Finance and Administrative Director

Job Title: Finance and Administrative Director

Overview

Family Health and Nutrition Project (FHN) is a five-year, USAID-funded project that will contribute to reduction of maternal mortality and under five mortality through collaboration with Government of the Republic of Zambia (GRZ), Ministry of Health (MOH), communities and other local partners to improve health system performance and to deliver high-quality, accessible reproductive, maternal, newborn, child, and adolescent health and nutrition (RMNCAH&N) care. Working in four provinces, Eastern, Luapula, Muchinga, and Southern, FHN will work with MOH provincial and district counterparts to deliver high-quality services, strengthen health systems, and increase community engagement.

The F&A Director is responsible for all aspects of financial management of the project, in close coordination with Provincial F&A Officers. The F&A Director will oversee and coordinate financial activities for the project, including financial systems implementation, budgeting, expenditure tracking, procurement, grants, logistics, HR, and financial reporting and accounting. The F&A Director will work closely with provincial staff to ensure efficient and compliant operations at all project offices. The position is also responsible for ensuring cost consciousness, efficient spending, and implementing and maintaining an onsite financial accounting and bookkeeping system required to assure the integrity and effective performance of Zambia financial operations.

Responsibilities

Budgeting and Expenditure Monitoring

• Oversee all financial planning, budgeting and reporting for the project, including developing and managing systems to monitor and report expenditures
• Oversee day-to-day coordination of financial activities ensuring cost efficiency
• Lead development, monitoring and review of accurate budgets and track expenditures using cost-performance monitoring mechanisms to ensure prevention of over or under expenditure, monitor variances, and take actions as appropriate
• Determine updated monthly project accruals and projections to support forecasting accuracy and program completion
• Prepare required financial reports and provide reports and pipeline analysis as requested by the donor, as well as monthly financial report using QuickBooks

Operations and Accounting

• Maintain and administer an on-site financial accounting and bookkeeping system (QuickBooks) to assure the integrity and effective financial operations and prepare monthly reports
• Utilize various software applications such as spreadsheets, relational databases, statistical packages, and graphic packages to assemble, manipulate, and format data and/or reports to execute position duties
• Review, reconcile and monitor all project accounts, including operating accounts and petty cash operations involving cash advances.
• Oversee project’s cash needs, payments, procurement, provincial office start-up, operation systems, policies and procedures, and consultant payments
• Implement and oversee a financial reporting and reimbursement process in accordance with Jhpiego’s established financial system
• Ensure financial records are properly maintained and readily available and facilitate external audits
• Ensure HR and administrative procedures for project and staff are in place and in compliance, including: time keeping, leave and absence tracking, personnel employment records, etc.

Compliance and Risk Management

• Establish financial controls are in place and adhered to, ensuring proper safeguards of funds and ensuring compliance with established award terms and conditions, as well as USG and Jhpiego financial, accounting and administrative policies
• Ensure that USAID resources are appropriately directed to project priorities and are in line with project work plans

Subcontractor Management

• Manage all sub-grants, ensuring compliance and reporting of sub-awardee, reviewing and processing invoices and building their capacity as needed

Management and Capacity Building

• Provide guidance to Chief of Party and project team members on financial requirements and office operations in compliance with USAID and Jhpiego policies and procedures
• Provide guidance, monitoring and support to provincial teams on: procurement, local and international travel, and maintenance of office inventory
• Mentor and support a team of highly qualified provincial finance staff and align their efforts in concert with project goals to ensure rapid and sustainable results

Required Qualifications

• Master’s degree in business administration, public administration, finance, accounting or relevant field
• 9+ years demonstrated experience in financial and administrative management for large complex projects with $10 million annual budget, of which at least 5 years were spent working in the field of international development
• 9+ years of senior-level work experience with USG or other donors, with 5 years’ experience in managing USG contracts
• Previous direct supervisory experience of professional and support staff
• Knowledge of USG cost principles, including USAID regulations, Generally Accepted Accounting Principles rules and grants, and contract management
• Demonstrated experience organizing resources and establishing priorities
• Subcontract or sub agreement financial management experience
• Knowledge of financing mechanisms: contracts and grants and their relevant terms and conditions
• Experience developing and/or implementing finance and accounting policies, procedures and systems
• Excellent verbal, written, interpersonal and presentation skills in English
• Experience hiring and supervising personnel
• Excellent diplomacy skills and a proven ability to establish and maintain interpersonal and professional relationships with the USG, including USAID, and with host country counterparts and representatives from other key stakeholders, such as NGOs, civil society organizations and the private sector
• Excellent skills in facilitation, team-building and coordination
• Proficiency in writing and editing letters, reports and documents
• Ability to coach, mentor and develop financial and administrative capacity of project staff
• In-depth knowledge of financial software applications, databases and spreadsheets, including QuickBooks Enterprise and Microsoft Office
• Ability to travel nationally and internationally

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