Director, Finance & Administration at Management Sciences For Health - MSH

The Director of Finance and Administration (DFA) reports to the Project Director and works closely with the project leadership team to provide high-level financial management and operations leadership, and subcontract 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 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 DFA will liaise with the project leadership team, local partners, the donor, and MSH’s headquarters regarding any aspects of program implementation, contractual, risk management, cost share, governance and all other matters related to finance and administration. S/he will work together with the project leadership team to ensure that all expenditures, payment, procurement, vehicle management are carried out in accordance with Global Fund and MSH standards and regulations. The DFA 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 Nigeria.

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 and financial reports. 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 subcontract management activities. Work with program staff, home office and partners to draft, manage and monitor implementation of subcontracts. Provide routine progress reports to the program management team.
• Monitors the project budget and prepares budgets and budget amendments as required.
• Coordinate monthly requests of funds, based on budget and cash flow projections.
• 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 Global Fund Rules and Regulations, MSH policies and procedures, and compliance with Contract requirements.

Subcontracts Management:

• Supervise subcontract administration functions and staff
• Correspond, as necessary, with local subcontractors and MSH Home Office.
• Manage the development of the Request for Proposals for subcontracts.
• Participate and be a voting member of the selection committee. Prepare, present, and negotiate subcontracts; amend as needed.
• Conduct pre-award surveys of the subcontractors and complete compliance monitoring plans for each subcontractor.
• Oversee and monitor compliance with the terms and conditions of the subcontracts.
• Approve invoices and payments to subcontractors. Supervise all aspects of subcontract close out.

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.
• Supports 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.
• Ensure timely submission of administrative and financial reports to the team leader and corporate operations office as required.
• Provides 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 carrier development support).
• In collaboration with the project leadership team, 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 project 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 project staff charges their time for the different project activities in a manner which accurately reflects their level of effort.
• Performs other duties as assigned.

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, construction, logistics and/or human resource related matters for international development activities of similar dollar value.
• At least 8 years experience in financial and operational management of complex international development assistance programs.
• Significant experience with pharmaceutical and health product supply chain management and logistics projects preferred.
• 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. Proficient computer skills.
• Experience in maintaining excellent communication with Headquarters.
• Ability to travel.
• Local candidates strongly preferred.