Project: USAID Kosovo Investment Promotion and Access to Finance Activity (the “Activity”)

Position Title: Director of Grants, Finance and Operations (DGFO)

Position Location: Prishtina, Kosovo

Reports To: Chief of Party (COP)

Period of Performance: 2023 – 2028

Level of Effort: Long-term, full-time (260 days per year)

DT Global is a fast-growing international development organization that focuses on improving the capability, capacity, and effectiveness of development programming in complex global environments. Working across a variety of sectors – including Economic Growth, Environment & Infrastructure (inclusive of energy, climate change, and water, sanitation, and health), Governance, Human Development, and Stabilization & Transition – DT Global provides world-class program management, design, analysis, and monitoring and evaluation services. Built on the strengths, knowledge, and 60+ years of experience from AECOM International Development, Cardno Emerging Markets, Development Transformations, and IMC Worldwide, DT Global has a global ecosystem – including a non-profit partner, the DT Institute – working together to develop cutting-edge solutions to the world’s most pressing challenges.

DT Global was recently awarded the 5-year USAID Kosovo funded Investment Promotion and Access to Finance Activity in Kosovo (“Activity”). The Activity aims to strengthen the private sector’s capacity to deliver sustainable economic growth through two mutually re-enforcing objectives: 1) investment promotion and attraction; and 2) increased access and utilization of diversified finance. By achieving these two objectives, the Activity will strengthen the resiliency of the private sector, create productive jobs, increase exports, and enable firms to adopt new technologies and business practices.

Position Summary:

The Director of Grants, Finance and Operations (DGFO) is responsible for providing overall operational leadership of the Activity, ensuring effective and responsive use of USAID resources to meet Activity goals. The DGFO oversees operations for all project activities, including procurement, grants, logistics, human resources, and accounting and finance. The position is responsible for all administrative functions of the Activity, including supervision and oversight of office staff, financial management, logistics, event planning and coordination, personnel, payroll, office maintenance, office equipment, and supplies. The DGFO develops the Activity procurement plan and ensures proper procurement policies and guidelines are followed. The DGFO manages compliant procurement of outside professional and business support services including but not limited to translation, legal, accounting, printing, and transport. The position is responsible for ensuring compliance with all relevant USAID regulations as well as DT Global internal procedures, including proper record-keeping for all documents related to its responsibilities. The DGFO will also manage logics for Activity events and will have co-responsibility for ensuring compliance with the Activity Branding and Marking Plan.

Specific Tasks and Responsibilities:

1. Human Resource Management

• Oversee the recruitment process for short term technical assistance (STTA) and full-time employees throughout the candidate sourcing, interview testing material distribution, line manager selection process, written and oral test, final selection, and reference checks.
• Manage the process of administering local employment agreements for Activity staff in close coordination with COP and DCOP.
• Monitor/enforce staff timesheet procedures, collect validate and pre-approve timesheets from local staff for COP (or his designee) approval and signoff.
• Oversee the collection of the hiring documents.
• Verification of all hiring document (including but not limited to biodata, salary verification, education materials, etc.)
• Manage salary negotiations on behalf of DT Global using the approved salary scale for approved positions.
• Draft salary memos as necessary.
• Prepare the employment contract upon receipt of executed offer letter.
• Carry out new recruit welcome and HR orientation.
• Supervise orientation process of new employees within each department, including arranging necessary IT materials (telephone, email address, computer) and mandatory trainings.
• Confirm the completeness and proper filing of documentation for all new employee recruitment, vetting, hiring, and onboarding.
• Perform spot checks on hard and soft employee file storage.
• Ensure compliance with DT Global Field Office Personnel Manual and all relevant USAID regulations and procedures.

2. Office Operations

• Establish secure filing system.
• Secure and maintain office premises, supplies, and equipment.
• Coordinate meetings for project staff and visiting technical advisors with guidance from COP and DCOP.
• Organize transport and accommodations as required.
• Coordinate with the home office to obtain all USAID-required travel approvals.
• Oversee IT service provider to make sure that the system is working efficiently, and that the system is adequately backed up.
• Oversee the functioning of other core office operations and oversee the selected vendors and/or service providers related to the smooth functioning of office operations.
• Ensure compliance with DT Global Field Office Operations Manual and all relevant USAID regulations and procedures.

3. Support to Technical Activities

• Organize events, such as technical workshops, stakeholder presentations, or other as advised by COP and DCOP. This will include working closely with the Activity’s communication personnel.
• Coordinate logistics for the Activity events.
• Organize appointments and manage logistics with counterparts, government, and other relevant stakeholders.
• Identify and manage engagement of translators and interpreters for technical translations and interpreting.
• Facilitate and track expat STTAs on assignment for the Activity in Kosovo, serve as field office point of contract.

