Job Vacancies at US Pharmacopeia

The Sr. Finance and Operations Manager directly oversees the overall country office operations, including leading the start-up of country operations, for the Promoting the Quality of Medicines Plus (PQM+) Program funded by USAID and led by United States Pharmacopeial Convention (USP). This role is responsible and accountable for effective and efficient operations of the country office to include management of all financial, accounting, and administrative functions, such as procurement and inventory tracking, human resources, and safety and security in accordance with USP, USAID and in country regulations for the USP PQM+ program. The Sr. Finance & Operations Manager will maintain frequent communication with USP HQ, including the PQM+ Finance & Operations Director, Global Finance and HR, and serve as a member of the field office leadership team. This position is contingent upon funding being awarded.

Roles And Responsibilities

FINANCE & ACCOUNTING

• Adopts and implements USP policies and procedures in compliance with USP, USAID and Government regulations and manages finances and accounting, budgeting and audits as set by USP HQ. Provides training to local staff to ensure overall compliance with operational policies and procedures.
• Leads and develops annual project budgets/forecasts and monitors spend on a monthly basis to ensure activities are implemented within budget and conducts financial review and analysis to alert management of issues/risks related to budget spend
• Monitors the field offices cash balances and submits monthly cash requests to USP home office for approval. Manages day-to-day accounting operations to include review of all accounting transactions to ensure adequate supporting documentation, accuracy of amounts and project coding, and necessary internal controls over payments
• Maintains USP’s system of accounts ensuring all accounting data are updated, reconciled and fully supported
• Manages preparation and submission of required monthly reconciliation and financial reports to USP HQ and coordinates with PQM+ Finance & Operations Director and COP on financial reports requested by USAID
• Serves as Liaison with external auditors, facilitates internal and external audit undertakings, prepares responses to audit findings and follows-up on the implementation of audit recommendations in collaboration with Global Finance
• Processes and manages VAT Exemptions via USAID mechanism
• Liaise with USP headquarters, USAID, partners, banks, and Government official (Ministry of Finance – Tax Office)

• Manages local Human Resources processes in accordance with local labor laws in collaboration with USP HQ, including contracts, compensation packages and working hours
• Manages in-country recruitment process to ensure compliance with USP policies and procedures and leads new hire onboarding in collaboration with USP HQ
• Overseas performance management process and support in ensuring high engagement of staff
• Acts as point of contact in country for any performance management issues that may arise and partner with HQ-HR on resolution of issues
• Ensures staff complete timesheets per USP’s policies, and systems are in place to track accrued vacation/personal leave
• Maintains employee records and files in country

• Oversees logistics including management of travel arrangements, meeting/workshop logistical arrangements, etc. to support effective and efficient project implementation
• Manages office inventory /assets and government property, as applicable in compliance with USAID rules and regulations
• Manages IT vendors and coordinates with USP regional IT staff to address any issues related to IT operations (hardware, software, and access to systems)
• Serves as in-country Security Focal Point and coordinates with USP Global Security to maintain safety and security of staff and visitors
• Ensures that the in- country legal registrations are current and adequate and that the country office is in compliance with local labor and other relevant regulations.
• Ensures that the country office management is efficient, effective and conducive to promoting an enjoyable place to work where staff can thrive and engage one another.
• Develops and maintains a comprehensive and efficient filing system for good records keeping and document management.
• Trains and mentors finance and operations staff in an effort to continuously build capacity of the in-country staff
• Performs other duties as necessary.

• Bachelor’s degree in Management/Business Administration or equivalent
• Minimum of 12 years progressive experience in finance and administration/operations management role working on a USAID donor Funded project
• Minimum of 8 years of management experience (Including people management) in finance and administration/operations of a USG funded project

• Expert knowledge of applicable local and national rules and regulations, and policies governing financial and administrative processes
• Demonstrated experience with MS Excel, word PowerPoint, and accounting software, experience with QuickBooks preferred but not required
• Experience using quick books or similar finance related software an advantage
• Meticulous attention to detail, as well as outstanding critical thinking and problem-solving skills
• Demonstrated ability to work both independently and as a member of a team, show initiative, solve problems, prioritize and handle multiple tasks simultaneously, meet deadlines, and remain calm under pressure
• Hard working and attention to detail is essential.
• Excellent organizational, communication, and interpersonal skills.
• Self-management (i.e., motivation, dealing with pressure, adaptability) and the ability to project a professional, consistent image of confidence, integrity, honesty and competence.
• Proven ability to work in a team
• Fluency in national language and proficiency in written and oral English required.

