Finance Manager

The Finance Manager will be responsible for assisting the Project Director with safeguarding the assets (financial and physical) of MSH and ultimately the U.S. Government or other donors against fraud, loss, or misuse. The person has the primary responsibility to ensure that project operations and payments are efficient and effective, comply with MSH standards, donor and local country regulations, and support the attainment of project results and client expectations. The Finance Manager is part of the project leadership team and will oversee the financial and operations management for the project. This includes oversight of finance and accounting, logistics, procurement, and supply chain activities to guarantee timely and cost-effective delivery of goods and services. The Finance and Operations Manager will liaise with local partners, donors, and MSH’s headquarters regarding any aspects of program implementation, contractual, risk management, cost share, governance, and all other matters related to finance and operations. The person will become aware of, and adhere to, MSH’s procurement integrity standards in all activities.

 

SPECIFIC RESPONSIBILITIES

 

Financial Management (50%)
· Preparation of internal and external financial reports including month and year-end reports, donor financial reports/ validation of draft reports if the submission of donor reports is centralized at HQ, and local statutorily required financial statements.

· Perform robust spot checks and regular reviews of the financial accounts and supporting documents. Prepare Monthly Financial Reports and ensure all balance sheet accounts are reconciled accurately each month.

· Serves as a project office lead with MSH headquarters for preparation of budgets and budget amendments to be submitted to USAID.

· Coordinate monthly requests of funds, based on budget and cash flow projections, to ensure the program has all the necessary funds for the operations.

· Lead the program’s annual budget development & revision process including working closely with technical and operations teams to develop an annual work plan, life-of-project budget, and an activity plan budget, ensuring that all necessary costs are included accurately and completely and that these costs are reasonable and allowable

· Monitor expenses regularly and establish controls to ensure that project expenses adhere to MSH and donor policies and procedures.

· Ensure the integrity of MSH’s financial management systems (QuickBooks, CostPoint). Ensure robust and clearly defined controls and expectations in the correct application of the financial management systems.

· Provide senior-level strategic support and guidance to the project team in all areas related to project financial management.

· Maintain systems for program budget monitoring and tracking that include financial and contractual data. Monitor project timelines, budgets, and resource allocation to achieve successful outcomes.

· Provide routine pipeline analyses, and any ad hoc reports requested by the donor.

· Perform routine financial analysis on program expenditures, documenting and monitoring overall performance, analyzing trends, and identifying gaps to ensure efficient and sound project management.

· Ensure that payments are processed accurately, timely, and safely (to minimize MSH’s risk exposure).

· Ensure that treasury practices in country minimize MSH’s cash exposure.

· Ensure that entries are entered into financial system accurately and timely.

· Implement standard procedures and forms that promote and/or ensure program compliance with the project contract terms and conditions in coordination with HQ, and ensure program spending provides the best value.

· Drive initiatives to improve workflow and streamline the internal control processes to enhance efficiency and productivity

 

Operations and Administration (30%)

 

· Manage day-to-day operations to ensure efficiency and effectiveness in the delivery of project deliverables.

· Oversee property and asset management, including acquiring insurance, and maintaining inventories and asset registers.

· Ensure that adequate systems are in place for tracking, monitoring, and inventory analysis of all stock, employing the use of monitoring tools, spreadsheets, and databases.

· Evaluate and enhance supply chain processes to minimize costs and improve efficiency.

· Ensure that common office operational expenses are allocated appropriately to the projects supported by the country.

· Oversee the management of MSH offices and facilities, including lease negotiations and property insurance, where required.

· Coordinate with MSH Procurement Unit for issuance of service level agreements to the vendors or other service providers as needed, and ensure that terms and conditions for the agreements are adhered to.

· Review purchase orders and confer with team leadership for approval, prior to issuance of the purchase orders for program procurement of commercial goods and services within agreed upon thresholds, if delegated and as necessary.

· Ensure that strong internal control systems are in place and that the MSH Code of Conduct and MSH’s Zero Tolerance practice are well understood by all staff in the country.

. Monitor third-party logistics providers/suppliers’ performance with respect to the quality and timely delivery of goods and services.

· Ensure that systems are in place in the country to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.

· 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.

· Ensure timely submission of administrative and financial reports to the Project Director, MSH, and donor 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).

 

Compliance and Risk Management (20%)

 

· 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.

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

· Conduct regular and thorough operational risk assessments, and monitor success of risk mitigation and risk control activities.

· Coordinate the execution of internal and external financial reviews or audits, and ensure timely follow-up to review or audit conclusions and recommendations in close collaboration with the project team.

· Ensure appropriate segregation of duty in all procurement and payment activities from initiation to final payment and documentation.

