Deputy Chief of Party

Roles and responsibilities

• Expertise in Local Capacity Strengthening and Developing Training Modules


Finance and administration: 
• Ensures continuous liquidity for the project
• Prepares financial reports as required by the contract.
• Oversees the day-to-day administration and financial management of the project. 
• Prepares and manages donor/internal audits, including liaising with auditors and providing necessary financial documentation.
• Ensures that program implementation is in accordance with USAID regulations and procedures and the specifications set out in the Statement of Work, ensuring fair and transparent procurement processes and financial management.
• Ensures that financial reports are submitted on time and in accordance with approved policies and procedures.
• Reviews and approves activity budgets to ensure appropriate and reasonable costs are included and compliant.
• Tracks expenditure against budgets and advises the COP on possible overspending/underspending, liquidates eligible costs and takes appropriate action on ineligible costs and finds ways to resolve the problem, including budget revisions and (no) cost extensions where necessary.
• Ensures timely and accurate cash flow analysis and projections are provided for internal management purposes and to the donor as required.
• Oversees the day-to-day field presence in the areas of operations (including project facilities such as office space, equipment, and vehicles), administration, logistics, procurement, budgeting and financial accounting.
• Develops and implements tracking and reporting systems for all aspects of administrative and financial management for both Search and its sub-grantee. 
• Develops and implements a tracking/reporting system to ensure Search's compliance with all local laws, rules, and regulations.
• Develops and implements a tracking/reporting system to ensure that all USAID program documentation and records management requirements are met.
• Ensures that all established policies and practices are consistent with USAID performance monitoring, policy, and compliance program requirements as set forth in the USAID Automated Directives System (ADS) and other rules and regulations.


Sub-grantee and partner management: 
• Acts as the main point of contact for financial and grant management issues of sub-grantee partners. Develops relationships with key contacts and builds a trusted partnership with assigned organizations.
• Conducts organizational assessments to help partners identify key challenges and risks in organizational management and develop capacity-building plans accordingly.
• Provides technical support and coaching to sub-grantees to ensure full compliance with donor requirements, and provides ongoing feedback on grant performance to all sub-grantees to ensure ongoing and sustainable capacity building of grantees. Strengthens partners’ capacity, particularly in procurement and grant management procedures.
• Reviews partner budgets and financial reports to ensure consistency with project plans/reports. Support budget negotiations or amendments and investigate budget variances and compliance with contractual requirements.
• Reconciles reports and outstanding partner advances with original records.
• Reviews and approves partner cash requests and ensures timely disbursement to partner organizations.
• Ensures that contracts and supporting documentation and procurement of the sub-grantees are accurate. 
• Supports the development of grant management monitoring systems that provide timely and regular reports and are able to identify problems encountered by grantees in the implementation of their grant activities. 
• Prepares and conducts periodic reviews of local partners' internal controls and policies to advise on strengthening and transaction verification through monitoring reports.
• Carries out regular visits to project partner organizations to provide mentoring and coaching on compliance with Search rules and requirements, donor and government compliance and for audit purposes as required.
• Provides training, workshops/seminars to partners to promote a good understanding of the grant management process, implementation, reporting and accounting.


Monitoring, Evaluation and Learning: 
• Assist the COP in designing and implementing comprehensive monitoring, evaluation, and learning (MEL) systems that effectively track project performance and impact, particularly focusing on economic outcomes and women's empowerment.
•  Collaborate with the DME Coordinator in Burundi and the Regional DME Specialist to ensure the accuracy, consistency, and reliability of data collection and reporting processes, aligning them with USAID and Search’s standards.
• Provide technical support and training to project staff and local partners on MEL methodologies, tools, and data collection techniques to strengthen their ability to monitor and evaluate project activities effectively.
• Work closely with the COP to facilitate regular learning and reflection sessions, using MEL findings to inform adaptive management and decision-making processes within the project.
• Oversee the preparation and submission of MEL reports to donors, ensuring they are comprehensive, timely, and align with USAID requirements and expectations.
• Assist in developing and implementing a robust learning agenda that encourages continuous improvement of project strategies and activities, integrating lessons learned into future planning and execution.
• Track project progress against established indicators and outcomes, providing regular updates and recommendations to the COP for strategic adjustments to enhance project effectiveness.
• Facilitate knowledge sharing among project staff, partners, and stakeholders through workshops, webinars, and other platforms to disseminate best practices and lessons learned from MEL activities.

Qualifications

• At least 10 years' experience in managing finance, administration, and program operations within large-scale projects, preferably in an INGO context.
• University  degree in administration, finance/program management, economics or other relevant fields. Masters degree preferred.
• Fluent written and verbal communication skills in English and French required. Knowledge of Kirundi is desirable.
• Professional experience and knowledge of Burundi and the East and Central Africa region.
• Extensive experience of working in a senior management role in an emergency or complex context.
• Experience in implementing projects in highly sensitive and insecure environments and in rapidly adapting programming to respond to shocks and address emerging tensions.
• Strong advanced spreadsheet and data analysis skills (Microsoft Office, especially Excel, any accounting software such as SAGE INTACCT would be an advantage).

Competency and Behavior Indicators (Knowledge, Skills, and Abilities)

• Works collaboratively with senior managers and colleagues sharing senior expertise; builds teams for successful implementation of projects and programs.
• Effectively influences vendors, organizations, professional associations, partners, funders, and Search's network of experts critical to the area of purview.
• Makes decisions on existing information when it may not be complete.
• Adapts to the personal style and preferences of colleagues to assess their needs and preferences; tolerates ambiguity.
• Articulates Search and program goals and objectives vis-a-vis internal and external audiences; develops program objectives, indicators, and results; and participates in strategy development for the team.
• Overcomes obstacles, including personal biases, by following Search's ethics code in complex situations; displayed in activities as ethical principles and values that guide professional interactions.
• Assesses risks and opportunities in a complex environment and convenes discussions to lead to a favorable outcome.
• Establishes tools to monitor quality of work and verification of information.
• Has knowledge of project management tools including technology as resources and applies delegation skills to support the development of others, as well as the building of efficiency and reduction of stress.
• Supports employees in their efforts to achieve job goals (e.g., by providing resources, removing obstacles, acting as a buffer).
• Engages with Shared Services teams, cross-functional teams, and colleagues to produce innovative solutions.
• Uses analysis (costs, benefits, risks) to manage within a global standards and best practices framework.
• Guides colleagues, Shared Services teams, cross-functional teams, and direct reports toward learning resources for purposes of broadening skill sets and understanding for continued growth in both breadth and depth of knowledge for organizational functions, standards, and objectives.