Ethiopia Finance & Grants Manager

Category:
Business and Administration
Location:
Addis Ababa, Addis Ababa  
Career Level:
Managerial Level (Manager, Supervisor, Director)
Employment Type:
Full time
Salary:
95,000 – 120,000

Job Description

ABOUT PSA
Pamela Steele Associates (PSA) is a niche management consultancy with a mission to ensure that no patient in developing countries suffers due to lack of essential medicines. We specialise in supply chain transformation for the public health and humanitarian sectors through consultancy, research and training.

PSA was founded in 2013 by Pamela Steele. It has headquarters in Oxford, UK, and regional offices in Kenya and Nigeria.

We provide sustainable solutions for developing the in-country capacity of individuals and organisations to reduce dependency on external support. Working with governments, International Non-Governmental Organisations (INGOs) and the United Nations, we Research, Train and provide Technical Assistance, deploying technical specialists to transform health and humanitarian supply chains in collaboration with client teams.

At PSA, we are committed to excellence in all we do – for our colleagues and our communities, and for our clients and, ultimately, for the patients who benefit from our work. Our collaborative culture transcends organisational and geographic boundaries.

PSA is ISO 9001:2015 certified and accredited by the British Accreditation Council for Independent Further and Higher Education as a Short Course Provider.

JOB PURPOSE  
The Ethiopia Finance and Grants Manager will manage the BMGF grant in Ethiopia. S/he will use and/or develop appropriate reporting tools and ensure that projects are running according to donor contractual requirements in collaboration with the HQ Finance and Grants Manager.

S/he will liaise and build relationships with the donors, contribute to proposal developments and concept notes as well as reports, in collaboration with the PSA teams.

S/he will manage Ethiopia finance and administration teams. S/he will also closely monitor the work and supervise the outputs produced by the Programme Quality Team (PQuAL)

S/he will also oversee proper administrative and fiscal legality of PSA project office in Ethiopia, including all element relating to registration and taxes.

Liaising with the Finance and Grants Manager, s/he shall provide and collect necessary information to support the effective coordination of Ethiopian budgets.

CORE DETAILS 
 
Location: Addis Ababa, Ethiopia
Salary: 95,000 – 120,000 USD per annum gross
Contract type: Fixed Term – 1 year. 
Hours of work: 37.5 hours per week. This is a full-time role 
This role reports to: Supply Chain Transformation Director and Business Support Director on a matrix 
Staff reporting to this post: Ethiopia Finance and Admin Team 
Annual budget  for the post: None

KEY RESPONSIBILITIES
  
Grants Management (30%) 
  • Manage project grants in Ethiopia, including consortium grants  in collaboration with the HQ Finance and Grants manager.
  • Ensure compliance with PSA and donor implementation and reporting guidelines.
  • Ensure compliance of all Ethiopia activities with donor contractual obligations
  • Support the country team in project mobilization and close-out
  • Lead, follow up and coordinate the timely close out of grant contracts in Ethiopia
  • Support the programme teams in preparing interim, final and other required reports, including activities and outputs from the PQuAL team
  • Establish and maintain reporting calendar for the Ethiopia programme
  • Analyse project progress, ensure proper budget follow-up, analysis, projections and realignments when needed
  • Develop, manage and follow-up on partners (consortium members) sub-awards (contracts/grants)
  • Liaise and coordinate consortium contract/grant projects as required
  • Ensure that all grant files are up to date and that copies are kept in the field and shared with the Finance Team in a timely manner
  • Keep up to date within donor policies, applications, and calls for proposals and reporting process.
  • Develop PSA Admas grant tracking system in collaboration with the Finance and Grants Manager at HQ

Finance Management (30%)

  • Provide regular, accurate finance reports on expenditure to the Finance Team and, in close collaboration with the Finance Team, to donors, regarding all Ethiopia programme activities
  • Be accountable for accountancy data booked into our systems and BMGF systems, by PSA finance officer in Ethiopia. Liaise with HQ Finance and Grants Manager to support overall PSA budget reconciliation
  • Review regularly, and at least once a month with Programme Manager, SC Transformation Director; and the HQ Finance and Grants manager, analytical accountancy and allocations of costs to specific budget lines.
  • Supervise in-country transactions ensuring segregations of duties
  • Monitor closely spent patterns (actual vs. budget) and identify early on risks of over/under expenditures
  • Regularly “audit” procurement expenditures ensuring that we offer fair opportunities for suppliers while ensuring that we get best value for money.

