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Job Req ID:  64780

Deputy Director of Finance

The Center for Communications Programs (CCP) is seeking a Deputy Director of Finance  (Finance Project Manager) who will be a part of the CCP Finance Team working closely with Program Staff, Contracts, Human Resources, and CCP’s Country offices to provide analysis and strong management of 1-4 countries or a larger country project. This includes ensuring that projects are delivered on schedule, within the scope and budget and of the utmost quality. The Finance Project Manager will also work across all phases of financial management from new business development to close out ensuring that financial systems and reports are compatible with standard CCP accounting practices and follow donor rules and regulations. They will also be responsible for ensuring that the program and technical staff have the necessary financial analysis and guidance to make appropriate decisions throughout the lifetime of the projects.

 

Specific Duties & Responsibilities:

As a member of the Breakthrough ACTION team, the Finance Project Manager will provide direct support for the Breakthrough ACTION Director of Finance, and high-level oversight and support to the growing team of financial staff. Currently the project supports approximately 20 financial staff in the US, and approximately 40 financial staff internationally. This position will also provide support to various groups and individuals within the organization who rely on, and benefit from financial information to make informed business decisions through financial analyses (i.e. current policies and processes, actual performance vs. budget). 

 

Responsibilities include managing and overseeing the FA’s (a mix of Specialists, Analysts, and Sr. Analysts), high level reporting, project-wide special projects, budget tracking and monitoring, compliance issues, overseas operational issues, travel oversight, procurement processing and management, annual budget process, quarterly forecasting, periodic analysis of operational compliance and performance, strategic input into large scale decision making on compliance and financial issues for programs, and supervision, training, and mentoring of staff.

 

This position is also responsible for independently deciding for program staff the proper financial and contractual procedures to follow. The contractual decisions are particularly difficult and critical because they involve complex legal and regulatory issues, but require good judgment, weighing thoroughness against efficiency. Decisions often have to be made quickly and always in compliance with federal, contract and JHU regulations. These are independent decisions, and when further guidance is required it is obtained from Senior Management, USAID and/or the SHPH Office of Research Administration. Continual internal and frequent external international, domestic, and interoffice (within JHU) communications are required in both verbal and written forms. These contacts are mainly directed toward problem-solving, providing financial reporting and subawardee personnel to discuss contractual issues and provide financial reporting guidance. Other duties assigned by Supervisor. To perform this job successfully, an individual should have knowledge in the use of financial software applications, databases, spreadsheets, and/or word processing.

 

It is expected that this position will primarily provide daily oversight to financial teams and have responsibility for handling the more complex financial issues that arise periodically. This position will also carry a portfolio of country projects as needed, depending on our growth and staffing requirements.

 

Leads & Proposals:

  • Review of proposal budget costs based on analyses of new and existing country implementation costs (e.g., activity costs, shared costs, market rates, etc.)

 

Start-Up:

  • Ensure that countries have all the necessary financial management systems and support needed to effectively start-up new projects
  • Conduct finance-specific tasks in start-up plan: support activities in start-up checklist e.g., hiring new finance staff; setup bank accounts; remote imprest fund set up and increases, orientation, and tracking of start-up budgets, etc.

 

Implementation & Control:

