Programme / Department Summary
Mercy Corps is implementing a multi-year, conflict prevention and stability program funded by the UK Foreign and Commonwealth Office through the Conflict, Stability and Security Fund (CSSF). This program will engage local and national government, local civil society organizations and communities to mitigate conflict and instability in East Africa through support to policy initiatives, community engagement, and support to national civil society organizations. The program will work in Kenya, Tanzania, Ethiopia, Mozambique and Uganda, through strategies adapted to the context and opportunities in each country to advance research, legislation and field implementation of program activities.
General Position Summary
The Contract Director will provide overall leadership and oversight for the finance, procurement, travel/logistics, and human resources team under the CREATE program. S/he will empower the operations and finance team while providing quality control to ensure robust, flexible, and adaptive operations to support program activities. The Contract Director must be fluent in compliance matters and help the senior management team ensure the contract is implemented in accordance with contractual requirements, Mercy Corps policies, CSSF regulations, and local laws, across 5 countries. S/he will be responsible for ensuring that staff are familiar with policies and procedures related to finance, procurement, human resources, and take the lead in overseeing the management of the facilities and property related to the CREATE program. S/he will work closely with the Deputy Team Lead who oversees technical programs while reporting to the Team Lead.
ESSENTIAL JOB FUNCTIONS
OPERATIONS MANAGEMENT
Maintain and oversee the workflow processes for operations, finance and grants.
Review key program protocols, processes and guidance, in conjunction with operations, finance, grant, and Monitoring and Evaluation (M&E) teams, recommending design improvements and efficiencies where needed.
Ensure activity budgets are developed, led by the Finance and Sub grants Manager in cooperation technical teams, maintaining a master collation of activity budgets that details activity priorities, resource and security needs.
Oversee responses to internal and external financial/compliance audits.
Supervise the day-to-day performance of direct reports, ensuring that they understand their roles, coaching them to succeed and providing them with feedback and technical and administrative support that they require in meeting their performance objectives.
FINANCIAL AND GRANTS MANAGEMENT
Responsible for the financial management of the CREATE program, including quality controls, cost reporting, forecasting and tracking in collaboration with the Finance and Compliance Director and the Finance and Grants Manager.
Provide recommendations on the overall financial management and performance of the program and work in close collaboration with Mercy Corps Europe (MCE) team to monitor costs.
Regularly participate in calls with the MCE and support the maintenance and updating of the program Activity-Based Budget (ABB) and forecast.
Mitigate project risks and protect the program against fraudulent practices through adherence to the program’s schedule of authorities.
Ensure strict implementation of a sound internal control system and take appropriate actions against any violation of the system.
Review Mercy Corps, and sub-contractor invoices prior to submission to CSSF for accuracy.
Approve payment requests, and review and approve financial vouchers.
Release bank payments and hold bank signatory authority for the program as well as provide quality control and risk management for finance functions.
Conduct monthly ABB forecast review.
Oversee grants team and provide quality control and risk management.
Review all Request for Applications (RFAs) and liaise with Team Leader, Deputy Team Leader and MCE for approval.
Draft all Requests for Grant Approval to as required by the contract.
PROGRAM ADMINISTRATION
Provide management oversight and quality control for the administrative operations of the program, including procurement, inventory management, and reporting as per the CSSF and Mercy Corps standards.
Oversee program procurement and review disposition plans in line with annual workplan.
Review/draft all requests to CSSF for procurement approvals.
Provide input and support to technical teams on travel, logistics, and quality delivery of country-level initiatives and activities, including training, forums, and other high-visibility events.
Act as the program’s Security Focal Point, ensuring security plan is updated annually and disseminated to staff. Ensure phone tree is updated.
Share security alerts with travelers and all staff as appropriate.
CLIENT COMMUNICATIONS AND REPORTING
Respond to urgent client requests, including budget scenarios, scope of work development, and other tasks as needed.
Work with the Finance and Compliance Director and MCE to draft/review CSSF contract deliverables – including Quarterly Financial Report, Inventory and Asset Report, Annual Value Added Tax Report.
Review and/or prepare regular and ad hoc requests for reports to CSSF, including inventory disposition, local taxes, activity budgets, etc.
Other duties as assigned
ORGANIZATIONAL LEARNING
As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Beneficiaries
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
Supervisory Responsibility:
The Finance and Grants Manager and Senior Operations Officer (dotted line)
Accountability
Reports Directly To:Team Leader
Works Directly With:Deputy Team Leader, Finance and Compliance Director, Finance and Grants Manager, Program Team, Program Partners and Consortium members
Knowledge and Experience
Bachelor’s degree in Finance, Business Administration, Public Administration, Economics or other relevant field. A Masters degree is preferred.
CPA(K) qualification is required.
Minimum of twelve (12) years’ experience implementing donor-funded development projects, to include Project Administration, Operations and Procurement.
Minimum of ten years of supervisory experience and proven ability to manage teams of professionals to produce key results.
Detailed knowledge of donor rules and regulations, preferably with experience implementing a UK government-funded contract.
Demonstrated record of results-driven project management and an ability to creatively solve complex organisational issues and foster ownership within teams.
Strong writing skills and experience in developing budgets, reports and workplans.
Success Factors
A successful Contract Director will possess an exemplary professional standard of ethics as well as the willingness and ability to enforce compliance with Mercy Corps’ internal policies and procedures and external regulations. S/he will have excellent communication and interpersonal skills to interact effectively with internal and external stakeholders on sensitive and confidential matters is necessary along with the ability to navigate difficult circumstances with a calm demeanor, in an analytical and methodical manner. A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary. A broad understanding of humanitarian and development programs coupled with the ability to analyze financial operational data and clearly present conclusions and recommendations is essential.
