Deputy Chief of Party for Finance, Grants, and Administration

  • Djibouti, Djibouti
  • Full Time
  • Senior Manager/Supervisor

Position Summary

The Deputy Chief of Party for Finance, Grants, and Administration will report to the Chief of Party and leads an eight-person team responsible for all financial, grants, and administration aspects of the USAID/Djibouti Citizens Engagement for Advocacy and Accountability (CEAA) Activity. S/he will be responsible for the development and implementation of management systems and supervision of project finance, grants, and administration staff.  S/he will provide oversight of all finance, grants, and administration systems to ensure quality control of project implementation. S/he will ensure the coordination and understanding of and adherence to USAID regulations and Kaizen policies.

Duties:

General:

  • Support the Chief of Party to develop and implement management systems for project planning, reporting, and performance management; financial management; property and technical procurement systems; and personnel management;
  • Support technical implementation through timely reviews of grants, subcontracts, subrecipient awards and modifications; processing of all local payments; and overall effective management of grants, subcontracts, subrecipient awards, leases with landlords, and other vendor agreements;
  • Manage daily work of finance, grants, and administration project team members and provides performance feedback;
  • Monitor and support the standardization of finance, grants, and administration systems, policies, and procedures for the CEAA Activity project office;
  • Ensure compliance with U.S. government regulations, Kaizen’s corporate policies, laws of Djibouti, and any policies developed specifically for the CEAA Activity; and
  • Ensure proper administration of the CEAA Activity through the supervision of the project finance, grants, and administration teams. Track and report quarterly on project financial, grants, and administration indicators.

Finance:

  • Oversee all project finances, including vendor payments, payroll, petty cash, and procurements;
  • Prepare all financial reporting, with support from Kaizen’s Home Office;
  • Coordinate monthly field-based spending projections across technical, grants, and administration teams;
  • Incorporate fraud prevention, detection, and mitigation measures into all local CEAA transactions;
  • Review/Approve coding sheets;
  • Establish and ensure financial segregation of duties;
  • Conduct regular reviews of petty cash register;
  • Review final review of payroll for CEAA Activity staff; 
  • Review monthly wire transfer requests;
  • Maintain subcontracts/procurement tracker and provide financial forecasting and accruals information to Home Office team on a monthly basis; and
  • Draft annual and ad hoc budgets, in particular estimation of resources, LOE, and in-country travel necessary to implement current and future work plan activities.

Grants:

  • Oversee the management of grants for compliance and performance, including coordinating with technical staff to finalize scope and managing performance of grantee against deliverables
  • Ensure that all grants awarded under CEAA are conducted in accordance with the CEAA Grants Manual;
  • Advising awardees on USAID-accepted accounting and financial systems and practices;
  • Facilitating pre-award surveys;
  • Providing guidance on technical/financial reporting; and
  • Incorporate fraud prevention, detection, and mitigation measures into all CEAA grants processes.

Administration:

  • Manage travel and provide logistics support to CEAA Activity staff;
  • Ensure project inventory and project vehicles are maintained; 
  • Ensure compliance with U.S. government regulations, Kaizen’s corporate policies, the laws of the Government of Djibouti;
  • Incorporate fraud prevention, detection, and mitigation measures into all local CEAA procurements;
  • Oversee the management of local subcontracts and subrecipients for compliance and performance, including coordinating with technical staff to finalize scope and managing performance of subcontractor or subrecipient against deliverables
  • Keep up-to-date on evolving in-country security situation, circulate security updates to relevant in-country staff, and ensure adherence to security guidelines; and
  • Update Emergency Action Plan regularly 

Qualifications:

  • At least a bachelor’s degree or higher in a relevant field such as finance, economics, accounting, business management, or public policy/administration;
  • At least 10 years’ experience in financial management, budgeting project management, and grants administration for international development projects in East Africa. Experience working in Djibouti is preferred. Experience on USAID-funded projects is required;
  • Must have demonstrated experience in preparing and supporting financial reports to international development donors under supervision;
  • Must have proven leadership ability and experience in grants/sub-grants management, documentation, and oversight;
  • Demonstrated experience in collaborating with civil society organizations that receive grants funding is a plus;
  • Strong familiarly with the CSO regulatory environment in Djibouti is a plus;
  • Must have English proficiency sufficient to conduct all aspects of project business and operations; and
  • Must be fluent in French.

In an effort to mitigate bias in the recruitment process, Kaizen is utilizing Career.place, an anonymous candidate screening process for all of our HQ based roles. Upon submitting an application, candidates will receive an email from Career.place, prompting them to go through the anonymous screening. In order to be considered for a role, candidates must respond to Career.place and proceed with the application.

At Kaizen, A Tetra Tech Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. Kaizen is an equal opportunity employer.

For candidates applying for positions based in Kaizen's office in Washington, DC, we utilize career.place to mitigate bias in the recruitment process. Upon submitting an application, candidates will receive an email from career.place, prompting them to go through the anonymous screening. In order to be considered for a role, candidates must respond to career.place and proceed with the application. We do not currently use career.place for project positions outside of the United States.

At Kaizen, A Tetra Tech Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. Kaizen is an equal opportunity employer.

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