Grade J
Job ID 13-10471
Location Tanzania-Dar es Salaam
Reports To Country Project Director
Overview
The
MTaPS Finance & Administration Manager provides financial analysis,
accounting, operational and management support for MSH projects, under
the supervision of the Country Chief of Party/ Project Director. To this
end, s/he develops routine and ad hoc reports for different technical
activities to ensure the regular flow of accurate and relevant financial
information for enhanced project management and planning.
The
Finance & Administration Manager leads and manages the country
operations overseeing all operational and administrative services for
the MSH project in Tanzania. S/he ensures that MSH Tanzania operates as a
cohesive, neutral, functional unit that provides high-quality,
responsive, timely and cost effective services to projects within the
framework of local laws, MSH policies and standard operating procedures,
and donor requirements. S/he is a member of the country management team
and is expected to play an active role in assisting the Chief of Party/
Project Director develop a strong and strategic country presence, as
necessary.
This position has primary responsibility for ensuring
that MSH operations in Tanzania are functioning efficiently and
effectively, and aligned to support attainment of project results, donor
regulations and client expectations. S/he is the administrative
supervisor of all operations staff and oversees core systems by
implementing and proactively engaging, coordinating and working with the
following HO colleagues: human resource management in conjunction with
the HO Human Resources Manager, financial budgeting and budget
management with MTaPS Director of Finance and Operations, and the MTaPS
Finance Manager, general management and operations with the HO Senior
Manager and HO Senior/Project Officer field accounting and cash
management in conjunction with MSH’s regional office; payment of
payroll; management of local contract, consultant and vendor agreements;
procurement and purchasing with HO Procurement; travel, fleet
management and logistics; security; and facilities and communication
services.
Specific Responsibilities
Operations Management
•
Collaborate with Chief of Party/Project Director to (a) ensure that MSH
activities and management operations are implemented as per MSH
Mission, values, policies and standard operating procedures, and local
laws and regulations, and (b) to safeguard MSH’s reputation – financial,
contractual, and political integrity;
• Develop and execute
responsive and appropriate operations management systems (for office
management, local procurement, fleet management and logistics,
consultant and subcontractor administration, etc.) in line with local
laws and regulations, MSH policies and standard operating procedures,
and donor requirements;
• Lead and manage the operations functions
described in “Overall Responsibilities” 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;
• Responsible for
providing equitable, effective, timely, cost-effective, and responsive
and high quality operations and administrative support to all MSH
in-country projects within local laws and available resources, and in an
environment with adequate internal controls, adherence to contracts
regulations, MSH policies and standard operating procedures;
•
Proactively engage, coordinate, communicate and collaborate with the key
HO and regional based staff issues to ensure consultation,
accountability, notification and resolution of important information and
issues;
• Active participation in routine management team or other
meetings with HO staff which are relevant to the program and operations
activities;
• Provides administrative supervision to all operations
staff and is accountable for their performance management (including
regular results, check-ins, formal appraisals, supportive supervision,
rewards and empowerment, training, coaching and career development
support);
• Supervise the maintenance of controls over project office
fixed assets such as vehicles, with the assistance of the operations
staff. Directly manage the maintenance of controls on MSH inventory such
as furnishings and computer equipment, in accordance with MSH and donor
standards for inventory tracking.
