Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For 40 years in East and Southern Africa, Jhpiego has empowered front-line health workers by designing and implementing effective, low-cost, hands-on solutions that strengthen the delivery of health care services, following the household-to-hospital continuum of care. Jhpiego partners with organizations from the community to the national levels, building sustainable, local capacity through advocacy, policy development, human resources for health and quality and performance improvement approaches. For further information about Jhpiego, please visit our website at www.jhpiego.org.
Jhpiego invites applications for the following position. All successful candidates selected for these positions will be subject to a pre-employment background check. Jhpiego is an Affirmative Action/Equal Opportunity Employer.
Overview: The Finance Manager is responsible for providing financial management for Jhpiego’s Country Office in Zambia. S/he is responsible for meeting the day-to-day financial needs of Jhpiego’s Country office in Zambia to maintain daily operations in an efficient and effective manner. S/he manages, with concurrence of Director Finance & Administration, the financial communications with the Jhpiego Baltimore office and other partners; and liaises with other administrative staff, among USAID, CDC, DOD and other partner organizations, to ensure the maintenance of consistency of policies and procedures. The Finance Manager will also provide support to local consultants and sub grantees in the areas of financial management.
- Under the guidance of Director Finance & Administration, oversee and direct the financial operations of the Zambia Country office, including tasks such as financial reporting, review cheques and payment vouchers, and provide financial support for the distribution of funds for workshops or activities.
- Train, mentor and supervise Finance Assistants, Officer(s) and Senior Financer in various finance functions like budgeting, payroll, QuickBooks, preparing reports, monitoring expenditure, etc., in an aim to build competencies in these areas to ensure optimal performance of the unit.
- Have overall responsibility of implementing policy changes in QuickBooks, including updating internal order numbers (IONs) and GL codes; and oversee the maintenance of each sponsor’s accounts. Record and report any changes to Director Finance & Administration.
- Oversee the preparation of monthly financial reports, such as the QuickBooks expenditure report (P&L), monthly accruals and projections report, foreign currency movement report, bank reconciliations, etc., for review and approval by the Director Finance & Administration and the Country Director.
- Ensure that project expenditures that are billed in the QuickBooks are consistent with approved budgets, or have the necessary approvals to be billed.
- Provide the first line budgetary analysis and modifications as requested for in-country or from Baltimore.
- Manage the monitoring of liabilities, prepayments and advance balances and ensure that they are tracked and constantly updated. Work with Director Finance & Administration for dealing with any delinquents.
- Will be required to provide financial management technical support to other programmatic aspects as necessary.
- Oversee the management of cash flow and funds forecasts
- Work with Director Finance & Administration to ensure cost and quality control of all financial tasks and assignments are undertaken to achieve country office programmatic goals.
- Oversee the payroll process to ensure that staff are paid accurately and on time. Ensure cost allocation sheets are signed off by both Director Finance & Administration and Country Director.
- Will be part of the country office team responsible for developing budgets and work plans for the in-country activities and other the local project costs for review by the Country Director and Finance Manager in Baltimore.
- Review existing internal control systems to ensure financial integrity at all times; identifies weaknesses and recommends corrective actions as per the GAAPs and Jhpiego’s financial procedures.
- Be alert for continuous developments in the financial management systems, where necessary and inform supervisor and management of imminent changes in the operating environment.
- Prepare for country office audits and lead the finance team and other required staff, through the audit process, respond to and implement audit inquiries, findings, recommendations and observations in in conjunction with Director Finance & Administration.
- Maintain close and ongoing communication with country office’s banking institutions to ensure accounts are regularly monitored and balances verified.
- Provide first line financial management and training, technical assistants and support to grantees, subcontractors and partner organisations as required.
- Participate in training programs to ensure proper integration of country office financial management practices with organization wide policies and procedures.
- Oversee the tracking of payments to grantees, subcontractors, sub-agreements and consultants and reconcile with reports to ensure that no over payments are made.
- Ensure compliance with all government tax regimes and requirements, as well as other legal and statutory mandates.
- Examines financial documents such as payroll, vouchers, invoices, delivery notes, purchase orders and other documents to ensure the completeness, accuracy, and validity of financial data as per Delegation of Authority.
- Monitor disbursement of funds from the project bank account(s) to ensure compliance with Jhpiego’s financial policies and procedures as outlined in the Jhpiego Finance and Accounting policies manual for country offices, Banking Policy, QuickBooks Manual, Procurement Manual, and any other policies.
- Review of budgets for partner sub-agreements and recipient monthly financial reports; review and monitor the financial records of implementing partners
- Provide supervision, guidance and mentorship of staff and ensure team spirit within the finance team. Also work with other departments like administration to ensure optimum support and linkages. Train and mentor the finance team and program staff as needed
- Oversee the administration of the country office inventory system to adequately account for Jhpiego’s office equipment, vehicles, furniture etc.
- Collaborate with internal and external auditors and ensure prompt implementation of their recommendations.
- Assist Finance and Administration Director develop proposal budgets for business development in accordance with donor requirements.
- Full CIMA or ACCA, or Bachelor of Accounts with minimum of seven (7) years of post-qualification experience in financial management with at least 3 years in a senior position in a reputable NGO or development agency Expertise
- Developing organization policies in Internal control systems
- Experience in accounting for projects funded by international donors (knowledge of USAID regulations preferred);
- Strong computer skills including Quick Books, Excel and MS Word.
- Demonstrated strong leadership and supervisory skills;
- Able to handle a variety of assignments sometimes under pressure of deadlines;
- Willing to work on a wide range of tasks.
- The development, establishment, and implementation of financial, administrative, and logistic support systems to international development projects
- Familiarity with U.S. Government (USAID) cost principles and regulations preferred.
- Ability to manage several major and minor activities simultaneously.
- General administrative skills, including excellent judgment and integrity.
- Good financial skills, including program budgeting.
- Excellent organizational skills, detail-oriented and high degree of accuracy.
- Be able to supervise staff and ensure teamwork.
- Capability to develop and implement effective strategies and tactics for accomplishing assigned duties.
- Audit and investigations skills
- Extensive contract and grant/cooperative agreement administration experience.
To apply, please send your application letter and curriculum vitae to the Human Resource Manager, [email protected]
Closing date is 10 July, 2020.
Please note that only shortlisted candidates will be contacted.
To apply for this job email your details to Zambiajobs@Jhpiego.org