changing priorities and deadlines.

• Demonstrated computer skills in Microsoft Office Suite applications, including Word, Excel, Outlook, and PowerPoint.