Job title
Finance & Logistics Officer, Supporting Access for Adolescents to Integrated Sexual Reproductive Health (SRH) Services Programme (Safire)
Department
Overseas Programmes
Location
TBD (Johannesburg)
Reporting to
South Africa Country Coordinator & Civil Society Organisation Grant Advisor
Responsible for
N/A
Liaison with
South Africa M&E Officer, Programme / Options staff, consortium partners, and external stakeholders
Hours
Full time
Type of contract
Fixed-term until 31st January 2022
Organisation
Options Consultancy Services Limited was established in 1992 and is a wholly owned subsidiary of
Marie Stopes International. We are a consultancy organisation providing technical and management expertise in the health and social sectors to governments and international development partners to transform the health of women and children. We provide information, expertise and influence to governments, health workers, NGOs and businesses to catalyse change so that health services can be accessed by the people who need them most.
Programme: Safire
The Safire Programme aims to reduce adolescent deaths and injury from unsafe abortion in Kenya, Nigeria and South Africa. Options Consultancy Services is the consortium lead for the programme, working in partnership with consortium members and local civil society organisations. Taking a Human Centred Design (HCD) approach, the programme will:
- Ensure girls are able to access quality comprehensive sexual and reproductive services, including through referral networks and support to community based organisations (CBOs).
- Foster and support a community based movement to shift social norms and build girls’ agency, though mobilising both ICT platforms and interpersonal networks.
- Build the capacity of local organisations to reduce unsafe abortion and facilitate south-south learning.
Under the Human Centred Design, the programme will start with in-depth research and analysis, generating insights into girls’ pathways to unsafe abortion and access to contraceptives.
Main purpose of job
Main purpose of the job is to work with the small programme team to efficiently allocate resources and operationalise the programme. This involves implementing and monitoring finance and administration policies and procedures, supporting costing of workplans and regularly analysing spend against forecast, organising logistics. The position will be the primary point of contact for all administration and logistical support for staff in South Africa and ad hoc requests from the project head office in Nairobi, Kenya and London, UK.
The Officer will work closely and report to on finances to project head office in London, UK.
Main duties
Programme and Grant Financial Management
- Financial Accounting: prepare and update accounts; undertake regular account reconciliations and management of all local bank accounts and petty cash systems; prepare the monthly cash flow projections and fund advances to the London based team; adhere to standard chart of accounts, ledgers and other standard financial management systems and instruments; carry out disbursement of all approved payments to vendors, ensuring all supporting documentation is in order; manage project timesheets, travel advances (incl. per diems, expense claims) and submission of taxi claim requests.
- Budget Management & Reporting: prepare monthly budget vs. actual reports for the Country Coordinator and London based team; support budget re-forecasting aligned to the project work plan.
- Financial Integrity & Compliance: implement internal controls; safeguard the company’s assets; ensure compliance to donor regulations and South African law in all project dealings; support and facilitate audit procedures and ensure that audit findings are acted upon; take initiative on cutting costs to promote value for money.
- Support Financial Audit Coordination: Work with the London based team in coordinating South Africa financial audits and liaise with auditors to ensure appropriate monitoring of Safire finances is maintained
- Procurement & Supply Chain Management: Develop a database of preferred suppliers, source preferred suppliers in line with Options’ Procurement Policy and manage such suppliers to provide services by identifying work required, gathering quotes; Ensure up to date asset register and share with Country Coordinator and London based team at the end of each quarter
- Grants management support: Support in the compliance checks of Safire grantee organisations and prudent disbursement of grants.
- Capacity building of CSO grantees: where appropriate, support grantees to build their financial management skills and systems.
Logistics
- Logistics management: organise and oversee all domestic and occasionally regional programme logistics (including arranging flights, accommodation, visas, ground transport, workshops, catering, field trips); Conduct security assessments prior to travel approval by Options Security Group and asses and recommend hotels for use by staff; Ensure implementation of vehicle/taxi usage policy.
- Project Administration: oversee all project administrations tasks, including petty cash, procurement, and support HR administration.
- Systems and Policies: support the development and improvement of internal project management systems and procedures where required, including finance policies, procedures, forms, tools and in consultation with Country Coordinator and London based team.
IT
- IT: take responsibility for the procurement of Safire IT Fixed Assets in line with the Options Procurement Policy, for the creation and maintenance of a Fixed Asset Register covering IT and associated assets and for the procurement and maintenance of an IT Support contract that is appropriate for the number of users that are supported.