Senior Finance and Administration Manager at Jhpiego - John Hopkins University

Job Description

• Senior Finance arid Administration Manager will be reporting to the Deputy Country Director and will be responsible for providing the financial and administrative management for there MCSP Project.
• S/he will oversee all financial and contractual aspects of the project and work closely with project staff to ensure accurate financial, contractual and administrative reporting of the project.
• The successful candidate will ensure chat the financial reports are compatible with standard accounting practices and follow Jhpiego and USAID roles and regulations.
• S/he 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 project financial operations.

Responsibilities
Leadership:

• Oversee all financial planning, budgeting and reporting for the project.
• Provide guidance to the project Director regarding the financial requirements of the project and office operations.
• Prepare accurate budgets, track expenses, ensure that required financial controls and coat-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 USC 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 arid 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 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.
• Make in-country budget adjustments and other cost improvement measures, as required.
• Direct and oversee the monitoring and annual auditing of cost- share requirements, tracking and reporting.

Management:

• Work collaboratively with the project team and headquarters staff to ensure proper project and financial reporting, spending and compliance with project terms and conditions.
• Provide financial reports, Including pipeline analysis, quarterly project reports, or as requested by the donor
• Ensure that USAID 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 budget 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 ass resource person for non finance staff on USAID, 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.

Knowledge, Skills and Abilities

• Masters degree in Business Administration, Public Administration, Finance, Accounting or relevant field and 10 years of finance and administrative experience
• Demonstrated experience in administrative and financial management of international programs larger than US $5 million/year
• At least three years of experience with financial analyse, financial reporting, cash flow analysis, budget development and forecasting, preferably on international health projects.
• At least five years working in international health in developing countries and in sub-Saharan Africa, with emphasis in reproductive, maternal, newborn and child health
• Relevant experience living and working oversees, including supporting implementation of national/provincial/district-level programs
• Five or more years of senior-level work experiences with USAID or other donors
• Knowledge of USG cost principles, including USAID regulations, GAAP accounting rules and grants contract management
• Familiarity with USAID policies and administrative procedures
• Expert knowledge (Director)/ Proficiency (Manager) 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
• Excellent interpersonal, writing and oral presentation skills
• Proficiency in writing and editing letters, reports and documents
• Ability to travel nationally and internationally up to 30% of time.

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Job Description

• Senior Finance arid Administration Manager will be reporting to the Deputy Country Director and will be responsible for providing the financial and administrative management for there MCSP Project.
• S/he will oversee all financial and contractual aspects of the project and work closely with project staff to ensure accurate financial, contractual and administrative reporting of the project.
• The successful candidate will ensure chat the financial reports are compatible with standard accounting practices and follow Jhpiego and USAID roles and regulations.
• S/he 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 project financial operations.

Responsibilities
Leadership:

• Oversee all financial planning, budgeting and reporting for the project.
• Provide guidance to the project Director regarding the financial requirements of the project and office operations.
• Prepare accurate budgets, track expenses, ensure that required financial controls and coat-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 USC 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 arid 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 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.
• Make in-country budget adjustments and other cost improvement measures, as required.
• Direct and oversee the monitoring and annual auditing of cost- share requirements, tracking and reporting.

Management:

• Work collaboratively with the project team and headquarters staff to ensure proper project and financial reporting, spending and compliance with project terms and conditions.
• Provide financial reports, Including pipeline analysis, quarterly project reports, or as requested by the donor
• Ensure that USAID 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 budget 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 ass resource person for non finance staff on USAID, 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.

Knowledge, Skills and Abilities

• Masters degree in Business Administration, Public Administration, Finance, Accounting or relevant field and 10 years of finance and administrative experience
• Demonstrated experience in administrative and financial management of international programs larger than US $5 million/year
• At least three years of experience with financial analyse, financial reporting, cash flow analysis, budget development and forecasting, preferably on international health projects.
• At least five years working in international health in developing countries and in sub-Saharan Africa, with emphasis in reproductive, maternal, newborn and child health
• Relevant experience living and working oversees, including supporting implementation of national/provincial/district-level programs
• Five or more years of senior-level work experiences with USAID or other donors
• Knowledge of USG cost principles, including USAID regulations, GAAP accounting rules and grants contract management
• Familiarity with USAID policies and administrative procedures
• Expert knowledge (Director)/ Proficiency (Manager) 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
• Excellent interpersonal, writing and oral presentation skills
• Proficiency in writing and editing letters, reports and documents
• Ability to travel nationally and internationally up to 30% of time.