Management Sciences for Health

Finance & Administration Director

Grade
K
Job ID
13-9520
Guatemala
# of Positions
1
Group/Office
HPG
Dept/Unit
BRD (Business Resource Development)
Project/Program
P000 - Proposal
Reports To
Project Director, PASCA 3.0 Project

Overview

 

MSH is seeking candidates for a potential USAID-funded project in Central America.  The Finance & Administration Director has primary responsibility for ensuring that MSH operations in Guatemala are efficient and effective, in compliance with MSH standards, donor regulations and local laws, and supports attainment of project results and client expectations. The Finance & Administration Director is a member of the Country Leadership Team and is responsible for managing financial and operational risks.  The Finance & Administration Director manages the budget for all project and operations activities.

 

This position is subject to project award and funding.

 

Specific Responsibilities

Financial Management 20%

  • Manage monitoring, analysis and reporting of actual and accrued expenditures against project budgets for accurate project pipelines, estimates of upcoming cash needs and overall efficient and effective financial management of the project.
  • Assure that all project financial transactions are recorded into an approved MSH Field Expense Accounting System, and submit timely reports each month. Verify documentation of all field financial transactions.
  • Ensure timely and accurate submission of required financial management reports and other related information as required, to the Project Director, SPSO, Groups, projects, or corporate offices.
  • Maintain project’s current standing with all mandated tax and registrations in all PASCA 3.0 countries, including submission of payments and required reports.
  • In coordination with Atlas FP&A staff:
    • Ensure that all project and country teams receive high quality, accurate and timely financial support (budgeting and forecasting, financial analysis, financial monitoring and reporting).
    • Ensure timely and accurate submission of financial reports and other related information as needed.
    • Partner with MSH’s Atlas Financial Planning and Analysis (FP&A) unit in HQ to ensure proper financial management oversight and control.
  • Manage shared costs country budget and monitor costs against budget.

 

Operations Management 15%

  • Ensure that appropriate Service Level Agreement (SLA) is in place between the operations unit, projects, corporate offices and groups, and that the SLA is well understood and respected.
  • Develop and execute responsive and appropriate operations management systems (for office management, local procurement, fleet management and logistics, consultants, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements.
  • Monitor local security risks and maintain an emergency and security plan, including emergency preparedness and strategies for maintaining operations. In coordination with the Country Leadership Team (CLT), make immediate and active adjustments to program activities and employee movements based on changes in security risks and events.
  • Lead and manage the operations functions by aligning staffing and systems with country projects and available resources to provide timely, cost effective, compliant, 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 highquality financial management, accounting, operations and administrative support to all MSH in-country projects, 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.
  • Coordinate and collaborate with the PRIME Units to achieve resolution of pending operations issues, questions and home office operations support requests. Communicate with other MSH HQ-based parties (Groups, projects, corporate offices), as needed to ensure proper consultation and notification of important information and issues.

 

Compliance and Risk Management 15%

  • Ensure that strong internal control systems are in place, and that MSH Code of Conduct and MSH’s Zero Tolerance practice are well understood by all staff in country.
  • Ensure that systems are in place in-country to ensure that operations are managed and staff act in full compliance with local laws, comply with the terms and conditions of 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
    • Monitor compliance.
  • Ensure appropriate segregation of duty in all procurement and payment activities from initiation to final payment and documentation within all MSH offices in country.
  • Assist Project Director(s) to conduct regular and thorough operational risk assessments in country, and to monitor success of risk mitigation and risk control activities.
  • Coordinate execution of financial reviews or audits, and ensure timely follow up to review or audit conclusions and recommendations in close collaboration with the Business Operations and HQ’s subject matter experts.

Accounting Services 15%

  • Ensure, in compliance with MSH policies and procedures and with Country legal requirements:
    • That payments are processed accurately, timely, and safely.
    • That treasury practices in country minimize MSH’s cash exposure, including foreign currency exchange.
    • That entries are entered into accounting system accurately and timely.
  • Ensure that all cash, liability and advance accounts are reconciled routinely and that variances and advance delinquencies are addressed promptly.
  • That month-end and year-end close processes are followed timely and accurately, per established deadlines and in compliance with MSH policies and procedures.

