Finance and Administration Manager – Lesotho
Project Overview and Role:
Data.FI is a global project funded by the U.S. Agency for International Development (USAID) to support the HIV and COVID-19 response. Data.FI partners with programs to accelerate and sustain access to high-quality data to expedite HIV and COVID-19 epidemic control and maintenance. By improving global, regional, national, and community/local in-depth analyses of HIV and COVID-19 epidemiologic and programmatic data, Data.FI expedites program achievements to improve client services and attain and sustain control of the epidemics. Data.FI supports host country governments to enhance existing health information systems (HIS), informing management responses to gaps in programming and sustaining impact by supporting local partner transition.
Primary Duties and Responsibilities:
Palladium is seeking a Finance and Administration Manager to serve as the lead for Data.FI Lesotho and will be responsible for managing and directing project budget administration, accounting, banking and cash management, procurement, and financial reporting. The Finance and Admin Manager would also be responsible for the physical and administrative office operations, human resources (HR) oversight and reporting. The position will be based in Maseru, Lesotho and will work in close collaboration with the Project Management Unit (PMU) at Palladium’s headquarters in Washington, DC.
Working under a contract renewable annually subject to satisfactory performance and availability of donor funding, the Finance and Administration Manager will report directly to the Data.FI Lesotho Country Manager with specific financial reporting to the Data.FI global Project Director of Finance & Administration at Palladium’s U.S. office in Washington, DC. This position may also supervise finance and administrative staff located in Maseru, Lesotho.
Key Responsibilities
- Oversee day-to-day financial management and accounting for the project; maintain and manage financial accounts in coordination with Director of Finance & Administration and PMU at the Palladium DC office;
- Ensure that the project meets all donor financial requirements and complies with donor policies and regulations;
- Assist in establishing, maintaining, and updating organizational financial policies and procedures to guide the work of project staff and management;
- Work with the Country Manager, Regional Manager, Director of Finance and Administration, and Project Delivery Manager in Washington, DC to develop annual budgets, projections, financial plans, costing estimates and monthly cash forecasting;
- Prepare and track project budgets and budget projections; review expense reports, vouchers and payment requests, including proper back-up documentation to ensure compliance with established Palladium policies and the client’s rules and regulations;
- Maintain complete, accurate and timely financial records; prepare and submit monthly financial reports in a timely manner; ensure supporting documents are filed appropriately in hard and soft copies;
- Ensure field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance with chart of accounts and project charge code(s);
- Ensure timely submission of month-end accruals to the Project Delivery Manager;
- Maintain and oversee internal controls; prepare estimates of monthly cash requirements for HQ; coordinate with the Project Delivery Manager; manage project bank account, reconcile monthly accounts and bank statements; submit receipts and invoices;
- Maintain regular communication with the senior leadership team at HQ by providing relevant and timely financial information for planning and decision-making purposes;
- Work closely with the PMU to implement monthly payroll accurately and on time, keep accurate and updated records and conduct regular reviews of staffing financial information;
- Lead and oversee the development, management, and complete life cycle of a variety of possible procurement mechanisms, including but not limited to purchase orders and contracts;
- Ensure payments to staff, consultants, vendors, contractors, and other relevant parties are made in a timely manner with proper supporting documentation; track all tax withholding information that is readily updated and available to project leadership;
- Ensure employees’ Travel Expense Reports and Travel Advances are submitted on time and reconciled properly;
- Participate in regular meetings (Microsoft Teams, phone, Skype) with Washington, DC staff to discuss financial issues;
- Maintain up to date personnel files and ensure compliance with local labor laws and with Palladium policies;
- Implement fraud mitigation practices and ensure systems and processes are implemented effectively;
- Identify potential areas of financial and compliance vulnerability and risk and develop or implement corrective action plans to resolve identified challenges and issues;
- When applicable, assist with an internal or external audit of project activities;
- Assist with identifying and securing meeting venues and logistics; assist with travel and transportation arrangements;
- Coordinating with Palladium/Washington DC, implement and adjust when required the project’s safety and security strategy and protocols, and serve as the point of contact for security issues;
- Mentor and supervise finance, operations, and other staff engaged in the activities noted here;
- Perform any other responsibilities as may be directed;
Candidate Requirements:
- A Bachelor’s Degree (minimum), or a Master’s Degree (desirable), in Accounting, Business Management, or other relevant field;
- At least 8 years of work experience in broader finance and administration management with an international organization, including office management, HR, finance, IT, and logistics;
- Demonstrable financial management experience on U.S government-funded programs, including U.S. government policy, procedures, and reporting requirements;
- Previous experience with external stakeholders, such as government agencies and insurance providers, to facilitate staff enrollment in insurance, health care, and other benefits program preferred;
- Experience developing, managing, oversight, and reporting on multi-million-dollar budgets;
- Excellent financial and analytical skills;
- Experience directly managing finance and administration staff;
- Proven problem identification and resolution experience with budgeting, forecasting, banking, tax authorities, foreign currency transactions, and other related issues;
- Ability to communicate effectively and excellent interpersonal skills;
- High level of computer literacy; experience with Quickbooks, CostPoint and other accounting and budget monitoring tools;
- Familiarity with Lesotho banking and benefits systems preferred.
- Ability to travel locally within Lesotho;
- Legal authorization to work in Lesotho.
Company Overview:
About Palladium – Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.
Equity, Diversity & Inclusion – Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.