 

 

QUALIFICATIONS

REQUIRED MINIMUM EDUCATION:

Master’s degree in accounting, finance, or related field

 

PREFERRED: Professional accounting certification (e.g. ACCA, ICAN, CPA)

 

REQUIRED MINIMUM EXPERIENCE:

· A minimum of 7+ years’ experience in a similar position

 

KNOWLEDGE, SKILLS and COMPETENCIES:

· 2 years of supervisory experience.

· Knowledge and experience of handling U.S. government funded projects including knowledge of donor rules and regulations.

· Understanding of key aspects of accounting.

· Ability to use basic accounting software (e.g. QuickBooks).

– Written and verbal proficiency in French and English including business terminology.

· Demonstrated proficiency in Microsoft Office programs, especially Excel spreadsheets

· Strong written and oral presentation skills in English and French

· A creative and proactive approach to all areas of work with a ‘can do’ attitude, in line with MSH’s values

· Strong team working orientation with a flexible and adaptable approach to work demands across the whole organization.

· Commitment to accuracy and attention to detail

· Collaboration Skills

· Demonstrate good judgment and sound financial “common sense”

· Ability to create and monitor budgets. Understanding of Cash Control, Asset Management, and Bank Reconciliations.

· Understanding of principles of adequate documentation and of audit, and performance necessary to ensure audit compliance.

· Good ethical conduct.

· Ability to manage teams

· Monitoring/assessing performance to make improvements or take corrective action.

· Constructive and productive team player with good communication and interpersonal skills

· Commitment to accuracy and attention to detail

 

Procurement and Operations Specialist

The Procurement and Operations Specialist will support with procurement of goods and services, planning and logistics for workshops, coordination with government and non-governmental local partners, deliverable tracking, report writing, meeting and file management and other administrative support required by the Project Director, Finance Manager, or other MSH staff as needed.

 

SPECIFIC RESPONSIBILITIES

 

Operations (25%)

 

· Develop and execute responsive and appropriate operations management systems (for office management, local procurement, local travel and logistics, consultant administration, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements.

· Lead and manage the operations functions by aligning staffing and systems with country projects and available resources to provide timely, cost-effective, and high-quality support and administrative services to all MSH country-based projects and activities.

· Ensure that all MSH in-country projects receive equitable, effective, timely, cost-effective, and high‐quality procurement, operations and administrative support, in full compliance with local laws and available resources, and in an environment with adequate internal controls, adherence to contract/award regulations, MSH policies and standard operating procedures.

· Participate in routine management team meetings and attend other meetings which are relevant to the operations activities.

· Coordinate execution of internal/external operations, financial or program reviews, or audits, and ensure timely follow-up to review or audit conclusions and recommendations that are relevant to operations.

Coordinate and collaborate with the MSH global staff to achieve resolution of pending operations issues, questions, and operations support requests. Communicate with other MSH US-based parties (Groups, projects, corporate offices), as needed to ensure proper consultation and notification of important information and issues.

 

Procurement (25%)

 

· Oversee purchasing of all supplies and services, including sourcing quotations using the Request for Quotation Form; preparing vendor canvass or selection sheets; preparing local purchase orders; and verifying deliveries, quality of goods, and invoices.

· Consolidate and manage the country procurement plan and ensure implementation.

· Maintain an up-to-date procurement tracker for all goods and services to be procured.

· Conduct reviews of procurement files for all purchase documents for easy reference, including copies of purchase requests, quotations, purchase orders, delivery notes, and invoices.

· Identify vendors for goods and services for MSH use (including office equipment, IT services, communications, courier, transport, guard services, hotel providers, etc) and update the vendor list for purchase of supplies and services. Manage all vendor relationships.

· Ensure that the procurement process, payments, and documentation are complete in a timely manner and that deliverables are accepted by the project

· Issue agreements and negotiate rates for local services, per authorized delegation and according to established policy.

· Manage the vendor prequalification process to establish long-term agreements with prequalified vendors and hotels for recurring services

· Maintain an up-to -date electronic filing of all procurement files in SharePoint.

 

Internal Controls and Compliance Management (20%)

 

· Ensure that strong internal control systems are in place and that the MSH Code of Conduct and MSH’s Zero Tolerance practice are well understood by all staff in the country.

· Ensure appropriate segregation of duty in all procurement and payment activities within all MSH offices in the country.

· Oversee property and asset management, including maintaining inventories and asset registers.

· Oversee obtainment of local insurance as required, inspection, registration, and operations for all MSH vehicles in the country, if necessary.

· Ensure that systems are in place in the country to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements and comply with MSH policies and standard operating procedures. Systems are in place to: Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures; and monitor compliance

 

Facility Management (10%)

 

· If applicable, manage MSH office space and/or facilities to ensure a safe, efficient, and appropriate working environment for all staff.

· Manage general office services including guards, cleaning services, etc. as applicable.

· Manage information services.

· Oversee property and asset management.

 

Logistics Management (10%)

 

· Coordinate and oversee travel arrangements and logistics for all MSH in-country travel.

