Job Title: Deputy
Chief of Party-Operations, UBALE DFAP
Dept/Location: SARO/Blantyre, Malawi
Band: D
FLSA: Exempt
Reports To: Chief of Party
About CRS: Catholic
Relief Services carries out the commitment of the Bishops of the United States
to assist the poor and vulnerable overseas. Our Catholic identity is at the
heart of our mission and operations. We welcome as a part of our staff and as
partners people of all faiths and secular traditions who share our values and
our commitment to serving those in need.
Background: United
in Building and Advancing Life Expectations (UBALE) is a five-year, $63 million
USAID/FFP-funded Development Food Assistance Project (DFAP) being managed by
Catholic Relief Services in Blantyre Rural, Chikhwawa and Nsanje Districts of
Southern Malawi. The implementing partners are CARE, Save the Children and the
Diocese of Chikwawa, the technical partners are NCBA-CLUSA and NASFAM, and
learning partners Tufts University, University of Notre Dame, LUANAR, ICRISAT,
CIP and ICRAF. UBALE partners with Government of Malawi to sustainably reduce
food insecurity and build resilience through reaching 250,000 vulnerable
households. The program is managed through a Program Management Unit (PMU)
located in Blantyre, Malawi.
Primary
Responsibilities: The Deputy Chief of Party-Operations is responsible for UBALE
management quality including but not limited to Grants Management, Compliance,
Administration, Finance, and ICT for the UBALE and PMU Offices. S/he will be
responsible for ensuring that the services in these areas are delivered
efficiently and effectively in support of the UBALE consortium; providing
accurate and timely operational information for quality management
implementation; ensuring that operating practices in the PMU Office are
consistent with CRS agency-wide operating policies and with donor requirements;
planning, directing and controlling activities in support of the overall office
and UBALE program operations; and mentoring national staff to enable them to
eventually assume higher responsibility for operations.
Specific
Responsibilities:
A. Financial/Budget
Management
- Through
on the job-training, workshops and other direct support, assist in
strengthening the capacity of the seven UBALE PVO consortium members to
build the capacity of both Finance Managers as well as the Program
Managers to link budgeting with program outputs. - Provide
monthly analysis for the project burn-rate against the current and
Board-Approved Budgets, and for the Life of Activities spending. - Verify
Requisition for Goods and Services (RG), Payment Requests (PR) and Cash
Disbursement Voucher (CD) once prepared by PMU Accountants. - Prepare
cash forecast for the UBALE Program grants based on cash request submitted
by the Consortium members and CRS/Malawi’s cash forecast. Coordinate with
CRS/Finance to ensure all requirements for draw down have been met. Ensure
that cash requests are consistent with agreement terms. - Monitor
and validate advances to and liquidations from Consortium Members. - Serve
as key liaison between UBALE Consortium Members and CRS Finance on any
specific finance issue that needs to be resolved. - Ensure
the UBALE’s financial system continues to capture financial data in a way
that supports project M&E systems and assists the Senior Management
Team in utilization of financial data. - Coordinate
budget amendments with CRS/Malawi and Consortium Members. - Translate
project budget into information required for CRS APP process. Specifically
ensure that CRS/Malawi has the appropriate information to insert into the
APP. Additionally must review all Board Approved APPs to ensure
consistency with contractual agreement. - When
budgets are revised/modified with USG ensure that CRS/Malawi reflects any
updates through the use of budget maintenance. - Keep
track of funds obligated-to-date by FFP and Mission. - Assist
Consortium Members with budget revisions and the allocation of resources.
B. Grants Management
- Lead
the review and revision of the UBALE financial reporting and accounting
systems within the PMU and with the Consortium Members. - Develop,
analyze and review of grant and Sub-recipient grant agreements. Ensure
receipt and maintenance of all Sub–recipient agreements and supporting
documents. - Maintain
files of required financial compliance documentation (A-133, NICRA letter
etc.); review documentation for potential issues; make recommendations to
the Senior Management Team for improvements and action to be taken. - Familiarize
and support Consortium Members on financial management procedures,
utilization of reporting package, timeliness of report submission, as it
relates to UBALE grant implementation. - Prepare
monthly, quarterly and annual financial reports for internal and external
customers – namely the Consortium Members and USAID’s Office of Food for
Peace (FFP). - Coordinate
quarterly meetings with each Consortium Member and Finance TWG.
