Director, Project Finance and Administration

Position Summary

The Director, Project Finance and Administration (F&A) is a key member of the Project Management Team (PMT) responsible for achieving contract deliverables within scope, timeframe and budget of the contract.

The Director, Project Finance and Administration (F&A) is responsible for all aspects of financial and Administration management of the USAID Afya Yangu Mama na Mtoto project, in close coordination with finance officers. The Project F&A Director will be accountable, responsible and coordinate financial activities for the project, including: financial systems implementation, workplan and activity budgeting, project expenditure tracking and forecasting, procurements, oversight of grants under contract and sub-contractors financials and donor financial reporting and accounting including contract invoicing to USAID . The Project F&A Director will work closely with the Country Finance and Administrative Director to support administration logistics including transport and fuel, information technology (IT), safety security, risk management, compliance and operations .

The Project F&A Director will work closely with the Project Management Team and regional technical and operations staff to ensure efficient and compliant operations at all regional project offices and Zanzibar. The position is also responsible for ensuring cost consciousness, efficient spending, aligning all spending with United States Government rules and regulations and the USAID contract stipulations.  The Project F&A Director is accountable for implementing and maintaining an on-site financial accounting, reporting and bookkeeping system required to assure the integrity and effective performance of the project’s financial operations.

Reports to:                                         Chief of Party                                         

Dotted Line to:                                  Director, Country Finance and Administration

Position supervised:                      Senior Finance Officer, Finance Officer, Administrative Assistant (s)

Location:                                             Mwanza

This position will be closed on February 2, 2025

Essential Duties and Responsibilities 

Budgeting and Expenditure Monitoring and Forecasting

• Accountable for the oversight of all financial planning, budgeting (workplan and activity), forecasting and reporting for the project, including developing and managing systems to monitor and report expenditures
• Oversee day-to-day coordination of financial and administration activities, ensuring efficient operations for cost efficiency and aligned to USAID rules and regulations and the contract requirements
• Lead development, monitoring and review of accurate project budgets, develop and track projections and track expenditures using cost-performance monitoring mechanisms to ensure prevention of over or under expenditure, monitor variances, and work with the project management team to take actions as appropriate.
• Determine/Develop updated monthly project accruals and projections to support forecasting accuracy and program completion.
• Prepare required project contract invoices, financial reports and provide reports and pipeline analysis as requested by the donor, as well as monthly financial report and presentation using QuickBooks and SAP software.

Operations and Accounting

• Maintain and administer an on-site financial accounting and bookkeeping system (QuickBooks) for the project 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 analyze financials for decision making and execute position duties
• Review, reconcile and monitor all project accounts, including operating accounts, fuel accounts and petty cash operations involving cash advances.
• Oversee project’s activity level budgets, cash needs, payments, procurement plans and procurements, regional office start-up/close out, operation systems (including IT), 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 and activity records are properly maintained, in compliance with policies and contract requirements, and are readily available and facilitate internal and external audits
• Ensure administrative procedures for project activities and staff are in place and in compliance, including: time keeping, leave and absence tracking, personnel employment records, fuel cards, credit fuel facilities, fleet management etc.
• Ensure VAT refund for process for the project is implemented including tracking it at all levels.

Compliance and Risk Management

• Establish and ensure financial controls are in place and adhered to, ensuring proper safeguards of funds and ensuring compliance with established USAID contract terms and conditions, as well as USG and Jhpiego financial, accounting and administrative policies
• Collaborate with the compliance manager, Country Finance and Administration Director and the country office senior management team to address audit findings, compliance findings and actions related to QBE due diligence checklist, spot check findings, incident reports, feedback from staff and whistle blower reports.
• Ensure that USAID resources are appropriately directed to project priorities, within allocated funding streams and are in line with project work plans
• Oversee development and monitoring of risk management plan and track risk mitigation strategies with the project management team.
• Work closely with the grants unit to conduct needed spot checks, financial checks, mentorship and support to project partners and subcontractors aligned with JHU policy and USAID requirements.

Management and Capacity Building

• Provide guidance to Chief of Party and project management team on financial requirements and administration in compliance with USAID and Jhpiego policies and procedures
• Provide guidance, monitoring and support to the operations team and the regional teams on procurement, local and international travel, and maintenance of office inventory and assets aligned with contract requirements
• Mentor and support a team of highly qualified finance staff and align their efforts in concert with project goals to ensure rapid and sustainable results
• Provide guidance and capacity building to sub-contractors and Grants under contract

Qualifications and Requirements:

• Master’s degree in business administration, Public Administration, Finance, Accounting or relevant field and CPA
• Minimum 9 to 10 years demonstrated experience in financial and administrative management for large complex projects with $10 million annual budget, of which at least five years were working in the field of international development.
• At least seven (7) years of senior-level work experience with USG or other donors with five years’ experience in managing USG contracts.
• Previous direct supervisory experience of professional and support staff
• Knowledge of USG cost principles, including USAID regulations, GAAP accounting rules and grants 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 U.S. government including USAID, host-country counterparts and representatives from other key stakeholders such as NGOs, CSOs, 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 financial software applications, databases and spreadsheets, including QuickBooks Enterprise, and Microsoft Office
• Ability to travel nationally and internationally

Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Please apply at www.jhpiego.org/careers

Applicants must submit a single document for upload to include cover letter, resume, and references.

For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

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