Management Sciences for Health (MSH) is seeking a Finance & Administration Senior Manager for a potential 5-year USAID Physical Rehabilitation project in Ukraine. The purpose of the program is to support physical rehabilitation services in Ukraine to respond to the increased short- and long-term needs of Ukrainians in need, not only as results of the impacts of Russia’s invasion but also to support persons with disabilities, older persons and any other person that would benefit from access to physical rehabilitation and assistive technology (AT) services. They may include additional or future programming related to physical and occupational therapy, prosthetics and orthotics, wheelchair service providers and AT products. A focus on sustainability and providing these services in the future is an essential part of this project. The program will seek opportunities to engage with a variety of partners such as non-governmental organizations, disabled persons organizations, governmental bodies, and the private sector.
USAID has put forth three objectives for the project: 1) Strengthen national, regional, and local leadership, management and governance capacity related to the physical rehabilitation sector. 2) Increase access to and availability of affordable, quality and sustainable physical rehabilitation services, and 3) Develop community-level services and promote the inclusion and participation of persons with disabilities and their families.
Management Sciences for Health (MSH) is a global health nonprofit that makes foundational changes to health systems to ensure everyone has the opportunity for a healthy life. MSH collaborates with local partners, from the Ministry to the community, 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.
This position is subject to project award and funding.
OVERALL RESPONSIBILITIES
The Finance & Administration Senior Manager reports to the Chief of Party and works closely with the project leadership team to provide high-level financial management and operations leadership, contract and grant management support. The Finance & Administration Senior Manager ensures that financial and operational functions support the timely and effective implementation of the project’s technical scope of work. The Finance & Administration Senior Manager 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 Finance & Administration Senior Manager will liaise with the project leadership team, local partners, USAID and MSH’s headquarters regarding any aspects of program implementation, contractual, risk management, cost share if needed, governance and all other matters related to finance and administration. The Finance & Administration Senior Manager will work together with the project leadership team to ensure that all expenditures, payment, procurement, vehicle management are carried out in accordance with USAID, MSH, Government of Ukraine standards and regulations. The Finance & Administration Senior Manager 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 Ukraine.
The Finance & Administration Senior Manager will oversee the financial management for the Physical Rehabilitation Activity in Ukraine. This includes oversight of procurement, grants management, 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 Finance & Administration Senior Manager will ensure funds expended are compliant with USG regulations and policies and 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 budgets and, 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 COP 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 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 sub-contracts. Provide routine progress reports to program management team.
- Serves as a local office lead with 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 Portfolio Director prior to submission.
- Monitor adjustments to the annual budget whenever required.
- Coordinate monthly fund requests, 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 Chief of Party for approval, prior to issuance of the purchase orders for program procurement of commercial goods and services within agreed upon thresholds.
- Provide ongoing training and support to all program staff on USAID Rules and Regulations and compliance with the Cooperative Agreement or Contract.
Grants Management:
- Supervise grant and contract administration functions. Supervise the grant management team for the project.
- Correspond as necessary with grantees, local subcontractors, and MSH Home Office.
- Lead the design of the grants program; make recommendations to the Chief of Party for the selection of the grant instruments.
- 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 grant templates.
- Participate and be a voting member of the selection committee, or delegate as appropriate. Prepare, present, and negotiate grants; amend as needed.
- Document the process by which grantees are selected for awards; notifies applicants and other stakeholders of award decisions.
- Oversee pre-award surveys of the grantees and complete capacity building plans and compliance monitoring plans for each grantee.
- Oversee compliance with the terms and conditions of the grants. Provide technical assistance to grantees to build their capacity.
- Monitor grantees’ compliance with the terms and conditions of the grant and the grantees’ policies and procedures.
- Keep abreast of, interpret, and provide training and guidance to project staff and grantees on all donor regulations and policies (including but not limited to Circulars A-110, A-122. Educate program staff and grantees on agreement compliance and operational topics.
- Approve invoices and payments to grantees. Supervise all aspects of grant close out.
Administration:
- Collaborate with the Chief of Party 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 Chief of Party 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 liaison 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 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
- An advanced degree at the Master's level or above in business administration, finance, accounting, or other relevant discipline.
- A 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 complex international development assistance programs of similar dollar value.
- Significant experience with USAID-funded projects with regional field experience strongly desirable.
- Thorough knowledge of USAID 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 of providing technical assistance to organization and conducting trainings.
- Excellent analytical, oral and written communication skills with fluency in both English and Ukrainian. Proficient computer skills.
- Experience in maintaining excellent communication with Headquarters.
- Willingness to travel within Ukraine as required, as context allows.
- Local candidates strongly preferred.
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.
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How to apply
Please submit your application on the MSH website, here.