Finance and Budget Advisor

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Job Location: Washington, DC

Telework Eligible: Yes, at least 3 days per week in-person reporting at Washington, DC office.

Remote Eligible: No.

A. Summary Statement:

The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

The Global Health Training, Advisory and Support Contract (GHTASC) delivers effective global health programming to advance the mission of the U.S. Agency for International Development (USAID), Bureau for Global Health (GH) through institutional support and workforce development services from junior, mid- level, senior and expert advisory and administrative professionals.

B. Position Summary:

The Finance and Budget Advisor is in the Commodity Security and Logistics (CSL) Division, Office of Population and Reproductive Health (PRH), Bureau for Global Health (GH), and serves as the top financial advisor for the CSL Division and its management of a portfolio of over $50 million annually.

USAID is the largest bilateral donor in the health sector in the world, and the PRH Office plays a technical leadership role for the Agency by advancing and supporting family planning and reproductive health (FP/RH) programs worldwide. PRH provides global coordination and leadership for improved policy, advocacy, and health outcomes; generates, organizes, and disseminates knowledge in response to global and country needs; and partners with USAID field missions to accelerate progress towards achieving FP/RH development objectives.  PRH is committed to advancing and supporting a more inclusive, diverse, equitable, accessible, anti-racist and learning community and to integrating these values into Office operations, functions, and programming.  PRH believes having a diverse workforce benefits and enriches the development of all staff and the Office’s work.

The CSL Division is one of four divisions in PRH and plays a key technical leadership role to ensure the long-term availability for clients in low- and middle-income countries (LMICs) of a range of high-quality contraceptives and family planning/reproductive (FP/RH) health commodities. CSL provides technical and management oversight for a portfolio of over $50 million annually to: (1) ensures FP/RH commodity availability through commodity procurement, logistics support and leveraging a world-class global supply chain; (2) provides technical assistance to support public and private entities to transform national and subnational supply chains to be self-reliant, resilient, and responsive to local contexts and needs; and (3) serves as a thought leader and trusted resource in the global public health supply chain community as well as within USAID with the ability to move and inspire others to action.  CSL oversees a global supply chain that procures and delivers FP/RH commodities for USAID-supported country programs; provides technical and management support to Mission-funded programs for supply chain strengthening; and oversees headquarters funding for a global learning agenda in support of its mission. CSL supports investments by USAID Missions in nearly 30 countries for FP/RH commodity procurement and related supply chain technical assistance.

The Finance and Budget Advisor (the Advisor) will support CSL as a PHI Institutional Support Contractor (ISC). In this role, the selected candidate will provide financial, budgetary, and programmatic support to CSL, performing a variety of both complex and routine administrative and analytical duties. These duties range from procurement, contracting administration, and programmatic support, to more complex technical- and analytical-type tasks such as creating and managing the division’s financial tracking database, liaising with the Office of Acquisition and Assistance (OAA), and monitoring project finances. The Advisor will work closely with the CSL’s Central Contraceptive Procurement (CCP) team and provide input on related technical and managerial issues, and with the division to ensure all financial and contract actions are being addressed. The Advisor will also work with other members of the division to assist in areas such as country backstopping, contraceptive security, and other relevant duties as needed.

The Advisor ranks tasks in order of importance and impending deadlines and manages several tasks simultaneously. The individual must develop a working knowledge of relevant USAID policies and guidelines, the Global Acquisition and Assistance System (GLAAS), as well as corporate practices and procedures. The Advisor is expected to become familiar with division technical issues and policies.

Employment Type: Full Time

Full salary range for this position is $94,900 to $147,940 per year, with the starting salary determined based on candidate’s knowledge, skills, experience, as well as budget availability.

C. Essential Duties and Responsibilities:

CSL Budget and Financial Management

• As the top financial advisor to CSL leadership and project CORs, provides budget management for the division’s primary contracted projects and activities. This includes close collaboration and communication with CSL leadership, project leadership and staff, as well as Mission-based project activity managers.
• Reviews, edits, and consolidates budget estimates and provides analysis on requests for additional project funds.
• Performs detailed tracking and review of funds received by the division and division projects in order to effect adjustments such as the reprogramming of allotments, reallocation of budget numbers, management of numerous streams of funds, or requests for additional funds.
• Creates, maintains, and provides assistance to CSL with administrative and complex financial tracking systems, and assists in the design and maintenance of spreadsheets and databases to support these systems.
• Updates, manages, and as needed, creates databases to track all funding allocations received from various sources and expended into a range of contracts and sub-contracts.
• Analyzes financial reports and invoices to advise management on the status of funds. Assists in the review of analyzing budgets for each object class, appropriate allotments, and use of allocated funds in conformance with contract and Agency regulations.
• Identifies and analyzes trends in the receipt, obligation, and expenditure of funds in relation to division and project objectives.
• Works closely with leadership of the CSL Division and other staff to prepare division financial and results reviews and budget requests.
• Prepares quarterly accruals for division projects as requested by the GH Office of Policy, Programs and Planning (P3).
• Annually reconciles financial records with the PRH front office and project staff.
• Coordinates closely with other GH offices to determine and secure funding for cross-Bureau projects.