Financial Management
•
Manage cash flow, including funds transfers from MSH headquarters,
local currency exchange, and petty cash, as per MSH policies and
procedures;
• Assist in preparation of project budgets and pipelines
and in collaboration with the technical team, estimate upcoming cash
needs, prepare expense projections and accrue expenditures as
appropriate;
• In collaboration with MSH/HQ, participate in preparation of reports for donor agencies, as required;
• Perform (or oversee team’s preparation) analysis of financial data to identify financial risks in country;
• Provide support to monitor, mitigate or control financial risks in country;
•
Oversee the issuance and collection of project advances, reconciling
advance accounts each month. Follow up on outstanding advances which
have not been liquidated in the timeframe prescribed by the SOP and
local office policy and resolve any queries through dialogue with
individual employees and their supervisors;
• In collaboration with
the Country Project management team and corporate accounting, Monitor
MSH Country bank account transactions and reconcile account with project
expenditures as part of the month end close process;
• Create and
interpret financial reports (Pipelines, Budgets) and create journal
entries. Create vendor identification numbers and records as necessary;
•
Supervise the recording of financial transactions and record financial
transactions into the approved MSH Field Expense Accounting System,
QuickBooks; submit each month’s expenses by the 5th business day each
month for upload by Corporate Accounting into MSH’s Corporate Accounting
System, Navigator. Ensure on-time, accurate data entry, completing the
journal entries for non-routine expenses as necessary;
• Conduct the
final review of vouchers and vendor invoices to ensure the maintenance
of thorough documentation on all field transactions;
• Ensure that
all paid invoices agree with supporting documentation, including price
quotes, purchase requests, purchase orders, EPLS and ATTUS checks and
shipping receipts, as per MSH procedures for procurement;
• Maintain
current standing with all mandated tax liabilities and organization
registrations including submission of payments and required statutory
reports;
• Provide support in overseeing local procurement and the
execution and proper recording in QuickBooks of all approved payments
for local vendors, contractors and consultants for goods and services
received, in accordance with the laws and regulations of the country,
MSH standard operating procedures and USAID regulations;
• Assist the
Country Project Director in providing an audit interface between MSH
Corporate Accounting, MSH external audit firm, and donor auditors, and
ensures timely follow up to reviews or audits conclusions and
recommendations that are relevant to operations in collaboration with
the Project Delivery Group;
• Manage timesheets for office staff
ensuring timely submission, approval, accuracy and filing, as per MSH
procedures for recording of time worked;
• Work with the contracted
local accounting firm to administer, process and record local payroll,
taxes and pension contributions and benefits.
General
•
Ensure accurate and timely submission of required administrative
reports and other information as needed to the Project Directors, HO
Senior/Project Officer project, or corporate offices;.
• Facilitate
the processing of documentation for obtaining VAT exemption certificates
for procurements made with USAID and other donors’ funds, conducting
quality control checks on and filing all documents for reimbursement;
•
With support from MSH/HQ and as part of regular voucher analyses, aid
in enforcing existing written policies on internal control systems for
procurements, inventory maintenance and asset use which will ensure
compliance with MSH policies and standards;
• Review and prepare as
necessary country activity travel advances and process travel claims
(TEFs) and work with country program staff to resolve accounting related
issues, as per MSH policy and procedures for request for advances and
reimbursement (TEF) procedures;
• Work with the HO Project Associate
in providing administrative and logistics support for all short term
consultants, serving as the liaison between MSH/Country and home office
on administrative and financial matters related to these contracts;
• Any other duties as assigned by management and as required by the position.
Qualifications and Experience
Education:
• Bachelor’s degree in Business Administration, Accounting, or a similar field;
• Master’s degree in Business Administration, Accounting, or a similar field will be a plus.
Experience:
• 7 years of relevant work experience;
• Advanced spreadsheet skills required. Familiarity with accounting or business information systems software strongly preferred;
• Database skills desired (Microsoft Office applications preferred).
• Experience in office management preferred;
• Experience in working with USAID funded projects required and knowledge of applicable regulations and requirements;
• Work experience with projects supported by international organizations;
• Ability to create and monitor budgets. Understanding of the basic tenets of Cash Control, Asset Management, and Bank Reconciliation;
• Experience creating and analyzing journal entries.
Knowledge and Skills
• Strong leadership, mentoring, management, analytical and organizational skills demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail;
• Understanding of the principles of adequate documentation and of audit, and of the procedures necessary to ensure audit compliance;
• English fluency required (including speaking, writing, understanding, and reading and the ability to work with vendors, staff and stakeholders);
• Excellent communication skills;
• Expert skills in Microsoft Word, Excel, and QuickBooks or similar accounting packaging, comfortable in a Windows PC environment;
• Ability to work in a cross-cultural team and willingness to travel.