 

Procurement and Purchasing 15%

  • Manage purchase of commercial goods and services in accordance with the formal delegation of authority from the home office.
  • Manage procurement actions delegated to operations unit staff.
  • Assist with customs and import control and to specific requests from the Supply Chain Team (SCT) in the home office.
  • Determine local consultant rates in accordance with the delegation from HQ. Manage local consultant agreements.
  • Manage the completion of project and country procurement plans in coordination with the assigned procurement staff from HQ.
  • Ensure strong internal controls are implemented for procurement. Monitor procurement transactions completed by operations staff.
  • Partner with the MSH Corporate Procurement unit in HQ to ensure proper procurement oversight and control.
  • Provide stakeholder feedback on SOPs, policies, tools and templates developed by HQ for procurement.
  • Where applicable, manage VAT exemptions or refunds and donor reporting of VAT payments and credits.

 

People Management 10%

  • Provide administrative supervision to all operations support staff and be accountable for their performance management.
  • Assess staff capacity and determine needs for staff capacity building and development to improve the efficiency and effectiveness of operations in country, including in satellite offices.
  • Assess and adapt operations unit size and composition to allow efficient and effective operations, as needed.
  • Work with the Project Director(s) to ensure that human resource functions are coordinated with the Human Resources Partner/Manager for Guatemala and US MSH Human Resources Management office.
  • Promote and facilitate development of operations staff and sustainable systems, and participate in international cross-fertilization and knowledge exchange among other operations groups.

Facilities and Office Services 5%

  • Manage MSH offices and facilities, including lease negotiations and property insurance, where required.
  • Manage general office services, including cleaning and maintenance.
  • Manage Information Services.
  • Oversee property and asset management, including maintaining inventories and asset registers.

In-Country travel and Logistics Services 5%

  • Coordinate and oversee travel payments and logistics for all MSH in-country travel.
  • Manage and monitor lodging, transportation, per diem and associated payments, including those related to participant training, study tours, in-country events and workshops. 

 

Qualifications and Experience

  • Minimum of a Master’s degree in business administration, financial management, accounting, or other relevant discipline or equivalent experience.
  • 7-9 years senior-level experience managing operations in organizations of similar scale as MSH required. 10 years of experience in progressively responsible experience is preferred.
  • Demonstrated success in managing program operations and support in challenging compliance environments.
  • Experience working for international organizations with US Government funding strongly preferred.
  • Prior work experience with non-USG, foundations, and other donors a plus.
  • Experience working in Central America is required.  Knowledge and work experience in Guatemala is preferred. 

Knowledge and Skills:

  • Strong leadership, mentoring, management, analytical and organization skills
  • Ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail
  • strong conceptualization, facilitation, and planning skills
  • Excellent demonstrated interpersonal, written, and oral presentation skills. Excellent cross-cultural communication and active listening skills
  • Deep knowledge of effective management practices that lead to reliable internal controls and compliance with donor regulations, local laws and USAID policies and procedures required
  • Fluency in Spanish is required
  • Professional Proficiency in English required 

Competencies:

Navigating the Environment:

Managing through Systems, Peer Relationships, Political Savvy

 

Ensuring Delivery of Results:

Action oriented, business acumen, drive for results, information sharing, managing and measuring work, negotiating, priority-setting, problem solving

 

Leading with Credibility:

Decision quality, functional/technical skills, listening, managerial courage, time management, presentation skills, motivating others, conflict management, delegation, developing direct reports and others

 

Core Personal Competencies:

Ethics and values, integrity and trust, interpersonal savvy

 

Core MSH Competencies:

Adaptability, communication, problem solving, creativity and innovation, quality and timeliness of work and team relationships, resource utilization 

 

Background Information

Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services. Working with governments, donors, non governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health.

EEO Statement

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or veteran status.

Reports To

Project Director, PASCA 3.0 Project
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