Haiti: Subaward & Compliance Manager

Overview

Under the supervision of the Chief of Party, the Subaward & Compliance Manager is responsible for the overall coordination, oversight and day-to-day management of Haiti Leadership Project (HLP) project subawardees; including verification of subaward recipients’ financial and program deliverables and reports. S/he serves as the local contact for subaward compliance and management communication with implementing subawardees. The Subaward & Compliance Manager will be aware of, and adhere to, MSH’s procurement integrity standards, MSH policies & SoPs, subaward terms and conditions, local laws applicable to the operations of the subaward recipients; and any USAID requirements applicable to the subrecipient activity being managed. S/he will actively contribute to evaluating subaward recipients’ progress and monitor, on an on-going basis, the performance of subawardees with respect to the activities, reporting deliverables, and milestones agreed upon in their subaward. S/he will work closely with administrative staff and technical advisors to facilitate the capacity-building of the subaward recipients.

Specific Responsibilities

Subaward Management

• Establish and maintain subaward management system, tools and templates.
• Monitor, verify and evaluate subawardee performance: review, evaluate, verify and provide feedback on subawardees monthly financial and technical reports to ensure accuracy, completeness and timeliness
• Acts as point of contact for HLP subrecipients for day-to-day subaward administration.
• Receives subawardee financial and program reports and tracks deliverables of subawardees; regularly sends reporting and indicator support data to the donor.
• In coordination with MSH finance team, facilitates payments for subawardees in accordance with the MSH and other relevant USAID guidelines; based on verification of the reliability, accuracy and integrity of subaward recipients’ payment requests to MSH.
• Works closely with the technical and management staff of HLP Project in Haiti to share information about subawardees and ensure efforts and communication to subawardees occur in coordination.
• Tracks subawardees cost share, tests and verifies that cost share reported meets the requirements in 2 CFR 200; including ensuring adequate support documentation, proper valuation, and incurrence for the subaward activity.

Compliance Management

• Ensure that all activities conducted by subawardees are in accordance with terms of the subaward agreement with MSH and applicable USAID guidelines; ensure that subawardees comply with all MSH and USAID reporting requirements; conduct regular site visits, draft summary findings and memos; including corrective action plans.
• Verify and ensure that subawaredee accounting system, financial reporting, and systems of internal controls comply to applicable accounting and financial reporting standards.
• Adapt and implement procedures and templates to be used for formulating, negotiating, executing, monitoring and closing subwards according to MSH subaward management policies, SoPs, and USAID regulations.
• Collaborate with USAID, MOH, and NGOs to ensure program activities are implemented in accordance with USAID procedures and regulations.

Capacity Building

• Conduct periodic capacity assessments of the sub-awardee management and operations structures.
• Identify gaps in capacity and actively support subawardee management on corrective actions.
• Provide guidance and mentoring to key staff in finance and operations in the areas of internal control reinforcements, financial management and reporting of USAID funds.
• Share MSH policy & procedures examples for adoption where similar policies/procedures are non-existant.
• Review the financial/procurement/inventory systems in place and provide support in the adoption of affordable robust management systems that will be fit for purpose
• Conduct educational, community-based skills training programs and capacity building activities on proposal preparation, financial monitoring, strategic planning and other topics for subaward recipients.
• Assist the subrecipients with monitoring progress, tracking expenses and preparing financial reports.

Risk Management; including Fraud Prevention

• Maintain and update the HLS Risk Register; a dynamic risk management tool, to capture, prioritize, and mitigate project specific and operating environment risks; and submit to the CoP and team for review and update each month.
• Maintain an update Risk Register for MSH Haiti supporting management in consolidating key risks and ensuring that these risks are mitigated timely
• Responsible for verification and assurance that subaward recipients’ financial and program records and reports are based on verifiable data and support documents; including ensuring that costs incurred and reported to MSH are in accordance with cost principles applicable to the subaward.

Qualifications and Experience

• Must be local Haitian national
• At least 7 years of experience in subaward management, financial/operational systems design, implementation and review, subawards and program compliance management, and capacity building with international development organizations with global reach, not for profit organizations or other large non-governmental development partners.
• Candidate must have a substantial history of implementing USAID-supported projects, including experience managing subawards according to USAID regulations and procedures.
• Past experience working with partners such as Ministries of Health, local NGOs and Civil Society Organizations (CSOs).
• Experience working with and providing technical assistance to NGOs and/or local organizations in Accounting systems, financial management and reporting, internal controls and compliance systems design, implementation and review, and capacity building in other functional areas such as Human Resources, Policies & SoPs development.
• Knowledge of donor regulations, including U.S Government grant rules and regulations (USAID)
• Experience conducting trainings and other capacity building work both one-on-one and with larger audiences.
• Previous supervisory experience
• Excellent French speaking and writing skills are essential. Advanced English skills required.
• Working independently within expressed parameters, regularly scheduled tasks and adherence to strict deadlines is essential.
• Demonstrated knowledge and experience working with, managing, establishing and maintaining collaboration with NGO partner networks.
• Excellent interpersonal skills; demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
• Personal and professional integrity, particularly with regard to good financial stewardship and accountability.
• Demonstrated ability to work as an effective team member in a complex and fast-paced environment.

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