Finance and Administration Director

Job Description

Overview
Jhpiego seeks a Finance and Administrative Director to oversee all aspects of financial management, including financial systems implementation, budgeting, expenditure tracking, and financial reporting and accounting, oversight for an upcoming Centers for Disease Control and Prevention (CDC) project funded through the US President’s Emergency Plan for AIDS Relief (PEPFAR). This 5-year project will seek to address gaps and challenges at different levels of the health system through above-site support and through intensive technical assistance (TA) and provision of direct service delivery (DSD) support to newly formed regions in South Ethiopia, federal hospitals, and Gambella RHB. The project will provide above-site support targeted at national and regional levels to different health system structures. Support will include strategic planning, policy, and guidelines development to maintain technical capacity in program implementation and monitoring, with particular emphasis on achieving programmatic goals in priority locations and populations. The recipient will provide TA support to transition regions (regions close to reaching the 95-95-95 goal) through collaboration with the MOH mechanism.

The Finance and Administrative Director works closely with key program staff to ensure accurate financial, contractual and administrative reporting of the project. They will ensure that financial reports are compatible with standard accounting practices and follow Jhpiego and US government (including PEPFAR) rules and regulations. They are also 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 the project’s financial operations. The Finance and Administrative Director oversees day-to-day coordination of financial activities for the program, and manages all sub-grants, ensuring compliance and reporting of sub-awardees.

Ethiopia nationals are strongly encouraged to apply. 

Responsibilities

• Oversee all financial planning, budgeting and reporting for the project.
• Provide guidance to  Country Director and Project Director regarding the financial requirements of the project and office operations.
• Prepare accurate budgets, track expenses, ensure that required financial controls and cost-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 U.S. Government (USG) and headquarters’ financial, accounting and administrative procedures.
• Review, reconcile and monitor all project accounts, including 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 and 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, and graphic 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.
• Manage the effective utilization of projects financial management system to ensure accurate budgets, tracking of expenses, required financial controls are in place and adhered to, prevents over-expenditure of budgets, ensures proper safeguards of funds, and ensures compliance with established donor, Johns Hopkins University (JHU) and Jhpiego financial and accounting procedures.
• Review, reconcile and monitor all accounts, including major project operating accounts and petty cash operations involving cash advances.
• Collaborate with the Country Director and Project Director to assist program staff in developing work plans and annual budgets for program activities and local office costs.
• Review and administer sub-agreements, monitor grants payments and the compliance to award terms and conditions
• Ensure that donor 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 budgets for program activities and local office costs.
• Manage all sub-grants to local grantees ensuring sub-awardees’ compliance and reporting
• Serve as a resource person for non-finance staff on USG, JHU and Jhpiego rules and policy.
• Provide oversight to project finance officers.

Required Qualifications

• Master’s degree in Business Administration, Finance, Accounting or other relevant field to the position requirements.
• At least nine years of experience in financial management for large complex projects, of which at least five years were working in the field of international development.
• Demonstrated experience in administrative and financial management of international programs larger than US $1 million per year
• Five or more years of senior-level work experience with USG (CDC, U.S. Agency for International Development (USAID)) or other donors
• Knowledge of USG cost principles, including USAID regulations, generally acceptable accounting procedures (GAAP) accounting rules, PEPFAR expenditure analysis reports and contract management
• Conversant with CDC and PEPFAR financial guidelines/regulations
• Familiarity with USG policies and administrative procedures
• Supervisory experience required
• Expert knowledge Proficiency in the use of financial software applications (QuickBooks), databases, spreadsheets, and/or word processing. Packages include: Microsoft Outlook, Access, Excel and Word.
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform.
• Ability to travel unrestricted within Ethiopia and internationally.