The Associate Director – MCSP (Maternal Child Survival Program) Awards Support, works in close coordination and collaboration with Deputy Director for MCHIP/MCSP and Sr. Program officers as applicable, and is responsible for the management and oversight of the MCSP specific awards currently with an obligated value of over $60 million. The Associate Director’s responsibilities include, but are not limited to, providing advice and direction related to award management and compliance; oversight, coordination and support of cost proposals, preparing monthly, quarterly and annual reporting and analysis of financial results, provide accounting oversight and direction, monitoring awards, monitoring and management of LOE (level of effort), training and support to Country Office awards management staff for MCSP awards. This position also manages the overall awards management relationship with JHPIEGO.
S/he assures the Department of Global Health’s (DGH) financial policies are implemented in coordination with Save the Children Office of Finance and Save the Children Contracts and Grants Management policies and procedures for the awards managed. S/he identifies systems to enhance DGH efficiencies which enhance program and budget management. S/he will assure implementation of best practices with respect to financial controls and processes including grant management and reporting. The incumbent will supervise and train a team of Finance and Grants Managers.
Essential Duties, Responsibilities and Impact
Manage relationship with JHPIEGO for MCSP awards (20%)
- Manage (both straightforward and nuanced) communication of agency financial information and project budgets to the Prime
- Balance agency and Prime needs and deadlines, understanding and making judgments on when to prioritize one over the other
- Apply knowledge of USAID rules and regulations and understanding of agency’s sub-agreement (to critically consider the Prime’s requests when needed and as appropriate).Represent agency on financial/grants issues within program: to Prime senior finance leadership, Prime peer HQ staff – both program and finance, Prime country office staff, as well as program partners domestically and globally
Staff supervision and training (25%)
- Supervise MCSP finance/grants management staff
- Ensure orientation and training for MCSP finance, program support, administrative staff, and technical staff, as needed
- Identify staff development opportunities to build capacity of MCSP finance and grants management team and facilitate employee reviews (mid-year and year end)
- Prepare and disseminate to MCSP finance and award management guidance and conduct internal training, with support from Save the Children Finance and Grants/Contract Departments
- Communicate financial perspective on departmental budgets and awards to non-finance Technical Leadership
Manage overall MCSP Portfolio (10%)
In close collaboration with MCSP Deputy Director, Sr. Program Officer(s), and Award Managers, prepare summarized monthly budget vs actual and projection reports for all MCSP grants and report back to Sr. Leaders within DGH and MCSP as needed on a regular basis
Manage, track and regularly communicate LOE allocations for all MCSP staff. Also, point person for tracking LOE allocations from the MCSP award for non-MCSP staff but who work on the project
Facilitate communication and ensure timely, accurate reporting to donors (5%)
Coordinate the preparation and submission of required donor reports, working with country offices to produce the reports and coordinating with technical staff to ensure the content reviews are undertaken as appropriate
Coordinate with Finance as needed on financial reporting ensuring a review of all financial reports prior to donor submission
- Coordinate with Resource Development and/or the appropriate Account Manager on submission of donor reports to private donors
Monitor and manage MCSP CORE portfolio (15%)
Work collaboratively with country offices, Save the Children International (SCI) Head Quarters, other Save the Children members and relevant partners and sub-grantees, escalate issues or risks as appropriate and serve as main point of contact on those resources for Country Offices and Save the Children US (SCUS) stakeholders (i.e. TA providers, program officers, other business teams, finance, grants and contracts, HR, etc.)
Complete all data entry and follow all processes to ensure funds can be tracked on SCUS and SCI systems (including Award Management Systems, Funds Summary Template and AADs)
Adapt to new processes and systems as they are developed
As needed, be the key point of contact for donor on resources provided to SCI and ensure timely and effective communications to donors on matters related to their resources
Monitor procurements to ensure compliance and appropriate completion
Negotiate, prepare, and process amendments and budget modifications as necessary
Work with Finance and relevant Health & Nutrition technical staff leads to monitor rate of spending in country offices and SCUS home office including charges such as personnel, travel, consultancy, sub-grant agreements, and troubleshoot and escalate as needed
Run, update budget and review Life of Award Reports and Grant BvA reports to monitor spending. Work with relevant technical team, Country Office Finance and HQ finance staff to resolve issues in timely and accurate manner
Monitor project specific, home office LOE and timekeeping
Monitor the implementation of SCUS projects, identifying issues and risks, working with SCI and relevant technical leads to resolve them or escalating them as required
Ensure all donor communications, requests, amendments, etc. are communicated effectively and quickly by the relevant SCI offices
Financial Compliance (5%)
Ensure compliance of all DGH MCSP award documents, including budgets, sub agreements and ensure they meet SC and donor regulations and requirements
Reviews and approve all DGH MCSP sub-grants and assures accuracy of CGRS and AADs
Responsible for managing and tracking DGH staffing coverage for MCSP awards and monthly reporting on LOE splits in accordance with SCUS guidelines
Ensure timely start-up of projects (10%)
Support country offices in starting upnew MCSP related SCUS funded projects, ensuring support (such as technical advice, capacity building, donor information) required from SC/US is identified and liaising with the relevant SC/US teams, such as IP, Finance, and Account Managers to meet those needs.As applicable, coordinate and communicate relevant project specific LOE budget splits to home office staff
Ensure complete Close-out of projects: Coordinate with Finance, country offices and relevant technical teams as applicable to ensure all project closeouts are managed effectively and that all issues are resolved
- This includes completion of the SCI and SCUS Close-out Checklists and closing awards in all systems.
Ensure timely, accurate reporting to donors (5%)
Coordinate the preparation and submission of all MCSP required donor reports, working with country offices to produce the reports and coordinating with technical staff to ensure the content reviews are undertaken as appropriate
Coordinate with Finance as needed on financial reporting ensuring a review of all financial reports prior to donor submission
Prepare and manage: (5%)
Sub-grant agreements to SC Member countries or partners as needed, including wire transfers and ad hoc support
SCUS managed consultancy agreements, as needed, including wire transfers and ad hoc support
Required Background and Experience, Skills and Behaviors
Master’s Degree in accounting/business administration strongly desired.Undergraduate degree and equivalent extensive experience may substitute
Minimum of 5-7 years management experience, preferably in a development/relief agency, including financial management and direct supervision and training of a finance team
Knowledgeable about management, finance and budget, specifically the development and management of large, complex budgets with multiple funding streams
Demonstrated capacity in budget preparation and preparing cost proposals
Knowledge of USG funding mechanisms, such as global cooperative agreements and contracts, including indefinite quantity contracts, and other donor requirements for procurement
Excellent written English skills and computer skills: advanced proficiency in Word, Excel, Access, Outlook, Internet and ability to master SC systems
Implementation of new financial management systems – preferably Agresso
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