Director- Finance & Administration

852

Responsibilities

Financial Management
Establish/maintain proper financial management systems and processes that provide accurate, current and complete disclosure of financial transactions. Provides oversight and support to the finance team:
• Oversee overall financial system implementation including controls and standards. Review and maintain strong system of internal controls to ensure accurate financial reporting.
• Monitor and adapt in-country financial system to optimize financial transaction processing and required financial reporting.
• Prepare and/or review monthly financial reports submitted to Baltimore office.
• Works with project and finance staff to prepare annual project-specific, new business and office budgets. Ensure that budgets are entered correctly entered in the financial system and assist with regular monitoring of budgets. Also work closely with proposal development teams to prepare budgets for new solicitations and/or applications for new funding.
• Ensure timely, accurate and efficient financial reporting
• Review, monitor and work with in-country management teams on project reporting and burn rate monitoring.
• Review of monthly payroll and ensure payroll system is robust, accurate and meets local legal requirements.
• Regularly review cash management practices, develop and implement cash risk mitigation strategies.
• In collaboration with Baltimore and program staff helps draft, review and/or administer Jhpiego sub-agreements.
• Work closely with the Finance Manager on implementation of local grants from the Lesotho office.
• Review, monitors and advise on contractual, monitoring and reporting of grants related activities
• As part of the senior management team for the Lesotho office provide advice, guidance, feedback and leadership on overall
management issues related to the Lesotho office.
• Work closely with the Country Director to improve on overall financial and operational management support to Lesotho staff
and programs. Proactively identify and manage risk for the Lesotho office.
• Identify and communicate compliance and risk issues to the Country Director, Jhpiego Baltimore staff and Project Directors (as required).
• Serve as a key resource to Jhpiego Baltimore office with regards to in-country systems and processes, and review/development of policies and procedures.
• Regularly review recommendations by the internal compliance officers, internal review teams, external auditors and donors and ensure follow-up action is taken on gaps noted. Provide overall guidance and support in resolving compliance issues noted.

Grants and Compliance Coordination
• Oversee the administration of grants or subawards to ensure compliance with Jhpiego and donor policies, including review of grantees’ financial reports, issuance of modifications, monitoring and oversight of activities and performance, resolution of disputes, resolving audit findings and closeout of grants.
• Work with program staff to facilitate solicitation/selection of potential grantees, contractors and consultants.
• Ensure proper negotiation of the terms and conditions and documentation for sub-agreements in coordination with Jhpiego
and donors’ policies.
• Complete contract and grant award documents and procure approval from Country Director or HQ’s Director of Contracts.
• Ensure that required sub-award documents are properly maintained and safeguarded.
• Respond to compliance inquiries with terms and conditions under prime award and Jhpiego policy; when needed, prepare requests for donor approval, in cooperation with HQ.

Administration, Logistics and Procurement Management
Establish/maintain proper administrative systems and processes that provide timely and appropriate support to office and program operations.
• Ensure Administrative policies and procedures are in line with best practices and compliant with Jhpiego policies.
• Oversee travel and logistical arrangements for international visitors.
• Ensure procurement and property management policies and procedures are in line with best practices and compliant with Jhpiego and donors’ policies.
• Supervise negotiation of acquisition funding mechanisms, including consultant agreements, contracts, purchase orders and other agreements necessary for programmatic activities and functioning of the office.
• Maintain property inventory and ensure physical inventories are undertaken as required by Jhpiego and donors’ policies.
• Ensure equipment and property are properly insured.
• Ensure that fleet management runs effectively and efficiently

Information Systems
• Ensure IT policies and procedures are in line with best practices and compliant with Jhpiego global policies.
• Ensure staff and operations comply with IT procedures.
• Oversee and ensure the proper functioning and maintenance of the office information technology hardware and software.
• Ensure that the server/database and internet/email connection are properly maintained and appropriate to support the size of
Jhpiego staff.
• Oversee and ensure the proper functioning and maintenance of all office equipment.
• Ensure back-up and security of IT data is up-to-date and of the highest standard.

Staff Management
• Provide regular support and supervision to staff under direct line management. This includes, but is not limited to, the
formulation of individual work plans (with agreed indicators of achievement) based on project work plans and job descriptions.
It also includes regularly scheduled supervision and performance management meetings to assess progress.
• Build the technical and managerial capacity of staff under direct line management.
• As a member of the senior management team, participate in the management of organizational policy and management
decisions.
• Participate in staff recruitment, induction planning and formulation of staff professional development plans.
• Lead regular scheduled meetings with relevant members of the general accounting and grants and finance teams and
participate in cross-department coordination meetings.
• In collaboration with other department heads, promote effective communication and coordination across the organizational
structure and country programs.
• Design, supervise, and approve action plans in response to audits and internal control reviews.
• Provide policy guidance and interpretation of Jhpiego policy and donor rules to Jhpiego staff and grantees.

Qualifications, Experience and Requirements:
• Master’s Degree in Accounting, Finance, or related field
• CPA/ACCA Finalist or equivalent
• Master’s degree in business or related field preferred
• Minimum of TEN (10) years of post-qualification experience in financial management with at least 5 years in a senior position in a reputable NGO or development agency.
• Experience in managing USAID cooperative agreements and/or contracts
Skills and competencies:
• Experience in planning, developing and implementing the program budget, to ensure cost effectiveness
• Communication and interpersonal skills – Strong written and oral communication skills and experience in Finance policy/SOP writing
• Strong management skills with ability to train, mentor and supervise staff
• Exceptional presentation and customer relationship skills including strong written and verbal communication skills. Able to effectively communicate with senior management, donors, third party vendors, finance staff, as well as non-finance staff.
• Understanding of USAID rules and regulations
• Tax and local requirements Knowledge – In depth knowledge of Lesotho Income tax regulations and other local requirements.

Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Correspondence will be communicated with shortlisted candidates only
Jhpiego is an Equal Opportunity Employer

To apply:
Interested candidates should submit application letter, CVs, certified copies of certificates and transcripts, two letters of references (one from the current employer), identity document. All applications addressed for the attention of Human Resources Manager must be sent to Jhpiego Office, email address: [email protected] or hand deliver to
Jhpiego Office Dolphin House #2, ground floor, 23 Motsoene Road, Industrial Area Maseru by 12 pm on Friday, 05 February 2021.
Only shortlisted candidates will be contacted. For further information about Jhpiego, visit our website at www.jhpiego.org

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