Director of Finance and Administration – Management Sciences for Health (MSH)

Organization: Management Sciences for Health (MSH)
Duty Station: Kampala, Uganda
Reports to: Project Director
Job ID: 13-8214
About MSH:
Management Sciences for Health (MSH) is an international non-profit
health organization composed of nearly 2500 people from more than 74
nationalities working in over 50,countries. Our mission is 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. Together with our
partners, we are helping managers and leaders in developing countries to create
stronger management systems that improve health services for the greatest
health impact.
About USAID Project:
MSH is seeking to implement an
anticipated five-year USAID funded Voucher program in Uganda. Availability of
the position is contingent upon issuance of a USAID cooperative agreement.
Job Summary: The Director of Finance and
Administration is the primary financial and administrative officer of the
Program. S/he ensures that financial functions support the timely and effective
implementation of the program’s technical scope of work. The Director of
Finance and Administration will ensue that resources are allocated and used in
compliance with contractual requirements, applicable regulations, and
appropriate standards and procedures. The Director also oversees the overall
administration of the program, including working with MSH’s HQ support units
managing operations, grants & contracts issued by MSH, procurement of
commercial goods and commercial services, accounting, and any HR activities on
the program. S/he liaises with local partners and with MSH’s headquarters
regarding any aspects of the program implementation related to finance. The
Director of Finance and Administration ensures that all budgets, expenses as
well as program procurement activities are carried out according to USAID and
MSH standards and regulations. S/he also oversees the management of contracts
issued by MSH.
Key Duties and Responsibilities: 
1.
Financial Management
:
·        
Manages
and supervises the work of the project Finance and Administration team.
·        
Steers
program annual budget development process. This includes managing the annual
work plan 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 MSH’s and USAID’s policy.
·        
Develop
and maintain systems for program expenditure monitoring and tracking. Provides
routine pipeline analyses to the Chief of Party and USAID. Also, provide any ad
hoc reports requested by USAID.
·        
Conducts
routine financial analysis on program expenditures, documenting and monitoring
overall performance, analyzing trends, identifying gaps to ensure efficient and
sound project management.
·        
Ensure
that required financial reports are submitted in the format and by the deadline
stated in the cooperative agreement. Communicates and coordinates with USAID to
ensure receipt of all necessary financial information.
2.
Voucher Program Management:
·        
Manage
the voucher and contract administration functions.  Supervise the voucher program management
team.
·        
Correspond
as necessary with accredited facilities, local subcontractors, and MSH Home
Office.
·        
Actively
participate in the design of the voucher program; make recommendations to the
Chief of Party for the contracts negotiated with the service providers.
·        
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
contract templates.
·        
Actively
participate and be a voting member of the selection committee. Prepare,
present, and negotiate contracts; amend as needed.
·        
Document
the process by which facilities are selected for accreditation and inclusion in
the voucher program; notifies applicants and other stakeholders of decisions.
·        
Participate
in pre-award surveys of the facilities and complete managerial capacity
building plans and compliance monitoring plans for each facility.
·        
Monitor
facility compliance with the terms and conditions of the contract and their
knowledge of policies and procedures.
·        
Educate
program staff and grantees on agreement compliance and operational topics.
·        
Approve
invoices and payments to facilities.
3.
Administrative Operations:
·        
Ensure
that all equipment is inventoried and managed per USAID rules and MSH
standards.
·        
Implement
standard procedures and forms that promote and/or ensure program compliance
with the cooperative agreement terms and conditions, and that ensures program
spending provides the best value.
·        
Manage
the procurement of commercial goods and commercial services in accordance with
delegation memorandum from the MSH Home Office.
·        
Manage
and ensure that Administrative project expenditures are properly authorized and
within budget, and that payments are properly reviewed and approved, as
delegated by the Project Director.
·        
Supervise
the field office administrative staff to ensure that the project receives
adequate and timely support for administrative and logistics operations.
·        
Manage
field office and MSH Home Office administrative support for the project; plan
and facilitate coordination for timely support. 
Develop and manage action item trackers for administrative operations.
·        
Actively
coordinate the allocation of administrative resources to ensure effective
operations of the office and support of technical activities.  Ensure that project assets are properly
managed, tracked, and dispositioned.
·        
Within
the auspices of MSH and project-wide policy framework, develop and implement
internal administrative guidelines, SOPs, and manuals for better efficiency in
administrative and financial project management.
·        
Orient
new staff and consultants regarding the project and MSH policy and procedures,
including staff on-boarding process and staff administrative communications.
·        
Prepare
reports and presentations as needed regarding key administrative operations and
initiatives.
·        
Manage
administrative and contractual documents as needed, such as internal communications,
external correspondence, Memorandums of Understanding, Letters of Agreement,
leases, work plans, and the like, and ensure completeness, accuracy, and proper
grammar.
·        
Ensure
proper documentation and retention of project specific financial, administrative,
and technical information; provide required support to internal and external
auditors.
·        
Review
and validate vendor/subcontractor invoices including payments under TO99.
·        
Develop
and communicate monthly field office budget requests, documenting cost assumptions,
monitoring spending against budget, and providing administrative support to
field staff as appropriate.
·        
Serve
as a member of the project senior management team and attend all the relevant
internal meetings.
·        
Represent
project field office in internal and external meetings as delegated by the
Project Director.
·        
Perform
any other duties as assigned by the Project Director.
Qualifications, Skills and
Experience: 
·        
The
applicant should hold a Master’s Degree or higher in Business Administration,
Finance, Accounting or other relevant field.
·        
At
least eight years’ experience in administrative and financial management of
large- scale, complex, international programs, including experience in managing
donor funded voucher or other output based aid (OBA) programs. 
·        
Past
experience in logistics, procurement or supply management is highly preferred.
·        
Extensive
working knowledge of USG financial reporting and compliance requirements.
·        
Past
experience and skills in developing and managing large and complex budgets.
·        
High
degree of proficiency with spreadsheet, document, database and accounting
software.
·        
Strong
analytical, oral and written communication & interpersonal skills.
·        
Demonstrated
excellent English language skills (both written and oral) with the ability to
conduct business in English.
·        
Demonstrated
supervisory experience.
·        
Proven
ability to effectively communicate across different layers within the
organization, and ability to identify and resolve policy and operational
constraints.
How to Apply: 
All suitably qualified and interested candidates who wish to join
Management Sciences for Health (MSH) in the aforementioned capacity are
encouraged to Apply Online by clicking on web link below.

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