Program Manager II - Haiti Health Grants Compliance Manager 10, MAY 2011

Position Title: Program Manager II - Haiti Health Grants Compliance Manager Location: Haiti, Port-au-Prince Req #: I379

Job Summary: Catholic Relief Services, an international non-governmental agency specializing in relief and community development, is seeking highly qualified individuals to fill an opening with the Health Team. An important part of the Haiti Health Team project portfolio is the PEPFAR-funded AIDSRelief program, for which CRS will be transitioning leadership to a local NGO in this the last year of the grant with CRS as prime. The Health project portfolio also includes dynamic, multi-year, multi-million dollar projects that are comprised of both clinical and institutional strengthening/capacity building based in the areas of HIV prevention and treatment, cholera prevention and treatment, and medical post-graduate training in HIV/AIDS, infectious diseases, and nursing. Multiple grants and donors are involved including significant funding from USG, and there are 9 local partner sub-grantees, plus an expanding group of satellite sites, and Caritas partners throughout the country.
The Grants and Compliance Manager (GM) will be responsible to ensure staff and partner compliance with all CRS financial policies and procedures and donor regulations as applicable. The GM will ensure that donor grant reporting and compliance regulations are clearly understood and met by partner networks, the transition NGO and program management staff. The GM will provide finance and compliance support to local partners in accordance with related sub-agreements. The GM will conduct trainings on compliance; perform internal control assessments; provide onsite mentoring and technical assistance for partners; conduct financial reviews and ensure follow-up of recommendations; identify training needs; and develop site-specific curriculum as needed. The GM will implement strategies to prevent or reduce compliance-related liabilities.

Primary Functions: Include grants management and compliance, internal control assessment, financial management and analysis, and capacity building. Important related skills include mentoring/training, leadership, organization, finance and accounting knowledge, and written and oral communication skills including the ability to write reports and deliver presentations.

Job Responsibilities

GRANTS MANAGEMENT AND COMPLIANCE

• Serve as principle point of contact on grant management and compliance issues with sub-grantees, CRS/Haiti Finance, and AIDSRelief Global Finance and Compliance staff. • Monitor all partner agreements and budgets and ensure compliance with CRS and donor financial regulations and guidelines. • Contribute to the preparation of CRS, AIDSRelief consortium members and sub-grantee budgets ensuring they are in line with program implementation plans and provide technical advice to the program managers on budget submissions. • Ensure that the aggregate budget for CRS, consortium members and sub-grantees is maintained accurately at the donor approved levels throughout the year and make sure the commitments to consortium members and sub-grantees do not exceed the available budget obligations. • Anticipate and respond to donor requests related to contracts, budgets and spending. • Anticipate and respond to CRS and sub-grantee questions related to contracts, budgets and spending, and try to encourage information sharing that will allow them to become familiar with requirements and practices of enforcement of donor/CRS finance policy. • Advise program managers and AIDSRelief consortium members on donor compliance regulations related to program activities. • Ensure that CRS and sub-grantee files are organized, legible and locally developed to document management, accounting and logistics systems.
• Organize and ensure implementation of inventory tracking of material resources, e.g., equipment, commodity, etc. purchased with grant funds at each partner organization. • Organize and facilitate regular and ad-hoc meetings with health finance team, central finance team, program team to plan workflow and address finance and grant compliance issues.

INTERNAL CONTROL ASSESSMENT

• Lead site visits to sub-grantees to assess adequacy of internal controls, compliance with applicable laws and regulations, and sub-grantee policies and procedures. Report findings to program management including proposed follow-up with sub-grantees based on issues surfaced. • Advise on GAAP and basic accounting records to be maintained at sub-grantees. • Perform ongoing monitoring and assessment of partner capacity to accurately record and post all transactions. • Organize external firm audits in accordance with grant requirements. • Ensure adequate response and monitoring to implement recommendations of all financial audits and partner capacity assessments.

