Project Finance Director

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Project Finance Director

Job Category: Finance, Grants & Contracts

Washington DC

Organization Summary

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For 40 years and in over 155 countries, Jhpiego has worked to prevent the needless deaths of women and their families.

Jhpiego works with health experts, governments and community leaders to provide high-quality health care for their people. Jhpiego develops strategies to help countries care for themselves by training competent health care workers, strengthening health systems and improving delivery of care.

Jhpiego designs innovative, effective and low-cost health care solutions to ensure a level of care for women and their families. These practical, evidence-based interventions are breaking down barriers to high-quality health care for the world’s most vulnerable populations.

Description

Jhpiego seeks a Project Finance Director to oversee the financial planning, management and reporting aspects for an anticipated USAID maternal and child health (MCH) global award. This position will report to the Project Director, with a dotted line reporting relationship to the Jhpiego Global Program Operations Finance Director withinithin Global Program Operations. The project aims to focus on addressing supply, demand and policy solutions to equitable coverage of high-impact MCH interventions to accelerate progress toward ending preventable maternal, newborn and child death. The project will operate over a five-year period.

 

The Project Finance Director will provide financial and administrative management, overseeing all financial, contractual, and procurement aspects for an upcoming global MCH project with country buy-ins. S/he will work closely with the Project Director, Executive Management Team, Global Program Staff, and project country offices, to ensure timely and accurate financial, contractual and administrative management, representation, analyses and reporting to the project management team, partners and agencies external to Jhpiego.

 

The Project Finance Director is responsible for the oversight of budgeting, monitoring and performance of all funding streams for the project, including core and field programs, cost share and resource allocation to partners. The Project Finance Director will work closely with Jhpiego departments to ensure streamlined financial operations and performance of the project, including:

  • Finance Director – Global Program Operations and a team of Finance Managers assigned to each country to ensure the project has complete, accurate and timely financial data for decision-making.
  • Project and Jhpiego management to ensure that all funding allocations are accurate, optimized and effectively deployed;
  • Jhpiego contracts and grants management team to manage and monitor partner performance, compliance and contractual position.
  • Jhpiego country leadership and technical teams to respond to country buy-in budget requests.
  • Partner finance leads, to ensure smooth collaboration and efficient management of partner finances under the project

The Project Finance Director will ensure financial systems and reports are compatible with standard accounting practices and follow Johns Hopkins University and Jhpiego policies, as well as USAID rules and regulations. S/he will provide capacity building, coaching and mentoring of finance staff worldwide, and local partners, by developing learning activities and materials to support capacity building. This position is directly accountable for the financial, contractual and administrative compliance of the global award.

This position is contingent upon award from USAID.

Responsibilities

Lead, manage and coordinate day-to-day coordination of financial activities across all funding elements and sources, ensuring cost efficiency

