Job Vacancy @ Marie Stopes Sierra Leone – Donor Reporting Manager

Job Description

Job Title: Donor Reporting Manager

Job Location: Freetown

Reporting to : Finance & ICT Director

No of Direct Report: 1

Marie Stopes International (MSI) is a global social business providing personalized, high quality, affordable contraception and safe abortion services to women and girls. MSI has 13,000 team members working in 37 countries to deliver our mission: children by choice, not chance. Marie Stopes Sierra Leone (MSSL) is a founding member of the MSI Partnership, operating in Sierra Leone for 30 years and becoming the largest non-governmental provider of family planning (FP) and sexual & reproductive health (SRH) services in the country. MSSL delivers services in every district of Sierra Leone through its outreach, centers/clinics and social marketing channels.

The Function
The Donor Reporting Manager, which is part of the Finance team, is responsible for ensuring that all MSSL donor budgets are accurately prepared, monitored and timely reported as per the donor guidelines. The Donor Reporting unit is responsible for all financial project management and business planning processes, ensuring compliance with accounting, legal, MSI and donor reporting requirements. This is a key Middle Management Team (MMT) for MSSL, supporting strategic planning and the development of the annual business plan and advising the Senior Management Team (SMT) on donor related guidelines.
The unit contributes to furthering MSI’s mission: Children by Choice not Chance by fully complying to all donor & MSI guidelines and be credible by accounting for every penny given by a donor.

The Role
The Donor Reporting Manager will support in developing budget proposals, create awareness about the budget for compliance purposes, monthly forecasting together with the Programme Operations team, monitor expenses through the BVA (budget tracker), provide regular updates about the budget current status and prepare donor report as per the donor guidelines for timely submission to MSI and the donor. The role will involve some travelling to MSSL sites across all districts in Sierra Leone.
The DRM is responsible for delivering an efficient and effective donor contract managementfunction.He/She will lead grants management process for all programmes across Marie Stopes Sierra Leone.The role has three main aspects to it:

Lead and develop the MSSL grants management effort.
Capacity building for Program Operations and the Grants staff,
Contribute to the development of best practices, systems and processes for managing and implementing projects.
The role offers a leadership opportunity for an individual highly experienced in grants management, business development, business planning and donor communications.

The role also requires an individual capable of providing strategic leadership to both the Operations team as well as the Senior Management Team in the Key donor contractual commitments and the risks thereof.

Key Responsibilities
Leadership, MSSL portfolio management & strategy.
proving periodic analyses of Funding Risks & identifying appropriate funding mix)
Business Partnering (Monitoring and Analysis)
Detailed analysis of current/ pipeline funding to senior management
Detailed analysis of cost-efficiency & effectiveness of funded Channels-identifying opportunities for Value-for-Money programming.
Advising on and implementing effective cost-allocation methodologies & policy to ensure appropriate allocation of Support Office shared Costs.
Developing self and others. (and ideally networking with both internal & external stakeholders.
Communicating impact Project Performance.
Compliance (Marie Stopes & Donor policies, systems, processes).
Operational duties:
Actively involved in all proposal development and responsible for providing financial technical support on the budget development process in accordance with the donor format.
Collaborate with the Programme Operations team to facilitate grant launch pre-implementation to create awareness of the project to team members for smooth implementation and compliance purposes.
Work closely with Programme Operations team to prepare realistic forecasts that are achievable in accordance with MSSL approved templates throughout the life span of the project.
Responsible for uploading all project budgets upon approval with clear account codes & DRLs.
Prepare and update BVA on a regular basis.
Quickly raise any potential underspend against the forecast and ensure the activity takes place as planned.
Responsible to commit all project expenditures into SUN.
Responsible to develop and update a comprehensive Grant/donor database for all project budgets and ensure that it captures all the key information stakeholders should know.
Ensure all Grants documents (both soft & hard copy) are promptly updated, reconciled and shared with stakeholders through the N’ Drive.
Completion of all team member timesheets according to percentage charged to projects as per the staff database.
Responsible for validating all purchase requisitions for compliance purposes and ensure the expenditure is in line with the forecast and track into the budget tracker.
Timely completion and communication of all due donor reports.
Participated in the development of standard operating procedures (SOPs) for MSSL.
Ensure accurate donor codes and charged teams cost to grants that are funding them.
Responsible for tracking all MSSL admin/direct cost on all grants and ensure we charge as planned.
Preparation of accurate and timely donor reports.
Facilitating project specific audits and ensuring all audit demands are met.
Responsible for scanning project related supporting documents.
Coordinate financial reporting, briefing with donors, MSI and government entities. Prepare donor financial reports in line with donor reporting requirements and standards.
Ensure organizational internal controls and systems are maintained and adhered to, identifying key risk areas and addressing them.