Core Job Competencies:
• To continue process innovation, must be determined, self-motivated, and with excellent interpersonal skills;
• Group facilitation;
• Capable of managing work with shifting priorities;
• Able to manage and coordinate a variety of activities simultaneously;
• Can work in a team-oriented environment while driving for results;
• Perform logical analysis;
• Creative problem solving;
• Organized and detail-oriented;
• Process oriented.
Physical Demands:
• Travel requirements: Availability to travel domestically and internationally as needed.
• Keyboard use, Pulling drawers,
• Lifting papers <10lbs., ETC.
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 Country Project Director
Position: The Country Project Director
ID 13-10375
Location Tanzania-Dar es Salaam
Reports To Senior Manager
Overview
The Country Project Director is responsible for coordinating and managing all activities for the Medicines, Technology and Pharmaceutical Services (MTaPS) Program in Tanzania. S/he also serves as the technical lead on project activities focusing on infection prevention and control (IPC), and optimizing the use of antimicrobials, including antimicrobial stewardship. S/he shall be responsible and accountable for the development, regular update and implementation of the country work plan and budget to ensure attainment of the program goals and objectives in line with the project’s mandate and approaches, to contribute to the goals of the Global Health Security Agenda (GHSA), local USAID Mission and government partners. S/he is the primary liaison between the project and the local USAID Mission, Government counterparts, stakeholders, and partners involved antimicrobial resistance (AMR), pharmaceutical management activities, and/or implementing related programs in the country, such as IDDS, CDC, and Global Health Supply Chain Project. The Country Project Director is accountable for the management of the project’s Country office, provides strategic and technical guidance and works closely with the assigned Arlington-based Senior Manager, other project home office technical and operational staff, and other MSH projects in the country to ensure that MSH/MTaPS Project plans and activities effectively address priority pharmaceutical and commodity management needs of the country. As the head of the Country Leadership Team, he or she ensures the timely and quality delivery of project products and activities and supervises in-country staff.
Specific Responsibilities
Vision, Technical Strategy and Results (25%)
- Develop and manage the Results Framework, Performance Monitoring Plan, Technical Strategy, annual project work plans, technical assistance plan and budget for project technical assistance in the country, in collaboration with Arlington-based Senior Manager, Performance and M&E team and Technical Advisors, according to USAID Mission requirements, obligations, results frameworks, approaches and standards, and Results Management Systems (RMS) guidelines.
- Manage the implementation of project technical activities at the national, provincial/regional, and facility levels ensuring that all activities are adequately implemented in a timely fashion and that they adequately address pharmaceutical, regulatory and commodity management needs at the different levels of the system to meet the expectations of clients, partners and other local stakeholders.
- Provide technical leadership and direction for the development and implementation of innovative strategies and approaches in support to pharmaceutical system strengthening activities in country.
- Facilitate the identification and provision of required short-term technical assistance in support to program activities in collaboration with home office and regional office based technical teams
- Monitor project training and on-site capacity building activities, ensuring the development of local institutional and personal capacities needed to maintain adequate pharmaceutical management systems while ensuring country ownership and sustainability of interventions
- Maintain close interaction with Senior Manager based in Arlington to ensure adequate support to the country program, completion of work and the achievement of targets in a timely fashion and within budget. Also, ensure that plan adjustments are made and documented as necessary.
Documentation, Communication and Client Relations (25%)
- Facilitate the review of technical reports developed by other team members and/or consultants ensuring the quality of delivered products and that reports/recommendations are appropriately disseminated among counterparts and partners.
- Maintain all verbal and written communications with the local USG health team and represent project in meetings with external partners including the USAID Mission, CDC office, the Ministry of Health, USAID implementing partners, the Global Fund, other MSH projects in country, as well as with other public and private partners implementing health activities ensuring identification and coordination of commodity management priorities in support of national and USAID priorities.
- Ensure the development of regular activity updates and their timely submission to the local Mission, and the development of quarterly and annual progress reports, financial reports and other reports as required to be submitted to the local USAID Mission as well as Program home office in Arlington.
- Ensure the timely update of the project Strategic Monitoring System (SMS), USAID TraiNet, MSH and project external websites and others as may be required from time to time.