  • Ensure that USAID resources are appropriately directed to project priorities and are in line with project core and country buy-in work plans
  • Mentor, support, and/or manage a finance team of highly qualified staff and align their efforts to project goals to ensure rapid and sustainable results, efficient operations and compliance in all areas
  • Work in close coordination with contracts and grants management staff to ensure contractual and administrative compliance
  • Lead the development, monitoring, and review of project core and country buy-in budgets
  • Provide guidance, monitoring and support to project teams, including procurement for goods and services, logistical support for local and international travel (including expense reports) for staff and consultants, development of contracts and subawards, and management and maintenance of office inventory
  • Project Start up:
    • Review and comment on award documentation and modifications before signing for feasibility from a financial and administrative perspective
    • Review start-up plan and develop budget (for headquarters and in-country) based on work plan and inputs from program officers and in-country staff
    • Develop and/or refine systems, tools, manuals and other resources for the successful management and operations of the project; train finance staff in their use
  • Implementation and Control:
    • Planning, Work Plan, Budget and Analysis:
    • Work plan budgets
      • Direct and develop the annual work plan budgeting process for all assigned accounts
      • Work closely with the Project Deputy Director and/or Senior Program Manager on preparation, monitoring and reporting on core budget and the specific budget elements thereof
      • Analyze budgets based on work plan and actual in-country costs
      • Prepare complete and accurate budget modifications and realignment requests
      • Ensure all project budgets are entered into SAP and QuickBooks in a timely and accurate manner
      • Review subcontractor/sub-grantee cost proposals
      • Develop guidelines for partner budget allocations and serve as a key liaison to support budget and narrative development in accordance with project objectives.
      • Ensure project systems are in alignment with overall Jhpiego systems, in collaboration with the Global Program Operations Finance Director
      • Work with the project and Jhpiego leadership to standardize field operations and resolve operational issues in the field
    • Reports:
      • Maintain a schedule of routine financial reports and analysis for donors
      • Ensure accurate financial, contractual and administrative reporting of the project compliant with Jhpiego and USAID’s rules and regulations, and terms and conditions of the award
      • Provide financial reports, including pipeline analysis, quarterly project reports, as requested by the donor
      • Prepare scheduled or ad hoc financial reports for donors that are timely, complete and accurate (e.g., accruals, pipelines, forecasts, carry forward requests)
      • Prepare internal reports and charts to identify trends
    • Analysis:
      • Perform pipeline analysis, including review of accruals and commitments of the current portfolio to ensure projects operate within allocated budgets and according to the contractual terms
      • Ensures the validity of, and interpret, financial management reports and other financial tools/sources
      • Prepare analysis reports in advance for routine finance management calls to enable review and interpretation of financial information for decisions
      • Monitor burn rates, subaward financial expenses and budget to actual reports and make clear recommendations for implementation
      • Advise on specific project spending trends by budget line item and or activity
      • Maintain accurate pipelines, forecasts, accrual reports
      • Monitor core budget level of effort and prepare analysis with project budgets
      • Review, reconcile and monitor all accounts, including major project operating accounts, and petty cash operations involving cash advances
    • Implementation, Reporting and Quality Assurance:
    • Sub-Recipients:
      • Manage all partner agencies sub-grants, ensuring compliance and reporting of sub-awardee, and building their capacity as needed, perform site financial site visits annually
      • Support country staff in monitoring sub-recipients including invoice review and quarterly site visit reports
      • Track sub-recipient invoice payments
      • Monitor sub-recipients to their obligations and prepare, review or approve modifications with contracts
      • Collect and review sub-recipient annual financial checklist and audits, where applicable
      • Review and approve US-paid sub-recipient invoices
      • Monitor advances to subs
      • Document sub-recipients
    • Compliance:
      • Ensure that required financial controls are in place and adhered to, prevent over expenditure of budgets, ensure proper safeguards of funds, and ensure compliance with established USAID, Johns Hopkins University and Jhpiego financial and accounting procedures
      • Maintain complete and accurate financial files, team sites, shared folders
      • Implement and maintain detailed financial reporting and reimbursement process in accordance with Jhpiego's established financial system
      • Interpret award financial requirements and provide guidance to project team members on office operations in compliance with USAID, Johns Hopkins University, and Jhpiego procedures and policies
      • Review, share and interpret monthly due diligence reports from Compliance
      • Follow up on due diligence report findings to clear within 30 days (ensure country and program staff understand each finding and its applicable solution)
      • Track statutory requirements and support the Office of the Chief Finance Officer (CFO) and country team to execute them e.g., audit, government filings, etc.
      • Track tax requirements and timely filing. Support the Office of the CFO and country team to complete all requirements on all tax related matters e.g. VAT, payroll tax, import, other
      • Monitor inventory and asset registers to purchases in QBE, SAP and JProcure
      • Under direction from the Office of the CFO, facilitate the work of external audits and ensure that financial records are properly maintained and readily available during audits
      • Direct and oversee the monitoring and annual auditing of cost-share
      • requirements, tracking and reporting against cost share plan
    •  Close-Out:
      • Conduct all close out activities assigned (e.g., develop headquarter close out budget, oversee country close out budgets, pay all final invoices, close out contracts, technical services contracts, sub-awards within donor guidelines)
      • Support, review and monitor asset disposition plans
      • Review fringe accounts monthly to ensure proper accruals in line with staffing changes
      • Reconcile cost share requirements and liaise with all sub-recipients on the same
      • Prepare final financial reports accurately and on time
      • Respond to internal and external audit requests
      • Travel to assist country teams with close-out in country

Requirements

Master’s degree in Business Administration, Finance or Accounting

  • At least 15 years of progressive growth in accounting and financial management and administration, project management, grants management, procurement and human resources administration in a project environment
  • At least 15 years of demonstrated success in a senior leadership position on USAID multi-million dollar global or regional consortium-implemented awards with financial accountability for project performance. Candidates with experience as key personnel and/or who have served on a project leadership team will be preferred.
  • In-depth knowledge of USAID rules and regulations, professional accounting and auditing standards, grants contract management, African and Asian country statutory requirements including audit, tax, registration, reporting and other applicable national laws.
  • At least 15 years of progressive growth in administration of complex funding mechanisms, including subrecipients under a prime instrument, and their relevant terms and conditions
  • Subcontract or subagreement financial management experience for a U.S. and local NGOs consortia partners and sub-grantees.
  • Working proficiency in SAP, QuickBooks and Microsoft 365 Office products.
  • Previous direct supervisory experience of professional and support staff
  • Demonstrated experience organizing resources and establishing priorities
  • Experience developing and/or implementing finance and accounting policies, procedures and systems at field level
  • Excellent verbal, written, interpersonal, and presentation skills in English and French
  • Excellent diplomacy skills and a proven ability to establish and maintain interpersonal and professional relationships with USAID, host-country counterparts and representatives from other key stakeholders such as NGOs, CSOs, and the private sector
  • Excellent skills in facilitation, team building, and coordination
  • Ability to coach, mentor and develop financial and administrative capacity of project staff
  • In depth knowledge financial software applications, databases and spreadsheets, including QuickBooks Enterprise, and Microsoft Office
  • Ability to travel nationally and internationally 50% of time
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