· Manage and monitor lodging, transportation, and associated arrangements, including those related to participant training, study tours, in-country events, and workshops.

· Coordinate with transport service providers and vendors to ensure seamless logistical support for project activities as per MSH policies.

· Ensure compliance with local perdiem policies, rates and standards.

· Act as a focal point for communications between requesters, suppliers and other stakeholders regarding logistics related matters and activities.

 

 

QUALIFICATIONS

Education

· Bachelor’s degree in business administration, Financial Management, Accounting, or other relevant discipline or equivalent experience.

· Advanced degree preferred

 

Experience

· Required: Bachelor’s and 4-6 years of experience, or Master’s and 2-4 years of experience in operations and procurement.

 

Knowledge and Skills

· Capacity to deal with multi-tasks and be able to adhere to tight deadlines in a busy environment, and excellent time management skills and respond to changing priorities

· Experience with active use of ERP systems for procurement management.

· Excellent oral and written communication skills and fluency in English and French with the ability to operate in a culturally diverse organization

· Knowledge of global sourcing and procurement strategies, tactics, processes, procedures, and systems.

· Experience in development of policies and procedures

· In-depth knowledge of federal procurement regulations and USAID regulations

· Proficiency with Procurement Systems and Sourcing tools.

· Negotiation skills

· Capacity building/facilitation skills

· Fluency in French required; fluency in English preferred.

 

Project Director

The Project Director leads and manages the project and is accountable for project deliverables and results, with full accountability and authority for the development, execution, and monitoring of the project, including vision and technical strategy; project management; documentation and communication; client(s) stakeholder(s) relationships; and coordination and synergy with other MSH projects and Home Office. This accountability includes effective contribution to business and resource development activities – including positioning, intelligence gathering, and proposal development – that contribute to fueling MSH’s mission.

 

SPECIFIC RESPONSIBILITIES

 

1. Technical strategy and Project management:

a. Oversee implementation of program activities and provide high quality technical and strategic leadership, managerial oversight, and administration of the project.

b. Serve as the primary project liaison from MSH to the donor and is accountable for the achievement of results, ensuring quality of services is maintained at the highest standard, and that all project objectives and deliverables are met.

c. Safeguard MSH’s reputation by ensuring that financial, contractual, technical, and political integrity is maintained and strengthened.

 

2. Project results and performance:

a. Develop (update and adapt as needed) and execute project deliverables including technical strategy, MERL plan and work plans as per award requirements, MSH technical frameworks and standards.

b. Ensure appropriate and timely documentation and dissemination of key learnings, results and deliverables for maximum project impact and business development using a variety of communication strategies and media.

 

3. Project and People Management:

a. Ensure effective award implementation in strict compliance with award terms and conditions, MSH and donor policies and Standard Operating Procedures (SOPs) as well as local laws.

b. Ensure project staffing, structure and reporting relationships are aligned with project needs, local context and available resources.

c. Manage and mentor the project team as per MSH policies and guidelines and implement an effective performance-management program including regular check-ins, annual appraisals, supportive supervision, rewards, training, coaching and career development support.

 

4. Client and other Stakeholder Relationships:

a. Build and maintain strong working relations with key internal and external stakeholders, beneficiaries, prime and subcontractors, suppliers and partners. Provide effective and timely responses to inquiries and concerns.

b. Identify and keep track of new business opportunities, communicating them to the relevant internal MSH stakeholders.

 

 

QUALIFICATIONS

REQUIRED MINIMUM EDUCATION
MPH, MBA or master’s level degree in related field.

 

EXPERIENCE

At least 10 years of progressively responsible, relevant experience is required with demonstrated leadership and management abilities.

 

KNOWLEDGE AND SKILLS

Demonstrated subject-matter expertise in technical content relevant to the project (supply chain management focusing on the areas of: M&E, Strategy and Planning, Forecasting and Supply Planning).

Prior experience and success directing similar or larger international donor-funded projects.

At least 5 years of supervisory experience of teams and fostering collaboration in order to achieve goals, meet milestones, and produce high quality written qualitative, quantitative, and narrative deliverables.

Demonstrated strategic planning and visioning skills.

Familiarity with USAID regulations and administrative procedures in the implementation of donor assisted projects is preferred.

Proven record of aligning diverse, multi-level teams with project mission and vision.

Track record of strong commitment to sharing knowledge, documenting experiences, supporting creative initiatives, and sharing credit.

Demonstrated ability to build and maintain relationships with senior-level colleagues, particularly interacting productively, proactively, and comfortably with government agencies, NGOs, private sector groups, USAID, CAs, and donor organizations.

Demonstrated strategic agility, diplomacy, conflict management, team building, written and oral communication, and negotiation skills.

Fluency in English and French required.

Local candidates strongly preferred.

 

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment based on 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.