Finance and Administration Manager at Jhpiego

The Finance and Administration Manager is responsible for providing financial and management support to the Jhpiego Uganda Office and related programs to ensure the efficient operations of the Uganda office This includes supervising day-to-day financial operations of the office, budgeting, and review of internal control systems, review of on-site financial accounting and bookkeeping system required to ensure the integrity and effective performance of Jhpiego’s financial operations. He/she will serve as a strategic financial adviser to senior management and project leadership, translating financial, budgetary, compliance and risk information into practical recommendations that support sound organisational and programme decision-making. The Finance & Administration Manager is also responsible for managing the operations and administration functions. This role will manage a team of finance and operations staff. Responsibilities Financial Management Monitors 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 payments of a higher threshold Review of QuickBooks monthly financial reports, conducts bank reconciliations and any other financial reports before submission to HQ Oversee the preparation of financial reports to donors like Department of State (DoS), CDC, and others as required Assists program managers to develop annual operational budgets for programs, review of budgets for accuracy, reasonability, completeness, and donor compliance Review and manage various financial monitoring tools like the purchase order log, airfare and airport transfers log, motor vehicle log, and other tools on a regular basis Ensure routine review and updates of quick books Review existing internal control systems to always ensure financial integrity; identify weaknesses and recommend corrective actions as per the GAAPs and Jhpiego’s financial procedures Budget Management & Financial Planning Lead the development, consolidation, monitoring and periodic review of organisational and project budgets, ensuring alignment with approved workplans, donor requirements and organisational priorities. Monitor budget performance and expenditure against approved budgets, proactively identifying variances, emerging financial risks, under/overspending and recommending timely corrective actions. Provide regular budget analysis, forecasts and financial insights to senior management and project leadership to support effective planning and decision-making. Coordinate budget reforecasting and budget realignments in collaboration with programme/project teams and ensure required approvals are obtained in accordance with donor and organisational requirements. Work closely with budget holders to strengthen financial accountability and ensure effective utilisation of available resources. Monitor project pipelines, funding availability and burn rates and advise management on potential funding gaps, cost pressures and financial sustainability risks. New Business Development & Proposal Budgeting Lead the financial and budget development components of new business proposals (SGP), including preparation of detailed proposal budgets, budget narratives, cost assumptions and supporting financial schedules. Work closely with technical, programme, HR and business development teams to develop realistic, competitive and compliant budgets for funding opportunities. Review solicitation and donor requirements to ensure proposed budgets comply with applicable cost principles, funding restrictions, indirect cost requirements and donor regulations. Develop and validate costing assumptions for staffing, operations, travel, procurement, administration and other programme costs, ensuring consistency between the technical proposal, staffing structure and proposed budget. Conduct financial modelling and scenario analysis to assess the affordability and sustainability of proposed programme designs. Support budget negotiations, clarifications and revisions during proposal review and award negotiations. Compliance & Financial Controls Ensure financial and administrative operations comply with organisational policies, donor requirements, applicable Ugandan laws and regulations, and contractual obligations. Maintain and strengthen internal financial controls to safeguard organisational and donor resources and ensure the accuracy, completeness and integrity of financial transactions and records. Conduct regular compliance reviews of financial processes and project expenditure and proactively address identified weaknesses or non-compliance. Ensure costs charged to projects are allowable, allocable, reasonable, adequately supported and consistent with approved budgets and donor requirements. Provide guidance to programme and operational teams on financial compliance requirements and promote consistent application of policies and procedures. Coordinate and support internal, external and donor audits, ensuring timely provision of documentation, responses to audit queries and implementation of agreed corrective actions. Risk Management Lead the identification, assessment, monitoring and mitigation of financial, operational and compliance risks across projects and organisational operations. Monitor emerging risks including funding gaps, budget overruns, fraud risks, procurement risks, partner/subrecipient risks and donor compliance risks, and escalate significant issues to senior management and/or to the compliance director. Track implementation of audit, compliance and risk-management recommendations and ensure identified control weaknesses are addressed within agreed timelines. Administration & Operations Office Management: Provide oversight on office management policies, procedures, processes and systems to ensure optimal support in the Uganda office. Provide regular feedback and resolution of office management issues. Administration support: Supervise and support the Administration officer in her roles Information Technology: Supervise the IT Officer to ensure IT requirements are met for both staff and program needs. Safety and Security: Work with the Safety and Security focal person to ensure regular updates and training are provided to staff, telephone tree and emergency

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