Thinking of a Career in Emergency Management?
- BY Nicole Pelette
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.
Catholic Relief Services (CRS)/CRS will be submitting a proposal in response to the 2015-16 USAID Food for Peace (FFP) Development Food Assistance Program (DFAP) Request for Applications (RFA). CRS/DRC will serve as the prime on the application and will develop the proposal in consortium with other international non-governmental organizations, local implementing partners and international/national research institutions. The proposed program will involve a multi-sectoral response to addressing food insecurity and vulnerability across the former Kasai provinces in DRC. The estimated timeframe for this program is 2016-2021.
The Deputy Chief of Party-Operational Excellence is responsible for DFAP management quality including but not limited to Grants Management, Compliance, Administration, Finance, and Commodities Management for the DFAP Office in Kananga. S/he will be responsible for ensuring that the services in these areas are delivered efficiently and effectively in support of the DFAP Consortia; providing accurate and timely operational information for quality management implementation; ensuring that operating practices are consistent with CRS agency-wide operating policies and with donor requirements; planning, directing and controlling activities in support of the office and DFAP program operations; and mentoring national staff to enable them to eventually assume higher responsibility for operations.
1. Through on the job-training, workshops and other direct support, assist in strengthening the capacity of DFAP consortium members’ Finance Managers as well as Program Managers to link budgeting with program outputs.
2. Provide monthly analysis for the project burn-rate against the current and Board-Approved Budgets, and for the Life of Activities spending.
3. Verify Requisition for Goods and Services (RG), Payment Requests (PR) and Cash Disbursement Voucher (CD) once prepared by Project Accountants.
4. Prepare cash forecast for the DFAP Program grants based on cash request submitted by the Consortium members and CRS/DRC’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.
5. Monitor and validate advances to and liquidations from Consortium Members.
6. Serve as key liaison between DFAP Consortium Members and CRS Finance on any specific finance issue that needs to be resolved.
7. Ensure the DFAP’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.
8. Coordinate budget amendments with CRS/DRC and Consortium Members.
9. Translate project budget into information required for CRS APP process. Specifically ensure that CRS/DRC has the appropriate information to insert into the APP. Additionally must review all Board Approved APPs to ensure consistency with contractual agreement.
10. When budgets are revised/modified with USG ensure that CRS/DRC reflects any updates through the use of budget maintenance.
11. Keep track of funds obligated-to-date by FFP and Mission.
12. Assist Consortium Members with budget revisions and the allocation of resources.
1. Prepare Annual Estimate of Requirements based on approved annual tonnages.
2. Prepare Commodity Pipeline Analysis to place Call Forwards to prevent any disruption to the commodity pipeline.
3. Analyze Partner’s annual, monthly and quarterly commodity distribution plans to insure that they match with annual approved tonnages for each PVO.
4. Coordinate with Surveyors, C&F Agents, MBS, and other parties during commodity receipts.
5. Periodically review Partner Commodity Management, Warehousing, Transport to assure compliance with USG Regulations and GACAP
6. Issue Commodity Dispatch Note (CDN) to PVO and transporters in a timely manner.
7. Oversea security arrangement in warehouse areas in collaboration with the Warehouse and Logistics Manager
8. Co-ordinate with PVOs, regarding unfit commodities certification and disposal as per USG regulations.
9. Review monthly warehouse monitoring report and provide feedback to PVOs as necessary.
10. Organize quarterly commodity Technical Working Group (TWG) meeting and ensure addressed issues rose during TWG meeting.
11. Prepare commodity donor reports
1. Lead the review and revision of the DFAP financial reporting and accounting systems within the PMU and with the Consortium Members.
2. Develop, analyze and review of grant and Sub-recipient grant agreements. Ensure receipt and maintenance of all Sub–recipient agreements and supporting documents.
3. 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.
4. Familiarize and support Consortium Members on financial management procedures, utilization of reporting package, timeliness of report submission, as it relates to DFAP grant implementation.
5. 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).
6. Coordinate quarterly meetings with each Consortium Member and Finance Working Group.
1. In collaboration with CRS DRC’s Grants & Compliance Manager, ensure that the Consortia provide accurate and timely inputs into the program and project audits.
2. In close collaboration with CRS HoOps, ensure timely closure of audit recommendations; document and ensure discussion and preparation of a plan of action.
3. Monitor implementation of action/corrective action plans relative to both internal and external audits and report back to PMU Senior Management and CRS HoOps.
1. Ensure that the Administrative services support the overall administrative needs of the PMU office 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.
2. Take an active role in inventory planning and management, accounting and recordkeeping of all properties, inventories and fixed assets.
Partnership, Coordination, Communication and Capacity Building
1. Coordinate and lead the DFAP Finance working group.
2. Share USG policies and guidance with DFAP partners, and lead discussions on new guidance to ensure it is adequately understood by all DFAP partners.
3. Regularly coordinate with other departments (particularly DFAP implementing PVO Program Managers) to ensure maximum communication and coordination for efficient and effective DFAP program operations and project implementation.
4. Participate in CRS staff meetings and share DFAP information within CRS.
5. Identify the need for and develop DFAP admin/finance capacity building events.
1. Staff Supervision
2. Manage relevant direct reports (Grants & Compliance Manager, Project Accountants, Administration Manger, Internal Auditor and Warehouse & Logistics Manager), 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 and Operations Staff
External: USAID, Government of DRC, Program and Finance Mangers of DFAP consortium organizations (CARITAS Kananga, CARITAS Mbuji-Mayi, REFED, NCBA CLUSA and HNI) 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:
1. Excellent written and oral communication skills in English and French required.
2. In depth knowledge of CRS policies and procedures as well as reporting requirements and standards.
3. 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.
4. Strong management and decision-making skills, self-motivated, able to work independently and proactively within matrix management structure.
5. Experience in facilitating the capacity-strengthening efforts of diverse colleagues and local partner organizations.
6. Demonstrated strengths in relationship management; strong cross-cultural skills.
7. Able to work as a member of, and to lead, a team with colleagues.
8. Excellent organization and planning skills; detail-oriented, adaptable, flexible.
9. Experience in developing Strategic Plans for large country programs.
10. Experience in developing long range MYAPs/DFAPs, or similar funding mechanisms.
11. Previous experience in implementing development and emergency programming.
12. Ability to build capacity and develop strong working relationships with senior national staff.
1. 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
2. A professional qualification in accounting (ACCA, CPA or equivalent) or experience in management with a focus on administration and finance
3. Minimum of five years relevant post-qualification experience, of which three years should be in USAID finance and compliance.
4. 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.
Disclaimer: This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with this position. Also, this position is conditional upon award of funding for the DFAP.
Note: All internal applicants are encouraged to apply within the 10 day internal posting period.
CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.