4. Supervise Financial Management

• Responsible for proper stewardship and accounting of funds for program activities and grants as well as contractor operations, including maintaining liquidity of funds and regular financial reporting.
• Responsible for establishing and managing the program’s financial systems, including designing and entering an organization structure according to Activity needs.
• Maintain account code system to match the DT Global Corporate Chart of Accounts.
• Manage the maintenance and upgrade of financial, payroll information systems.
• Review and approve all Field Office Expense Reports (FOERs) submitted by the Finance Manager. Ensure the accuracy and completeness of the FOERs.
• Mentor and work with Finance Manager to ensure compliance with all DT Global and USAID procedures for accurately tracking and recording field office financial disbursements.
• Supervise preparation of financial and tax-related reports to the Government of Kosovo agencies as required.
• Review and validate all disbursements posted for payment by the Finance Manager prior to COP or DCOP approval and final payment authorization.

5. Grants and Subcontracts Management

• Oversees the development, implementation, and closeout of all grant activities in accordance with USAID regulations and with DT Global’s policies and procedures.
• Responsible for ensuring compliance requirements are adhered to throughout the life of each grant activity. Oversees activities such as due diligence, grantee vetting, environmental compliance, timely submission of grantee deliverables, in addition to budget development and proper financial oversight.
• Oversees the development, implementation, and closeout of all subcontracted activities in accordance with USAID regulations and with DT Global’s policies and procedures.

6. Manage Office Procurements

• Initiate, manage, and vet the procurement process for all procurements.
• Obtain and document competitive bids.
• Supervise the purchasing, procurement and management of inventory according to DT Global’s policies.
• Maintain accurate and complete inventory records for project equipment.

7. Supervisory role

The Director of Grants, Finance and Operations will supervise the Grants and Subcontracts Specialist, Finance and Accounting Manager, and Administrative Assistant. Work with the support staff on support related tasks such as ordering office supplies, generate wire transfers, making travel arrangements, and maintaining a secure filing system. Mentor and provide professional advice and guidance over the duration of the project.

8. Other

• Facilitate project cooperation with internal and external performance and financial audits.
• Ensure project compliance with USAID branding and marking regulations.
• Other operational management duties as assigned by the COP, DCOP, and the DT Global Home Office Project Management Team.

Education and Minimum Qualifications:

• Undergraduate degree or higher in finance, accounting or other relevant field.
• 8+ years of relevant experience in operational management working on donor-funded programs, preferably USAID-funded programs.
• Experience developing financial tools, systems, and protocols to ensure transparent financial management, in compliance with USAID rules and regulations.
• Prior experience transparently managing grant and subcontract funds in line with USAID rules and regulations to safeguard USG funds. This includes regular grant and subcontracts’ monitoring, proper documentation, and tracking and reconciling grant/subcontract’s disbursements.
• Proven ability to support rapid project start-up and close out for USAID-funded initiatives.
• Excellent computer skills and proficiency in Microsoft Office applications (e.g. PowerPoint, Word, and Excel);
• Strong organizational and analytical skills.
• Experience with human resource management, familiarity with local labor requirements
• Experience managing databases, familiarity with QuickBooks is preferred.
• A forward-thinking and pro-active approach to working.
• A positive, friendly, professional, can-do attitude and appearance in serving as a representative of the project and in all interactions with colleagues within the office.
• Ability to bring assignments to a successful completion.
• Ability to effectively use computer software including MS Word and Excel.
• Excellent written and oral communications skills required.
• Fluency in English and Albanian required; knowledge of Serbian desirable.
• Position open to Kosovo nationals only.

Application Procedure:

To apply please submit a CV and Cover Letter in English to [email protected] by October 11, 2023. We thank all applicants for their interest. Only short-listed candidates will be contacted.

Core Competencies:

TEAMWORK: Works cooperatively and effectively with others to achieve common goals. Participates in building a culture characterized by inclusion, trust, and commitment.

COMMUNICATION: Effectively conveys information and expresses thoughts professionally. Demonstrates effective use of listening skills and displays openness to other people's ideas and thoughts.

ADAPTABILITY: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.

CUSTOMER/CLIENT FOCUSED: Anticipates, monitors, and meets the needs of customers and responds to them in an appropriate and responsive manner.

DIVERSITY AND INCLUSION: Conveys respect for diverse individuals and perspectives; models inclusive behavior and treats everyone fairly.

PROFESSIONALISM: Displays appropriate and ethical behavior, integrity, and personal presentation in the workplace always; demonstrates respectful communication for others, both verbal and non-verbal.

DT Global, LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, veteran status, gender identity, or national origin. DT Global, LLC prohibits discriminating against employees and job applicants who inquire about, discuss, or disclose the compensation of the employee or applicant or another employee or applicant.