Accounting and Financial Management
- Ensures accurate financial, contractual and administrative reporting of the project compliant with Jhpiego and Unitaid rules and regulations
- Oversees the day-to-day coordination of financial activities ensuring cost consciousness and efficient spending
- Maintains an on-site financial accounting and bookkeeping system required to assure the integrity and effective performance of financial operations
- Manages project’s day-to-day cash needs, travel requests, payments, procurement, contracts, grants and processing invoices, district office start-up, operation systems, policies and procedures, consultants, and travel and logistics
- Provides guidance to Program Manager regarding the financial requirements of the project and office operations
- Provides 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
- Ensures that Unitaid resources are appropriately directed to program priorities and are in line with program work plans
- Works closely with auditors during audit of the project
- Reviews, reconciles and monitors all project accounts, including major program operating accounts and petty cash operations involving cash advances
- Ensures queries raised by the organization’s internal auditors or reviewers in HQ are addressed timely
- Performs any other duties that may be assigned
Project Planning and Budgeting
- Makes in-country budget adjustments and other cost improvement measures, as required
- Contributes to project team in developing work plans and annual budgets for program activities and local office costs
- Prepares 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 UNITAID and headquarters’ financial, accounting and administrative procedures
Project Financial Reporting and Analysis
- Maintains and administers project financial accounting system.
- Support in preparing the monthly financial report by using adapted finance software (QuickBooks).
- Uses various software applications such as spreadsheets, relational databases, statistical packages, and graphic packages to assemble, manipulate, and format data and/or reports.
- Implements and oversees a detailed financial reporting and reimbursement process in accordance with Jhpiego's established financial system.
- Determines updated monthly project accruals and projections to support forecasting accuracy and project completion, as required.
- Works collaboratively with the project team, Finance Lead and headquarters to ensure proper project and financial reporting, spending and compliance with project terms and conditions.
- Provides financial reports, including pipeline analysis, quarterly project reports, or as requested by the donor.
- Determines updated monthly project accruals and projections to support forecasting accuracy and program completion, as required
Sub-award Management
- Ensures transparent administration of sub award process
- Provides advice and guidelines on grantees risk assessment
- Manages all sub-grants to local grantees ensuring sub-awardees’ compliance and reporting
- Develops systems and tools for effective and efficient grants management
- Ensures an up-to-date database on grantees,
- Ensures maintenance of tracker of grantee expenditures and advances,
- Builds financial management capacity among grantees,
- Monitors and ensures compliance to donor rules and regulations, and
- Orients grantees on sub-grant requirements and capacity building
- Serves as a resource person for non-finance staff on Unitaid, JHU and Jhpiego rules and policy
- Mentors, supports, supervises and manages the Finance Officer and aligns financial team in concert with project goals to ensure accurate reporting and financial support
- Provides guidance and support for contracts development and management