FINANCIAL MANAGEMENT AND ANALYSIS

• Design effective budget monitoring tools, generate and review monthly reporting and lead regular meetings with program managers to review issues and trends identified. • Assist in conducting reviews of sub-grantee budgets against project targets, budget notes and justification, making recommendations and follow-up implementation. • Support program management with budget-building tools and training, and business development with validation of cost information. • Ensure timely receipt and review of monthly expenditure reports from partner organizations. • Ensure documentation of partner liquidation reviews outlining justification of all rejected expenses and detailing improvements required. • Design and generate partner outstanding advance aging reporting and follow up with partners and program managers to encourage timely liquidation. • Verify estimates of partner cash needs and develop quarterly cash forecast to ensure sufficient cash flow and timely disbursement to support activity implementation. • Ensure that partners keep supporting documents for all financial transactions and ledgers for Fixed Assets, Purchase Requisitions, Cash Receipts and Disbursement. • Ensure that partners have systems of effort reporting and bidding process for procurements in collaboration with the procurement officer. • Prepare and implement training and technical assistance as needed to address capacity needs and reinforce grant management, e.g., financial management, budget analysis, policies and procedures, GAAP and basic accounting, etc. • Monitor monthly reports for liquidation, update budget analysis and advise the LPTFs accordingly. • Working closely in collaboration with the Central Finance Manager (CFM), effect monthly and annual close of books, prepare budgets for reviewed by CFM, calculate and and make cost allocations, liquidation templates and other related accounting and finance tasks as needed. • Support program teams with budget building and business development teams with validation of cost inputs to proposal budgets.

CAPACITY BUILDING

• Develop and deliver training curricula on finance topics. • Conduct staff orientation in donor and CRS financial management policies, procedures and standards. • Conduct, report on, and recommend intervention as needed through regular sub-grantee financial assessments. • Lead training to sub-grantees on budgeting and work with program management to provide technical support to the LPTF to finalize their annual budgets. • Conduct staff orientation in donor and CRS financial management policies, procedures and standards. Conduct regular trainings and provide onsite mentoring for CRS staff and all partners to ensure conformity to donor regulations, CRS policies and procedures. • Coordinate planning and implementation of institutional capacity assessment and periodic review of potential new partner organizations. • Prepare and implement training and technical assistance as needed to address capacity needs and reinforce grant management, e.g., financial management, budget analysis, policies and procedures, GAAP and basic accounting, etc. • Conduct monitoring visits to partner organizations to assess adequacy of internal controls and to provide onsite mentoring and technical assistance. Detail site findings and ensure implementation of recommendations and follow-up requirements. • Resolve grant compliance issues that arise with sub-grantees by arranging for technical support from the CRS team and/or sub-grantee increased staffing on a temporary or permanent basis. • Actively participate in program meetings as appropriate to effectively plan and collectively coordinate financial and programmatic activities in conjunction with partner capacity building initiatives. • Ensure that partner files are organized, legible and locally developed to document management, accounting and logistics systems, including for example, ensure appropriate documentation of supply distributions, assets, and gifts in kind. • Develop and deliver training curricula on finance issues as required.

Emergency Competencies:

Each CRS staff member working in emergencies is expected to use the following competencies to fulfill his or her responsibilities and to achieve the desired results.

• Communicates strategically under pressure • Manages stress and complexity • Actively promotes safety and security • Manages and implements high-quality emergency programs

Working conditions: Travel for work with partners outside of Port-au-Prince of short and extended periods of time will be required. Work outside of normal business hours will inevitably be required, generally of the nature of email and telephone communications, but also some occasional partner or team meetings, and travel.

Supervisory Responsibilities Three direct reports: FCOs.

Key Working Relationships Internal: Haiti health program team members, CRS/Haiti central finance department and internal audit department External: implementing partners, donors

Qualifications:

 University qualification – Bachelor of Accounting degree  A professional qualification in accounting (ACCA, CPA or equivalent)  Minimum five years relevant post-qualification experience in project fund accounting working with local community institutions of which three years should be in USG finance and compliance, specifically AIDSRelief is strongly desirable. Auditing and training experiences will be an added advantage.  Proficient in Microsoft Office software including Word and Excel and financial management software including Sun Systems and QuickBooks.  Fluency in English and French strongly desirable.  Self-guided, strong organizational and planning skills;  Ability to work independently and under pressure.  Excellent communication, coaching and facilitation skills.  Willingness and ability to travel extensively in Haiti (up to 60% of the time).

This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

To apply, visit www.crs.org/about/careers EOE/M/F/D/V

Closing date: 08 Jul 2011 — Catholic Relief Services