Ensure any changes in legislation or organizational structure are reflected without delays in internal controls and systems. Maintain an effective control structure.
Oversee cash flow management and forecasting to ensure that adequate funds are available for Programme needs. Monitor the cash requirements and amounts drawn down against programmatic requirements.
Manage advances from local donors and expenditure charged through differed income and ensure the account is accurately reconciled.
Ensure that all statutory requirements are met on time, including payroll taxes, VAT (sales tax), income tax, pensions or other retirement obligations, insurance etc. Ensure that the Programme complies with all regulatory requirements of local statutory bodies.
Properly manage all Intercompany accounts with MSI Country Programs
Provide support to the finance team as and when required and other duties as requested by line manager
MSSL HAS A ZERO TOLERANCE TO FRAUD AND BRIBERY.

Experience (essential/desirable)
Experience in working with accounting software and preferable SUN6 and Q&A (essential).
Demonstrable experience in Grant and Donor Management (essential).
Experience managing large grants (e.g. DFID, UNFPA, USAID, DFAT).
Excellent knowledge of financial management systems and donor reporting (essential).
Excellent IT skills (essential).
Qualifications (essential/desirable)
ACCA / CAT Student Membership (essential).
Degree-educated (or equivalent) in related field (essential).
Additional qualification in Accounting & Finance and Grant Management (desirable).
Personal Attributes
Strong supporter of the cause for contraception and a woman’s right to safe abortion. (Pro-choice.)
Commitment to the goals and vision of MSI and MSSL.
Results and output driven.
Able to develop and articulate a clear business vision and plan; proven strategic planning skills.
Excellent interpersonal/communication skills.
The highest levels of integrity and a strong ethical sense.
Self- managed and able to priorities and work under pressure.
Resilient and able to manage own stress and that of others.
Able to learn quickly and use initiative.
Ability to compile and interpret statistical data and communicate it in a professional and understandable manner.
MSI Behaviours and Values

Team Member Behaviours
Work as One MSI

You contribute, use, and share accurate data and evidence to improve understanding, insight and decision-making across MSI, enabling us to maximize our ability to influence others.
You share relevant knowledge, expertise and resources to strengthen teamwork and prevent duplication of effort.
You actively work as part of a team, providing support and flexibility to colleagues, demonstrating fairness, understanding and respect for all people and cultures.
Show courage, authenticity and integrity

You hold yourself accountable for the decisions you make and the behaviours you demonstrate.
You are courageous in challenging others and taking appropriate managed risks.
Develop and grow

You seek feedback to enable greater self-awareness and provide the same to others in a way which inspires them to be even more effective.
You manage your career development including keeping your knowledge and skills up to date.
Deliver excellence, always

You strive to consistently meet and exceed expectations, putting clients at the Centre of everything, and implement smarter, more efficient ways of performing your role.
You build and maintain effective long-term working relationships with all stakeholders, and are a true MSI ambassador.

Leadership (For Leaders only)

You inspire individuals and teams, through situational leadership, providing clear direction.
You seek and provide opportunities which motivate team members, helping to develop skills and potential whilst strengthening our talent and succession pipeline.
You are aware of emerging developments in our sector, demonstrating strategic insight about our clients and business and encourage this in your team.
You articulate a vision of the future which inspires and excites others.
MSI Values
Mission driven: With unwavering commitment, we exist to empower women and men to have children by choice not chance.
Client centered: We are passionate about our clients and dedicate our efforts to delivering agreed objectives to the highest possible quality.
Accountable: We are accountable for our actions and take responsibility for everything we do to ensure long term sustainability and increased impact.
Courageous: We recruit and nurture talented, passionate and brave people who have the courage to push boundaries, make tough decisions and challenge others in line with our mission

Qualified persons are required to send their Curriculum Vitae (CV) and qualifications to:
[email protected]

2. Deadline for the submission of applications: 16th June 2022. Please note that given the likely high volume of applications, only shortlisted candidates will be contacted.

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