DEPUTY CHIEF OF PARTY – OPERATIONS


The CRS Zambia country program was established in 2000, and administers a varied and diversified portfolio of food security, economic growth and livelihoods, health systems strengthening, orphans and vulnerable children (OVC) research and HIV and AIDS programs. CRS works primarily through local church partners, but also counts hospices, hospitals and community-based organizations among its partners. The country program now implements a number of large and consortium-managed projects in all areas of the country, implemented by over 40 local partner organizations.
BACKGROUND:
CRS/Zambia seeks candidates for a Deputy Chief of Party/ Operations for a CDC HIV/AIDS funded Project for the Strengthening of the Capacity of Faith Based Organizations (FBOs) in Accelerating a Comprehensive and Integrated Approach to Providing HIV/AIDS/TB/STI Care, Treatment and Prevention Services in Zambia based in Zambia. With funding from the President’s Emergency Plan for AIDSRelief,(PEPFAR) through the Centers for Disease Control and Prevention (CDC). This program has targeted faith based organization in four key provinces in Zambia.
This position is responsible for overall operational excellence including grants management, health systems strengthening and supply chain management. The DCOP is required to train, advise, support budgeting, and monitor a sub-recipient’s use of Federal Awards. This is achieved through site visits, limited scope audits, or other means to ensure that Federal Awards are used for authorized purposes in compliance with the laws, regulations, and provisions of the contracts or grant agreements and that performance goal are achieved.
JOB SUMMARY:
The Deputy Chief of Party for FBO Follow -on will be principle deputy to the Chief of Party and will be responsible for overall financial, budgeting and donor compliance responsibilities of the large 5 years’ award.  In addition to ensuring donor grant reporting and compliance regulations are met by all the national sub-grantees (Faith Based Treatment Facilities) in Zambia, the Position will also oversee and monitor similar activities of the international consortium at country level. The Project will function as an integrated team that brings all the consortium members under one senior management team to improve efficiency and communication.  This position will therefore supervise and mentor LPTFs and national Finance and Compliance Officers in line with the said integration.
RESPONSIBILITIES:
The Deputy Chief of Party will be responsible for compliance oversight of the ART/FBO Follow-on USG award and related sub-agreements. S/he interprets USG and other donor regulations for the Local Partners Treatment Facilities (LPTFs) and CRS Zambia management staff. The DCoP also assists with trainings on compliance, performs internal control assessments, conducts financial reviews and follow-up of recommendations, and identifies training needs, and develops country-specific curriculum to address the needs. S/he sources, supervises and mentors CRS FBO Follow-on Finance and Compliance staff. S/he develops and implements strategies to prevent or reduce compliance-related liabilities in AIDSRelief- Zambia project. The position reports directly to the FBO Follow on Chief of Party and has relationships with the Management Quality Director at CRS Zambia. S/he is part of the FBO Follow-on program team and functions as an important member of the Country Program Senior Management Team.
SPECIFIC RESPONSIBILITIES:
Grant Management & Compliance
  • Serve as principle point of contact on grant management and compliance issues with the treatment facilities, CRS/Zambia Finance, and Regional Finance and Compliance staff.
  • Work with CRS/Zambia Finance, Regional Finance and Compliance Staff, and     country coordinating teams to develop and coordinate grant management capacity building trainings at the sites.
  • Reports to the Project Team on LPTF’s capacity in meeting grant reporting and compliance regulations and providing recommendations for corrective measures.
  • Attend meetings/trainings related to grant reporting and compliance organized by CRS, and the Consortium.
  • Disseminate strategies and training/learning materials by Regional Finance and Compliance staff.
  • Improve field staff capacity to comply with regulations.
    Coordinate with Consortium to ensure dissemination of lessons learned.
  • Develop and deliver training curricula on compliance issues as required.
Budgeting
  • Train LPTFs on budgeting.
  • Provide technical support to the LPTF to finalize their annual budgets, conduct a review of budgets against project targets, budget notes and justification, making recommendations and follow-up implementation.
  • Review final FBO Follow-on budgets and provide technical advice to the Chief of Party on budget submissions to APP and USG teams.
  • Monitor monthly reports for liquidation, update budget analysis and advise the LPTFs accordingly.
  • Generate feedback for Senior Management Team on adverse budget variances in quarterly meetings.
  • Approve budget updates and liquidation reports for the CRS finance team to process and submit to HQ.
  •  Analyze cost per patient for various sites and advise accordingly.
Financial Oversight/Support
  • Provide direct technical support in all aspects of finance for local partners (LPTFs).
  • Orient accounting and project management staff in relevant and appropriate ART financial management policies, procedures, and standards.
  • Monitor all LPTF agreements and ensure compliance with Compliance Manuals and USG financial regulations and guidelines.
  • Ensure the integrity of FBO Follow-on financial reporting and the effective control of financial assets. Regularly monitor and assess each LPTF’s ability to accurately record and post all financial transactions.
  • Provide analysis and recommendations to the Project Team.
  •  Advise on GAAP and basic accounting records to be maintained at LPTFs.
  • Develop and deliver training curricula on finance issues as required.
Internal Control Assessments and Site Visits
  • Participate in FBO Follow on Internal Control and Monitoring/IGT assessments as required.
  • Regularly visit the LPTFs.
  • Prepare Site Visit Reports on internal controls, procurement, human resource management, asset management, and budget utilization. Site findings, explanation of findings, criteria and recommendation as well as the follow-up requirements.
  • Prepare working papers to document work carried out during site visits. Ensure that files are organized, legible, and logically developed to document the management, accounting and logistics systems, the assessment of those systems, the tests developed and conducted to evaluate those systems, and the tests of reporting accuracy.
  • Give opinion on adequacy of internal controls, compliance with applicable laws and regulations, compliance with LPTF policies and procedures.
KEY WORKING RELATIONSHIPS:
Internal: FBO Follow-on Chief of Party, FBO Follow on DCOP/Program Quality, CRS Management Quality Director, Consortium staff, CRS Zambia Finance Manager, Finance and Compliance Officers, Regional technical staff, Zambia Program Team
External: Catholic Church agencies, local partner organizations, host country government agencies, donor agencies, international and national non-governmental organizations.
JOB SPECIFICATIONS:
  • Master’s degree in International Development, Business Administration, Economics, Public Administration or Master’s Degree in accounting preferred or equivalent combination in years and experience
  • A professional qualification in accounting (ACCA, CPA or equivalent) or experience in management with a focus on administration and finance.
  • Five years relevant post-qualification experience, of which three years should be in USG finance and compliance.
    Demonstrated knowledge of USG regulations and A-133 Auditing procedures.
  • On-the-job mentoring and training experiences will be an added advantage.
  • Good command of spoken and written English.
    Proficient in MS Office (Word, Excel and other appropriate software).
  • Self-guided, strong organizational and planning skills; Ability to work independently and under pressure.
  • Excellent communication, coaching and facilitation skills
Interested and qualified candidates who meet the criteria in the job descriptions are welcome to apply. Applicants must send their cover letter (addressed to the Country Representative) & CV to crszambiajobs@crs.org, clearly indicating the position being applied for in your subject line. Closing date for applications is Wednesday, October 5, 2016.
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