Finance and Administration Manager (FAM) at The Henry M. Jackson Foundation for the Advancement of Military Medicine
HJFMRI was organized as a nonprofit corporation to be operated exclusively for charitable, educational and scientific purposes. HJFMRI offers international support for programs advancing medical research and providing care, treatment and education. HJFMRI’s services include program administration, managing and conducting research trials and providing infrastructure development.
HJFMRI is seeking to a Finance and Administration Manager (FAM) for an upcoming USAID-funded multi-year project – Kenya Health Partnerships for Quality Services (KHPQS). The positions will be based in Nairobi ad Western Kenya. The purpose of the project is to increase use of quality county-led health and social services in select counties in Kenya. This is a service delivery project at the county level, providing HIV care and treatment; services to orphans and vulnerable children (OVC) and adolescents; and services in the areas of family planning/reproductive, maternal, newborn, child and adolescent health (FP/RMNCAH), nutrition, and water, sanitation and hygiene (WASH). The KHPQS will support the Government of Kenya (GoK) in attaining its goal of addressing the HIV/AIDS response, safeguarding the rights and welfare of children and adolescents impacted by HIV/AIDS, and ensuring equitable access to and use of quality primary health care.
The FAM will be responsible for overall financial management and administration of the activity and reporting requirements. S/he is responsible for the financial systems of the project, project budgeting, financial monitoring, and meeting legal, auditing and contractual responsibilities. S/he will be the principal financial representative of the project and also coordinate the financial, administrative and HR functions and support. The FAM will develop the project financial plan, to include monitoring and reporting systems that meet USG requirements, and manage contracting activities including sub grants. S/he will manage all procurement and contracts/subcontract administration activities and assure compliance with organizational and donor policies. S/he will implement fraud mitigation practices and ensure systems and processes are implemented effectively to support implementation of the award. The position will report to the Chief of Party.
- Establish accounting and financial systems for the project in compliance with USAID regulations and internal organization policies and procedures;
- Document, maintain and ensure compliance with finance and administration policies for entire project;
- Develop project procurement plan and ensure proper procurement policies and guidelines are followed when purchasing project services, supplies and equipment;
- Manage all banking transactions, including payments using the mobile money system;
- Maintain robust payroll system including tracking benefits and allowances, ensuring compliance with all applicable local tax laws and reporting requirements;
- Oversee preparation of all vouchers and checks for approved project expenditures;
- Review, analyze, present, and submit periodic financial reports in an accurate and timely manner;
- Collate financial reporting materials for all donor segments and oversee all financial,project/program and grants accounting;
- Manage cash flow and forecasting including preparing and submitting funds requests
- Implement a robust contract management and financial management reporting system to support operational requirements;
- Manage organizational risk and liability, particularly related to ensuring compliance with all relevant USAID regulations and local laws related to registration and taxes;
- Conduct analyses of financial data monthly to inform project management;
- Provide strategic guidance and assistance in financial and administrative operations problem solving to project leadership;
- Oversee and coordinate staff safety and security policies and implementation practices, and act as security focal point for project administrative operations
- Supervise administrative team to ensure delegation of functions and timely quality performance
Minimum Required Qualifications:
- Master’s Degree in Business Administration, Finance, Accounting, Human Resources or another relevant field;
- Professional certification (CPA or ACCA) is a requirement or equivalent membership of a recognized professional accountancy organization in good standing
- Minimum of 7 years of experience in overseeing administrative and financial management of large-scale, complex, international programs, including experience in managing donor funded grants and subcontracts/grants
- A minimum of 7 years of experience supervising overall operations of donor-funded activities (e.g. Teams of human resource, logistics, grant/contract, and finance staff).
- Excellent financial management skills with strong analytical and computer skills, with emphasis on budgeting and financial analysis
- Experience in risk management and implementation of internal controls
- Strong English written and oral communication skills.
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