go to method of application »

The Chief of Party is the Country lead management position for the Promoting the Quality of Medicines Plus (PQM+) Program, a Cooperative Agreement between the United States Agency for International Development (USAID) and the United States Pharmacopeia (USP). The Chief of Party provides overall in-country leadership for strategy, management, and program implementation to achieve the PQM+ goal towards sustainably strengthening medical product quality assurance systems. (S)he ensures consistent, effective, and compliant country program operations and the timely delivery of products that meet work plan objectives that are aligned with the priority needs of the country quality assurance systems and stakeholders’ expectations. The Chief of Party serves as the primary liaison with USAID, relevant government agencies, and key stakeholders to ensure achievement of program deliverables, and to ensure that PQM+ activities complement on-going initiatives. The Chief of Party will manage a team of staff in achieving program results while maintaining operational excellence. This position is contingent upon funding being awarded.

Roles And Responsibilities

Program leadership and oversight (50%):

• Provide strategic leadership and oversight for overall management of the PQM+ country program. This includes but is not limited to leading program design and developing work plans, leading overall implementation of project activities, and setting performance targets to meet priority needs of the country quality assurance systems and stakeholders’ expectations;
• Lead the implementation of program activities, monitor program progress, account for deliverables, monitor that the implementation of PQM+ activities are of high quality, and produce timely quarterly and annual progress reports;
• Accountable for the overall program operations, financial and contractual management, and compliance with USAID regulations;
• Oversees the accuracy, clarity, and quality of progress reports and other project documentation necessary for USAID reporting, ensuring they are completed in accordance with USAID and USP policies and procedures and submitted in a timely manner;
• In conjunction with program leadership, is instrumental in facilitating country startup, including mission buy-in, staffing, and logistics;
• Oversea all human resources and personnel management issues and tasks, including recruitment, onboarding of local staff and performance management to ensure compliance of established policies and procedures
• Manage teams of in-country and HQ staff to accomplish technical excellence in the delivery of program activities and in the M&E, learning, and communication of program results;
• Supervise a team of technical, program management and operations staff and ensure strong communication and coordination with PQM+ management and other relevant USP Rockville-based staff.


 

Stakeholder engagement (30%):

• Provide leading voice for advocacy on medicines quality assurance systems strengthening by active participation in national committees, advisory groups, and contribute to formulation of national policies in pharmaceuticals;
• Represent the PQM+ Program and increase the program’s visibility among key stakeholders through networking and active participation at relevant meetings and forums; engage with other Implementing Partners to take advantage of opportunities for leveraging existing initiatives and sharing of best practices;
• Develop and maintain strong working relationships with senior government officials, head of Agencies, leaders of pharmaceutical associations, donors, and other in-country stakeholders;
• Responsible for USAID relationship management, serving as PQM+ representative to USAID mission.

Risk management (20%):

• Reviews and implements USP PQM+ policies, procedures and practices; recommends improvements to processes and controls to improve compliance and mitigate risks
• Monitors and promotes compliance within country staff (e.g., through quarterly check-ins focused on issues and risks), flagging and mitigating potential risks early
• Proactively raises any risks to USP PQM+ leadership team, helping to identify resolution, and developing strategies to mitigate future issue

Basic Qualifications

• Master's degree in a health-related field required
• Minimum of 12+ years of professional experience in the successful implementation of donor-funded programs with a minimum of 8 years’ relevant experience leading and managing diverse teams on USAID- funded global health program implementation and project management.
• Demonstrated Knowledge of USAID rules, regulations and reporting requirements
• Deep understanding of pharmaceutical management issues in public health programs and challenges for meeting global health objectives.

Preferred Qualifications

• PHD in health-related field
• Expertise in health systems strengthening preferred.
• Physician, pharmacist, or other health profession qualification highly desirable
• Extensive experience leading effective, timely, and quality implementation of donor-funded (particularly USAID-funded) global health or international development projects
• Significant experience working with high level officials in USAID and country governments
• Existing relationships with key donors and implementing partners working on health and pharmaceutical systems strengthening preferred
• Strong people management skills, including of virtual, matrixed teams
• Excellent client relationship management skills
• Excellent written and verbal communication skills
• Ability to work in cross-cultural settings.
• Ability to demonstrate highest degree of ethics and integrity.
• Ability to travel up to 25% time.