Administrative and Fiscal Management (10%)

  • In close collaboration with the Ethiopia Office Manager, ensure that the policies and operations are within Ethiopian legal requirements.
  • Regularly review tax regulation and specific requirements linked to PSA registration in Ethiopia.
  • Liaise with tax advisors and tax authorities to ensure that all Ethiopian tax payments requirements for staff, partners, procurement, etc. are planned for and applied.
  • Regularly monitor risk and provide mitigation measures
  • Prepare for/conduct audits

Program Development (10%)

  • Contribute to the development of competitively strong proposals and concept notes based on context, needs and donor financial and budget strategies
  • Contribute to concept notes and related funding requests in coordination with the Supply Chain Transformation Programme director. (This is likely to include travel to some donor countries to make presentations on project progress.)
  • Develop financial sustainability strategies (including funding raising), explore new sources of incomes, funding sources and opportunities for on-going and new programs and projects
  • Liaise, consolidate and manage current and potential donor relationships on the financial side, supporting Programme Managers and Programme Directors.
  • Build and manage relationships with national and international partners
  • Lead/Contribute to all PSA donors intelligence initiatives, particularly, but not limited to, the fields of donor mapping, cross-sector information management.
  • Ensure that all new proposal development efforts are aligned with internal strategic objectives, including negotiating teaming agreements for proposals and leading cost strategy from PSA and partners
  • Conducts field reconnaissance meetings and synthesizes informational for technical proposals, competitive positioning, and strategic decision-making

Support Ethiopia country program (10%) 

  • Contribute to joint analysis and part of lessons learned exercises to inform new projects and program direction;
  • Visit and monitor field activities to develop new programs with the country office
  • Contribute to project follow-up meetings and ensure adequate follow-up on agreed action points
  • Provide capacity building on grants related issues, documentation and visibility activities for field teams.
  • Provide strategic inputs for the country programme and strategy
  • Advise the program team on donor strategies and new program directions
  • Provide technical support to projects where relevant including visits to field offices
  • Regularly meet with project managers to discuss programme reports and progress
  • In collaboration with PSA managers, strategize and develop systems for improving PSA’s approach to soliciting new proposals, program management, and internal systems.

Documentation (5%)

  • In co-operation with the Finance Team, keep PSA’s internal grant tracker updated with all relevant milestones and ensure essential documents are uploaded properly
  • Ensure relevant hard/soft copy documentation for  the Ethiopia programme, including PQuAL support documents

Communication (5%)

  • Ensure efficient and effective information management on Ethiopia grant
  • Represent PSA at external meetings, working groups and other meetings as required.
  • Provide inputs for newsletters, material for external communication
  • Support advocacy on Ethiopia issues related to program components through contacts and co-ordination with donors and other key actors
  • Participate in organizational level coordination and coordination calls
  • Lead and facilitate the organization’s visibility activities in collaboration with field area offices and project mangers
  • Maintain effective communication with key stakeholders, partners and other organizations.

We will review applications as they come in and may close the advert without notice when we have a sufficient pool of strong applications.

Job Requirements

SKILLS, EXPERIENCE AND KNOWLEDGE

Essential 
  • Master’s degree in finance with professional accounting designation such as ACA/ACMA/ACCA, extensive experience in international development, humanitarian studies, business, management or other sector-specific technical area
  • Advance Excel skills, expertise with QuickBooks, Microsoft, or other financial accounting software
  • Minimum of 5 years professional experience in managing grants, especially large and/or consortium grants and developing programs in a humanitarian / development setting
  • In-depth knowledge of international development programming
  • Strong budgeting and financial forecasting skills, including experience in preparing business plans
  • Demonstrated ability to coordinate complex activities, meet deadlines, and exercise sound judgment
  • Demonstrated ability to work effectively as part of a team or independently
  • Ability to work effectively in a fast-paced, stressful environment. Must be flexible, willing to perform other duties and work irregular hours
  • Excellent time management skills and resourcefulness with strong attention to detail
  • Excellent interpersonal, communication, public speaking, and strategic planning skills
  • Fluency in English and strong English writing skills are required

Desirable

  • Excellent writing and research skills and computer literacy, including previous proposal writing experience and success at winning public and private foundation/sector awards
  • Wide experience in effective strategic level communication and coordination with national partners, central and local authorities, NGO partners, UN agencies and other relevant stakeholders

How to Apply

For the full job description and details of how to apply, please visit https://www.pamsteele.co.uk/jobs
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