- Ensure submission of technical documentation to MSH's central Institutional Memory System (IMS), clients, partners and stakeholders
- Build and maintain strong working relations with key internal and external stakeholders, beneficiaries, subcontractors, suppliers and partners. Provide effective and timely responses to inquiries and concerns.
- Seek out new and strategic partnerships in the public and private sectors to advance program objectives and promote innovation.
Project Management (40%)
- Manage the day-to-day operations of the country/project office and serve as a liaison with the home office to ensure that logistics, contracts, letters of agreement, and any approvals are adequately in place in support of program activities. Also, ensure adherence to MSH office management and accounting procedures.
- Conduct budget monitoring and cost control based on sound financial and accounting principles, MSH Standard Operating Procedures, and MSH and project requirements.
- Ensure implementation of activities in compliance with project cooperative agreement, MSH and USAID policies, regulations and Standard Operating Procedures (SOPs).
- Implement a Financial Pipeline Tracking system for effective budget monitoring and cost control based on sound financial and accounting principles, MSH Standard Operating Procedures (SOPs), and MSH and project requirements.
- Ensure project staffing, structure and reporting relationships are aligned with country needs, local context and available resources.
- Promote and facilitate staff participation in MSH's Technical Exchange Networks (TEN), relevant social networks and south-to-south exchanges.
- Manage human resources as per MSH values, policies and guidelines, and implement an effective performance management program focusing on results and individual accountability, including regular check-ins, annual reviews, supportive supervision, a merit-based reward system, training, coaching and career development support.
Safeguarding MSH (10%)
- Ensure technical, financial, contractual and political integrity are maintained to safeguard MSH reputation
- Ensure effective collaboration, coordination and internal partnerships with other MSH projects, and departments to build synergies across programs for maximum impact.
- Perform other duties as assigned.
Qualifications and Experience
Education:
Required:
Bachelor's degree in a health-related field required.
Preferred:
MPH, MBA or master's level degree in a health-related field preferred
Physician, nurse, or pharmacist qualification preferred.
Experience:
Required:
- Eight plus (8+) years of progressively responsible, related experience is required**. (**Donor requirements in an RFP/RFA may be more or fewer years.)
- Several years of experience in senior level position(s) in international public health coupled with significant experience in the field of pharmaceutical management is required.
- Experience in health systems strengthening required, particularly those related to the implementation of reproductive health, MCH, HIV/AIDS, Malaria, TB prevention, care, and/or pharmaceutical programs in developing countries.
Preferred:
- 10 years of progressively responsible experience is preferred. Experience with public health programs supported by bilateral agencies, such as USAID, and international agencies, such as WHO and World Bank, preferred.
- Demonstrated managerial and organizational skills in a developing country setting with flexibility to adapt to changing priorities and deadlines.
Knowledge and Skills:
- Demonstrated subject-matter expertise in technical content relevant to the project.
- Demonstrated leadership and management abilities.
- Prior experience and success directing similar or larger international donor-funded projects.
- Demonstrated strategic planning and visioning skills.
- Familiarity with USG regulations and administrative procedures in the implementation of donor assisted projects.
- 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.
- Excellent writing and presentation skills in English are required; good knowledge of Swahili is highly desirable.
- Ability to travel as required to support the progress of program activities.
Competencies:
- Navigating the Environment: Perspective, Dealing with ambiguity, organizational agility, political savvy and strategic agility.
- Ensuring Delivery of Results: Functional/technical skills, client focus, managing through systems, managing and measuring work, negotiating, information sharing, process management, priority setting, problem solving and timely decision making.
- Leading with Credibility: Managing others—building effective teams, conflict management, managing vision and purpose, integrity and trust, motivating others, approachability and developing direct reports and others.
- Core Personal Competencies: Ethics and values, integrity and trust, listening, written communication.
- Core MSH competencies: Adaptability, communication, problem solving, creativity and innovation, quality, quality and timeliness of work, quality of work and team relationships, resource utilization
- Demonstrated ability to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
- Track record of, and strong commitment to, transparency and collaboration as demonstrated by 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, Collaborating Agencies, and donor organizations.
- Demonstrated strategic agility, diplomacy, conflict management, team building, written and oral communication, and negotiation skills.
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 Senior Manager
