~~ETHIOPIA INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT JOB DESCRIPTION TITLE: Senior Finance , Grants and Contract Manager, REPORTS TO: Chief of Party, SIPED II Project SUPERVISES: Finance and Grant officers Duty Station: Addis Ababa Deadline for application: October 10, 2014
III. SPECIFIC DUTIES AND RESPONSIBILITIES 1. Staff Management Provide regular support and supervision to staff under direct line management. This includes (but is not limited to) the formulation of individual work plans (with agreed indicators of achievement) based on project work plans and/or job descriptions. It also includes regularly scheduled supervision and performance management meetings to assess progress against agreed outputs. Build the technical and managerial capacity of staff under direct line management and delegate tasks for the efficient performance of activities. Participate in staff recruitment, induction planning and formulation of staff personal development plans Lead and coordinate the work plan of project specific Grants and Finance team. 2. General Financial, Grant & Contract Management S/he will track overall progress against agreed deliverables and flag areas of concern. S/he will also be responsible for adherence to wider Pact organizational policies and procedures for contracts and grant administration as well as financial management. The post holder will oversee project specific financial management and grant management procedures. S/he will provide direct management and supervision to a grants officer and will coordinate with the finance officer for the project who reports directly to the finance Maintain strong financial management systems and processes for SIPEDII project that can provide accurate, current and complete disclosure of financial transactions but remain compliant to Pact’s financial procedures. Provide oversight and support to the finance team: 1. To ensure that all transactions are recorded in accordance with generally accepted accounting principles supported by relevant and verifiable source documents. 2. To ensure that disbursements are reviewed for allow ability and properly allocated to projects 3. To ensure that monthly account reconciliations are performed and appropriate plans are put in place and executed, as applicable, to resolve any differences. 4. To ensure the timely preparation and submission of a monthly financial and sub-grant performance reports and supporting narratives – including review and documentation of program’s financial performance. 5. Vetting of sub-award data monthly with regard to obligations made and outstanding, reconciling advances and related liquidations of expenses with the accounting system and related grants reports, and ultimate financial oversight of sub award closeout and potential funds recovery. Monitors SIPEDII project’s annual budgets and long-term financial projections and make analysis available to the COP and other relevant staff. Monitor proper management of cash flow ensuring the program’s liquidity at all times. This includes preparation of cash flow forecasts on monthly and quarterly basis and planning for timely preparation and replenishments for sub-grantees. Review monthly Project Status Reports (PSRs) received from headquarters, and provide the COP and DCOP with up-to-date financial status information and pipeline projections to ensure that project spending is in line with the budget and work plan and trigger actions for additional funding requirements. Ensures that all basic policies of contract administration followed as per the expectation of the donor and other stakeholders. Collaborate with others within Finance and Grants to prepare realistic financial forecasts and secure adequate and timely financing for the program. 3. Grants and Sub-grants Management Oversight of and coordination with the grants unit as well as training/mentoring of staff where necessary in the administration of the programs’ grant agreements with local and international NGOs. In collaboration with the relevant staff, support the development of criteria and guidelines for identifying partners and selecting project proposals to be funded. Ensure pre-award surveys are conducted and that monitoring and financial support are provided for grantees In conjunction with the Monitoring, Evaluation, Reporting and Learning (MERL) team, develop a financial monitoring and evaluation guideline, which reflects financial and administrative requirements at partner level. Ensure financial monitoring systems provide timely and relevant reports to SIPED II Project COP and relevant staff, including analysis and tracking of grant commitments (i.e. cash advances), obligations, awards and liquidations, to support efficient accountable grant implementation. Participate in sub-grant monitoring and technical support and equip appropriate staff to provide technical assistance to local sub-grantees in the area of financial management and compliance to improve efficiency. In collaboration with other program staff ensure that all grants are administered in accordance to the terms and conditions of the donor. 4. Coordination Direct all operational finance, grants & contract activities of SIPED II project while coordinating with other staff within Finance and Grants unit to assure conformity with internal policies and procedures. In collaboration with other key staff of Pact and SIPEDII project, promote effective communication and coordination across the organisational structure and country programme to ensure coordinated monitoring visits to project sites, regional offices and partners as per the annual and quarterly plans. 5. Networking, Advocacy and Representation Liaise with government, donors and partners as required on financial matters affecting SIPEDII Project. 6. Others Performs other duties as assigned.
Job Requirement
~~IV. PERSON SPECIFICATION A) EDUCATION/TRAINING BA/MA degree in accounting, finance, business administration or related filed is required A Higher Degree and professional certification in finance, accounting or business administration preferred. B) EXPERIENCE A minimum of 8 years for Higher degree and 10 years for B.A of experience in finance and accounting, out of which at least 5 years in managerial position. The post holder must have a minimum of 5 years of USAID contract management experience Must have minimum of 3 years grant management experience Must have minimum of 3 years finance management experience Experience in financial management of US Government awards and sub-awards a must, preferably USAID. Experience with civil society NGO sector preferred. C) TECHNICAL SKILLS Excellent and proven experience in human resources management, leadership and firm belief in teamwork. Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Integrated knowledge and understanding of fund accounting concepts, practices, systems, and procedures. Computer literacy with advanced skills in Microsoft Office. Demonstrated writing, presentation and report writing skills. Fluency in written and spoken English language. D) COMPETENCIES Respect, accountability, integrity, courage, excellence, building partnership, coaching, contributing to team success, leading through vision and values; negotiating, proactive problem solving, managing performance for success, facilitating change.
V. CONTACTS/KEY RELATIONSHIPS The incumbent is expected to establish and maintain open and cordial relationship with Civil Society Organisations and other stakeholders in order to obtain the required support and collaboration for the smooth coordination and implementation of Yekokeb Berhan Program. VI. WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED The position is based in the Addis Ababa, Ethiopia with expected frequent travel to the field.