Deputy Chief of Party, Operations at International AIDS Vaccine Initiative (IAVI)

Reports to:     Regional Chief of Party

Position Summary: 

IAVI is seeking a highly qualified Deputy Chief of Party who will primarily be responsible for supporting the Regional Chief of Party (RCOP) to ensure effective and efficient financial, administrative, and operational functions of IAVI in Africa and in support of the ADVANCE Program. The successful candidate will develop and supervise an internal financial and operations team to support the following areas: Finance, business planning and budgeting, administration and security, and IT. In addition, this position will serve as a thought leader capable of strengthening the financial and operations management capacity and systems of the IAVI Africa Operations team and the CRC network.

Key Responsibilities:

Team Supervision

• Support the RCOP in operations functions, including administration, finance, grants, human resources, procurement, logistics, IT, and communications across all IAVI's Africa locations.
• Supervise the recruitment, onboarding, and management of operational staff and consultants. 
• Assist the RCOP in the daily management of Operational staff across Africa.
• Support the RCOP in providing overall management and operational oversight to the ADVANCE Program.
• Lead performance management and professional development of direct reports, including continuous feedback, coaching, mentorship, and career support. 
• Represent the ADVANCE Program and IAVI in local, national, and international meetings and events in the absence of the RCOP

Financial and Grant Management

• Work closely with the IAVI finance team to prepare and provide monthly, quarterly, and year-end financials in an accurate and timely manner; communicate the implication of these reports to senior management.
• Lead financial analysis across all active grants to enable Project Directors to make informed decisions on the activities implemented in Africa. 
• Review sub-recipients’ financial forecasts against expenditure and reports to ensure that expenditures are within agreed limits and according to funder regulations, as well as submitted on time.
• Support the RCOP to conduct monthly and quarterly combined Programmatic and Financial Review exercises across all active awards in Africa.
• Lead the annual budgeting exercise and planning process in conjunction with the RCOP.
• In collaboration with other IAVI Africa Program staff, prepare annual Statements of Work and work plans for all subawards.
• Oversee the Finance Associate in managing cash flows and forecasting.
• Working closely with IAVI‘s finance team in New York, maintain appropriate financial and operational controls; if lacking, institute controls according to audit findings and overall best practices, including timely policy updates, establishing review procedures, and implementing periodic reporting on control/risk assessment matters.
• Ensure accurate processing of payroll according to Kenyan rules and regulations.
• Work closely with the Director of Risk, Audit, and Compliance to conduct audits for all the sub-recipients based in Africa across all funder awards.
• Oversee subaward management throughout the sub-grant life cycle and maintain robust documentation and comply with relevant donor regulations. 
• Carry out capacity-building training and mentorship across the CRC networks on budgeting, budget management, financial analysis, financial reporting, and grant management. 

Administration/Operations Management

• Regularly review Finance, Operations, HR, Procurement, and Logistics policies and procedures for the Africa Operations; ensure that all staff, consultants, and partners are informed of procedures and comply with them.
• Ensure that all departments comply with rules and regulations governing the Africa Operations and protect the organization from legal liability. 
• Work closely with the Administrative Coordinator, IT Specialist, and others to ensure that IT, operational systems, and all other Office procedures support the effective operations of the Africa Operations and create a conducive working environment for all staff.
• In collaboration with IT, create robust online platforms for IAVI and its CRC network partners to continuously engage and collaborate to deliver the objectives of the ADVANCE program. 
• Support the Risk Register development and implementation and take proactive steps to mitigate risks within operational functions.
• Support CRC network operations capacity strengthening initiatives. 

Education and Experience:

• Master’s Degree or equivalent in Management, Finance, Public Health, or a related Social Science field is required. 
• Minimum ten years of experience working on cooperative agreements or grants from international agencies such as USAID or bilateral/ multilateral funders is required.
• Minimum five years of experience in relevant senior management and supervisory role is required.
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Qualifications and Skills:

• Exceptional analytical and financial management skills and the ability to facilitate budget development are required.
• A track record of managing sub-awards with international consortiums, including research entities and stakeholders, is required.
• Excellent verbal, written, and presentation skills are required.
• Excellent interpersonal skills and the ability to develop relations with all stakeholders at all levels are required.
• The ability to work effectively in a global and multi-cultural setting is required. 
• A seasoned manager with experience managing teams of ten or more people and mentoring staff is required.
• Being detail-oriented with excellent time management skills to set priorities for self and the team members is required.