Procurement and Contracting Administration

• Reviews division and project procurement actions to ensure adequacy, appropriateness, procedural requirements and compliance with Agency and appropriate federal regulations.
• Evaluates and resolves problems with widespread impact on the effectiveness of division and project procurements, checking for adequacy and compliance with federal regulations and USAID policies.
• Works closely with CSL staff and project CORs to develop and maintain a consolidated system of pending and completed procurements for availability for assessment by the office.
• Serves as Requestor in GLAAS for all division requests which includes ensuring appropriate and accurate documentation for new activities, funding actions, or modifications.
• Serves as the principal contact for CSL finance-related contract actions with the GH Office of Policy, Programs and Planning (P3), Office of Acquisition and Assistance, and other units in the Agency.
• Updates and maintains the advanced procurement plan tracking database.

Programmatic Support

• Provides innovative approaches to improve team efficiency, including standardizing practices and maximizing use of technology/available resources.
• Participates in all relevant CSL and project technical and managerial meetings for the purpose of assisting in management duties.
• Provides direct commodity security backstopping support to a sub-set of USAID-supported countries, including assistance with essential public health commodity orders, shipment details, procurement analysis, technical support, financial updates, etc.
• Provides short term backstopping support for CSL technical staff when necessary.
• Assists technical staff in the preparation of various program documents and correspondence such as memos and waivers, justifications and approvals, contract amendments, project authorization documents, technical notifications, and requests, and ensuring that documentation is complete and in compliance with Agency and federal rules, regulations, and standards.
• Responds to ad hoc requests from the PRH Front Office, the Inspector General, other Agency offices, and partners on awards and expenditures.
• Researches, plans, analyzes, and organizes technical and/or statistical information and develop data for use in briefings, publications, and reports.
• Collects and plans for distribution of material to the USAID missions, USAID/W offices, host country institutions, donors, and cooperating agencies as needed.
• Travels for up to 15% of the time.
• Works at least 3 days per week in-person at Washington, DC office.
• Performs other duties as assigned.

D. Qualification Requirements:

Minimum Qualifications:

• Master’s degree with 6 years of relevant experience, or bachelor’s degree with 8 years of relevant experience, Associate’s degree and 10 years of relevant experience, or High School graduate and 12 years of relevant experience.
• US Citizenship or US Permanent Residency with the ability to obtain and maintain a Facility Access clearance is required. For Permanent Residents, this means having resided in the US for at least 3 of the past 5 years.

Other Qualifications:

• Proficiency in the use of Microsoft Office Suite and Google applications with an emphasis on Excel and Google Sheets, PowerPoint and Google Slides, Word and Google docs, Internet and e-mail and calendar applications, in addition to computer-based file management and website content maintenance.
• Strong quantitative skills.
• Attention to detail, the ability to multitask well, and organizational skills.
• Excellent oral and written communications skills, including for presentations, and the ability to read, analyze, and interpret general business periodicals.
• Ability to work with quantitative concepts such as probability and statistical inference, ability to apply concepts such as fractions, percentages, ratios, and proportions to reports and financial tracking systems.
• Excellent teamwork and interpersonal skills with the ability to work inclusively with multi-generational and culturally diverse teams.
• Must be proficient with basic financial management and budgeting concepts.
• Must have excellent Excel skills.
• Ability to work at least 3 days per week in-person at Washington, DC office.
• Ability to travel up to 15% of the time.

E. Competencies

• Innovation: Takes initiative to propose new ideas/approaches and demonstrates ability to find new and better ways to accomplish work.
• Client Service: Communicates with clients, handling any issues politely and efficiently; understands and is available to clients; maintains pleasant and professional image.
• Accountability: Takes ownership of work responsibilities and holds high standards. Keeps commitments and takes appropriate actions to ensure obligations are met.  Pursues efficiency and effectiveness and adheres to organization policies and procedures.
• Interpersonal Skills: Works in cooperation with others and communicates effectively with co-workers, supervisors, subordinates, clients, and other outside contacts.
• Continual Learning: Assesses and recognizes own strengths and weaknesses; pursues professional development that is aligned with organizational role, contribution, and goals; proactively shares knowledge with others to foster learning across the organization.

F. APPLICATION INFORMATION:

Prior to submitting your application your resume must include relevant paid and non-paid experience showing dates held with month, year and hours worked per week for each position. Please ensure that all relevant experience and education is documented on your resume. There is no limitation to resume length; updates to resumes will not be accepted during the interview and selection process.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

EEO STATEMENT

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA STATEMENT

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

This position described in this announcement falls under a contract with the Federal Government, and therefore is subject to the provisions put forward in OMB Circular A-76 which prohibit contractors from performing inherently governmental functions.  Specifically, employees placed in agency positions will not perform inherently governmental functions, nor supervise any personnel other than the contractor’s own staff, nor make final decisions or sign documents that commit the U.S. Government