The Finance and Administration Manager will be responsible for providing the financial and administrative management for a USAID-funded HIV prevention program for key populations and vulnerable groups, including integration of FP and TB activities and will oversee all financial and contractual aspects of the project. The F&A Manager works closely with the Chief of Party and Finance Officers to ensure accurate financial, contractual and administrative reporting of the project. The F&A Manager will ensure that the financial reports are compatible with standard accounting practices and follow Jhpiego and USAID rules and regulations. The F&A Manager will be responsible for ensuring cost consciousness, efficient spending and for implementing and maintaining an on-site financial accounting and bookkeeping system required to assure the integrity and effective performance of the project's financial operations. Manages all sub-grants, ensuring compliance and reporting of sub-awardees. Provides technical assistance to partner finance departments as needed. The F&A Manager oversees Finance Officers.
Responsibilities:
- Oversee all financial planning, budgeting and reporting for US government funded HIV prevention program
- Provide guidance to Chief of Party regarding the financial requirements of the project and office operations.
- Prepare accurate budgets, track expenses, ensure that required financial controls and cost-performance monitoring mechanisms are in place and adhered to, prevent over or under expenditure of budgets, ensure proper safeguards of funds and ensure compliance with established USG and headquarters' financial, accounting and administrative procedures.
- Review, reconcile and monitor all project accounts, including major program operating accounts and petty cash operations involving cash advances.
- Determine updated monthly project accruals and projections to support forecasting accuracy and program completion, as required.
- Provide guidance, monitoring and support to project team, including procurement for goods and services, logistical support for local and international travel for staff and consultants, financial oversight of local sub-grantees (as needed) and maintenance of office inventory
- Provide guidance and support for contracts development and management
- Provide financial capacity-building for local grantees
- Maintain and administer project financial accounting system.
- Prepare the monthly financial report by using adapted finance software (QuickBooks).
- Use various software applications such as spreadsheets, relational databases, statistical packages, and graphic packages to assemble, manipulate, and format data and/or reports.
- Implement and oversee a detailed financial reporting and reimbursement process in accordance with Jhpiego's established financial system.
- Work collaboratively with the project team and headquarters staff to ensure proper project and financial reporting, spending and compliance with project terms and conditions.
- Ensure that US government resources are appropriately directed to program priorities and are in line with program work plans.
- Contribute to program team in developing work plans and annual budgets for program activities and local office costs.
- Manage all sub-grants to local grantees ensuring sub-awardees' compliance and reporting
- Work closely with auditors during audit of the program.
- Serve as a resource person for non-finance staff on USG government, JHU and Jhpiego rules and policy.
- Provide financial oversight to finance officers.
- Ensure that proper human resources administration procedures are in place for project staff, including tracking of leave, sick days, absence and other human resources actions.
- Ensure compliance by all assigned staff to the JHU and Jhpiego timekeeping requirements, as well as, the staff's timely approval of timesheets.
- Ensure that Jhpiego personal files for project staff have all the relevant records including employment agreement and job description
Required Qualifications:
- Master's Degree in Business Administration, Public Administration, Finance, Accounting or relevant years of finance and administrative experience
- Demonstrated experience in administrative and financial management of international programs of US $2 million/year
- At least three years of experience with financial analysis, financial reporting, cash flow analysis, budget development and forecasting, preferably on international health projects.
- At least five years working in international health in Tanzania
- Relevant experience living and working oversees, including supporting implementation of national/provincial/district-level programs
- Five or more years of senior-level work experience with USAID or other donors
- Knowledge of USG cost principles, including USAID regulations, GAAP accounting rules and grants contract management
- Expert knowledge in the use of financial software applications (QuickBooks), databases, spreadsheets, and/or word processing. Packages include: Microsoft Outlook, Access, Excel and Word.
- Fluency in English and Swahili
- Excellent interpersonal, writing and oral presentation skills
- Proficiency in writing and editing letters, reports and documents
- Ability to travel nationally and internationally
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