The Malawi Local Government Accountability and Performance (LGAP) project will improve the performance of local government in Malawi by improving capacity and accountability of local governments in the districts where it will work, strengthening citizen engagement and oversight, and improving the broader national policy and systems environment for decentralization. While doing so, LGAP will directly assist USAID Malawi to operationalize its integration approach.
The Deputy Chief of Party (DCOP) will oversee the finance and administration team and responsible for ensuring operational quality in areas such as grants; in-kind procurement; construction; project HR, finance and accounting; contract management; cost control; and management systems. S/he will work closely with COP and technical staff to ensure that the project’s operational capacity is effectively leveraged to support achievement of LGAP results.
Responsibilities and Key Tasks:
The DCOP will oversee daily administrative operations of the projects, including human resources, procurement, inventory management, and reporting. The DCOP will work with the COPs and administrative staff to ensure that operating policies and procedures comply with USAID and DAI regulations and support LGAP objectives. Detailed duties include:
- Design and implement project management systems, policies, and tools for effective and efficient operations
- Coordinate with technical leads and manage project operations to ensure an integrated vision and successful achievement of program objectives
- Oversee implementation of LGAP grant fund, in close coordination with the Technical Director – Public Financial Management and Accountability
- Identify issues and risks related to program implementation and suggest appropriate program adjustments
- Recruit, train, and manage finance, administration, procurement, and grants personnel
- Work with local partners and grantees to build capacity and ensure they are successfully achieving their SOWs
- Oversee implementation and maintenance of IT systems
- Train staff in the use of TAMIS and monitor TAMIS utilization by staff particularly for M&E, procurement, and project administration
· Manage the annual performance assessment and staff talent development process
· Support the COP to produce high quality deliverables and meet client reporting deadlines
- Identify short-term operational consulting requirements and draft SOWs as needed
- Serve as principle liaison with DAI home office project management team and security focal point
- Supervise Grants Specialist, Procurement Specialist, Finance Specialist, Administrative Officer, and Information Technology Officer
- Establish systems and policies for local procurement to promote expediency, accountability, and transparency while minimizing risk
- Manage local procurement in collaboration with dedicated project procurement teams, including developing procurement specifications, conducting tenders, and overseeing vendor selection
- Ensure that procurement is at all times conducted in accordance with USAID regulations and DAI policies and documented clearly and accurately
The DCOP will oversee the daily financial operations and management of the program, manage the strategic programming of funds and provide recommendations on the overall financial management of the project. Detailed duties include:
- Maintain, regularly update, and analyze the project budget and oversee regular and accurate reporting to USAID and DAI
- Contribute to project pipeline analysis, providing input into the quarterly ETC review process and budget realignments
- Direct and monitor the management of cash and other assets to ensure integrity and efficiency in the use of financial resources
- Ensure the project is in compliance with all tax liabilities
- Establish and implement a sound internal control system to ensure all the reliable, timely and accurate financial data
- Conduct regular internal audit of financial transactions, make recommendations, and implement follow-up actions
· Work Experience:
o Strong experience in overall financial and administrative management and management of a contract
o Demonstrated knowledge, skills, and/or experiences in accounting, financial planning and management, human resources, procurement and construction management, among other management support areas/functions
o Demonstrated experience implementing activities of similar scope and complexity in Malawi or a similar context
o Extensive experience in developing and managing a donor funded grants program
o A demonstrated track record of achieving results in a development context. Demonstrated specific and relevant development outcomes achieved as a result of the proposed DCOP’s leadership.
o Demonstrated management and supervisory experience of a relevant scope and scale
o The DCOP must have at least twelve years’ experience in administrative and financial management of large-scale, complex, international development assistance programs. Strong experience of more responsible supervisory work experience that involved direct leadership of professional and support staff, oversight and evaluation of staff performance and deliverables, and contract management
o Demonstrated track record of working in teams and fostering partnerships. Effective partnerships and coordination with relevant institutions and structures are critical to LGAP’s success. Demonstrated specific instances when the DCOP has formed led or participated in relevant partnerships.
o Leadership in local capacity development. The DCOP must have a demonstrated ability to provide oversight of local capacity development efforts, including working with local partners to ensure adherence to all sub-award requirements.
o Technical experience and knowledge in LGAP technical areas and ability to provide technical assistance support preferred
· Technical Qualifications:
o Master’s Degree (or foreign equivalent) or above in political science, international development, public/business administration, international relations, other social sciences, or a similar relevant field. A master’s degree may be substituted by a bachelor’s degree and at least 20 years relevant experience.
o Demonstrated knowledge, skills in accounting, financial planning and management, human resources, and procurement, among other management support areas/functions.
o Strong communication abilities; DCOP together with the COP will hold ultimate responsibility for the quality and timeliness of LGAP reporting and communication efforts.
o Proficiency with MS Office software
o Excellent English writing, speaking, and reading skills
Location and Reporting:
The DCOP will be based in Lilongwe, Malawi and will report to the Chief of Party.