C. Commodity
Management
- Ensure
planning, appropriate call forwards, sale of proceeds and documentation of
commodity are in accordance to USG regulations and agreed targets. - Support
Commodity Manager to address any obstacles in commodity call forward,
movement and distribution. - Facilitate
appropriate linkages with the CRS Regional Office and Head Quarters in
commodity management issues
D. Information and
Communication Technology
- Act as
prime point for all ICT issues for UBALE. - Oversee
implementation of CRS ICT strategy and work plan and supervise ICT
function at PMU.
E. Audit Follow-Up
- In
collaboration with CRS Malawi’s Compliance Manager, ensure that the
Consortia provide accurate and timely inputs into the program and project audits.
- In
close collaboration with CRS Head of Operations (HoOps), ensure timely
closure of audit recommendations; document and ensure discussion and
preparation of a plan of action. - Monitor
implementation of action/corrective action plans relative to both internal
and external audits and report back to PMU Senior Management and CRS
HoOps.
F. Administration
- Ensure
that the Administrative services support the overall administrative needs
of the PMU offices including the optimal utilization and maintenance of
program assets and resources including computers, vehicles, furniture,
supplies and other equipment, logistical arrangement for staff and
visitors, and procurement of materials and equipment in a transparent and
accountable manner. - Take an
active role in inventory planning and management, accounting and
recordkeeping of all properties, inventories and fixed assets.
G. Partnership,
Coordination, Communication and Capacity Building
- Coordinate
and lead the UBALE Finance working group. - Share
USG policies and guidance with UBALE partners, and lead discussions on new
guidance to ensure it is adequately understood by all UBALE partners. - Regularly
coordinate with other departments (particularly UBALE implementing PVO
Program Managers) to ensure maximum communication and coordination for
efficient and effective UBALE program operations and project
implementation. - Participate
in CRS staff meetings and share UBALE information within CRS. - Identify
the need for and develop UBALE admin/finance capacity building events.
H. Staff Supervision
- Manage
relevant direct reports (Operations Manager, Commodity Manager, Senior
Finance Accountant, Grants Accountant and ICT Officer), including
facilitating the development of Job Descriptions, annual and monthly Work
Plans, Performance Plans, on the job mentoring and coaching sessions.
Key Working
Relationships:
Internal: All PMU staff, HoOps, Country Representative, RFO, DRD/MQ, Compliance
Manager, HR/Admin Manager, ICT Manager and Operations Staff
External: USAID, Government of Malawi, Program and Finance Mangers of UBALE
consortium organizations and other
Agency-wide
Competencies (for all CRS Staff): These are rooted in the mission, values, and
guiding principles of CRS and used by each staff member to fulfill his or her
responsibilities and achieve the desired results.
• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning
Knowledge Skills and
Experience:
- Excellent
written and oral communication skills required. - In
depth knowledge of CRS policies and procedures as well as reporting
requirements and standards. - Proven
in-depth knowledge of donor cash and in-kind policies and regulations,
including Title II food-supported programming and commodity management and
compliance regulations. - Strong
management and decision-making skills, self-motivated, able to work
independently and proactively within matrix management structure. - Experience
in facilitating the capacity-strengthening efforts of diverse colleagues
and local partner organizations. - Demonstrated
strengths in relationship management; strong cross-cultural skills. - Able to
work as a member of, and to lead, a team with colleagues. - Excellent
organization and planning skills; detail-oriented, adaptable, flexible. - Experience
in developing Strategic Plans for large country programs. - Experience
in developing long range MYAPs/DFAPs, or similar funding mechanisms. - Previous
experience in implementing development and emergency programming. - Ability
to build capacity and develop strong working relationships with senior
national staff.
Minimum Qualifications: - Minimum
of five years overseas work experience in one or more developing
countries, managing field office financial systems, or the equivalent. - Bachelor
degree in relevant field, Master’s degree in business administration, or
related field preferred will be an advantage - Willingness
to travel and spend 25% time in field offices and visiting project sites. - Understanding
of CRS Sun Systems and Q&A.
Disclaimer Clause: This job description is not an exhaustive list of the
skills, effort, duties and responsibilities associated with the position.
CRS’ talent
acquisition procedures reflect our commitment to protecting children and
vulnerable adults from abuse and exploitation.
Equal Opportunity
Employer
Apply online: https://www5.apply2jobs.com/CRS/ProfExt/index.cfm?fuseaction=mExternal.s…