  • Responsible for managing all financial and operational aspects any portfolios assigned.
  • Contribute to the strategic decision making for issues which have a broad programmatic impact.
  • Review work plan budgets for adherence to donor and JHU requirements. Edit or complete budgets on an as needed basis.
  • Prepare scheduled or ad hoc financial reports for donors that are timely, complete and accurate and maintain a schedule of routine financial reports and analysis for donors.
  • Review pipeline analyses from the FA’s, including review of accruals and commitments of the current portfolio to ensure projects operate within allocated budgets and according to the contractual terms.
  • Prepare internal reports and charts to identify trends; and make recommendations for implementation.
  • Review cost share submissions in accordance with donor and JHU requirements.
  • Oversee subrecipient monitoring process. 
  • Oversee subaward portfolio of 40+ subawards, to include oversight of subrecipient set up, tracking, invoicing, monitoring, and close-out.
  • Facilitate audit process and any follow up required as a result of the audit.
  • Oversee salary allocation process to ensure that salaries are being correctly apportioned in a timely manner. Perform E-forms on an ad-hoc basis as needed.
  • Oversee team financial tracking to ensure a consistent methodology.
  • Oversee team filing methods to ensure complete and accurate financial files, team sites, shared folders.
  • Follow up on due diligence report findings to clear within 30 days (ensure country and program staff understand each finding and its applicable solution).
  • Track statutory requirements for portfolio countries country team on statutory requirements e.g., audit, government filings, etc.
  • Oversee foreign tax issues for the portfolio to include tax filings, VAT, payroll, import, etc taxes.
  • Monitor inventory and asset registers to purchases in QB, and SAP.
  • Conduct large scale and in-depth monitoring of award balances and take timely action to ensure that there is always sufficient funding for implementation.
  • Oversee field asset management and ensure that equipment is correctly reported to USAID as needed.
  • Ensure prior approvals and waiver requirements are met prior to incurring costs requiring prior approval. 
  • Review and approve all transactions including wire transfer requests; online payments; purchase orders and subrecipient documentation —ensure the requests are within established Policies and Procedures and terms of agreement.
  • Provide guidance and planning for annual workplan to include an analysis of historical spending patterns and estimate of future expenditures.
  • For portfolio countries, prepare detailed budget tracking tool to inform program teams on expenditure and balances. Using this data, prepare a financial analysis with which teams can make programmatic decisions. In the cases of PEPFAR funded projects, be familiar with PEPFAR reporting requirements and develop budgets and tools with those requirements in mind.
  • Provide accounting and financial guidance to project teams and overseas field accountants.
  • Meet the published closing and reporting schedules for projects.
  • Ensure internal controls are in place and operating effectively in accordance with JHU standards and Federal regulations. This may include site visits; and/or desk review of operational systems.
  • Ensure documentation adequately supports the transactions incurred overseas—timely verification and reporting of Field Reports receipts and certifications.
  • Identify potential financial problems, research the situation, and propose solutions.
  • Maintain confidentiality and professional communication style.
  • Other ad hoc reports and duties, as requested.

 

Close-Out:​​​​​​​

  • Oversee close-out work planning and ensure that teams are on track (e.g., develop HQ close out budget, review country close-out budgets, pay all final invoices, close out contracts, sub-awards within donor guidelines)
  • Review close-out plans for adherence to regulations and prepare for submission to USAID.

 

Supervision:

  • Directly Supervise 4-6 staff.
  • Provide training and mentoring for approximately 20 FA’s.
  • Provide matrixed oversight for the project FA’s, and ensure that their work is correctly done and that they are following the team’s approach to finance.

 

Procurement:

  • Provide guidance to teams on procurement as to allowability, methodology, etc.
  • Oversee the processing of purchase order creation, payment, documentation and troubleshooting for a complex global award.
  • Ensure the proper use of JH-OneDrive entries by FA’s.
  • Ensure all source origin and approval requirements are adhered to by program staff.

 

Special Projects:

  • Monitor any non-sponsored spending to ensure expenditures match authorization
  • Act as the Financial Analyst on new countries as needed
  • Travel to country offices as needed, for investigations; reviews and audits
  • Ad-hoc requests as assigned

 

Minimum Qualifications (Mandatory):

  • Bachelor’s degree in Finance, Accounting, Business, or equivalent experience.
  • 5 years financial or cost management experience, in support of international development program operations.
  • Experience with international, non-profit organizations (larger than $10M), as well as a multi-office, multi-national environment.
  • Experience working with public and/or private donors.
  • Experience with financial analysis, financial reporting, cash flow analysis, budget development, and forecasting.
  • In depth knowledge financial software applications, databases, spreadsheets, and/or word processing required. Packages include: Microsoft Outlook, Access, Excel and Word plus university-specific accounting & reporting packages.
  • Basic knowledge of US government cost principles, GAAP accounting rules, and grant/contract management.
  • Strong problem solving skills.
  • Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment.
  • Excellent oral and written communication skills.
  • Demonstrated ability to effectively manage several major activities simultaneously.

 

Special Knowledge, Skills & Abilities:

  • Understanding of the difference between contracts and cooperative agreements and their relevant terms and conditions.
  • Strong understanding of USAID regulations.
  • Basic understanding of service center, fringe, and indirect rate application and allocation methodologies.
  • Experience in global organizations.

 

Budget Authority:

  • $20-50M/yr, financial decision making authority.

 

Classified Title: Financial Project Manager
Working Title: Deputy Director of Finance 
Role/Level/Range: ATP/04/PE 
Starting Salary Range: $69,140 - $95,005 annually (commensurate with experience)
Employee group: Full Time 
Schedule: M-F, 8:30 am - 5:00 pm 
Exempt Status: Exempt  
Location: ​​​​​​​JH at 111 Market Place
 
Department name: ​​​​​​​Ctr for Communication Programs CCP
Personnel area: School of Public Health

 

The successful candidate(s) for this position will be subject to a pre-employment background check.

 

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

 

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

 

The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.

 

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

 

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JH at 111 Market Place