Finance and Administration Manager at LVCT Health

Job purpose

The Finance and Administration Manager (FAM) will report to the COP and will be responsible for overseeing all aspects of budgeting; financial management and reporting; contract/sub-award procurement and management; asset management, logistics, and prime award compliance with terms and conditions of the award. The FAM will work with the anticipated award Senior Management to ensure that the anticipated award staff have the financial and administrative support required to deliver on the requirements of the award.

Specific Roles & Responsibilities

Leadership and Administration

• Advise senior leadership regularly on financial and related matters.
• Provide technical assistance, as needed, to local partners and LIPs
• Design systems and processes that provide appropriate levels of security and control of project assets, resources, and operations
• Provides overall administrative leadership for project operations, including logistics and procurement
• Supervise departmental staff in the project in terms of timesheet review, leave management, and appraisal reviews.
• Provide oversight in the general administration of office operations
• Hold regular team meetings review the progress of the department under the project
• Provide support for the Procurement division, ensuring all procurements are done, and the procurement plan is executed. Ensure Invoices/suppliers are paid as per policy.

Financial management

• Prepare and/or update manuals outlining policies, processes, and procedures for financial systems
• Ensure proper accounting of all project transactions using LVCT Health’s accounting system and in line with local and funding agency requirements
• Establish and maintain sound and transparent accounting and fiscal control procedures for financial and sub-award aspects of projects
• Manage banking operations and reconciliations
• Develop, analyze, and monitor program budgets; monitor and track obligations and expenditures against budgets
• Prepare and submit annual, quarterly, and any ad hoc financial reports to Donors
• Monitor monthly cash needs ensuring cash requirements of the project and sub-awardees are met
• Perform final financial reviews of sub-award budgets prior to approval
• Manage cash flow, oversee weekly payments, and approve general ledger and bank reconciliations
• Maintain a filing system for financial documents in readiness for audits or reporting purposes and participate in financial audits
• Work closely with Internal Audit & Compliance Manager and external auditors in the review of project financial management and development of strategies to reduce financial risk
• Ensure program work is supported as expected
• Provide oversight on imprest management, including issuing advances, surrender submission, and reconciliation of imprest accounts

Compliance and Audit Oversight

• Assess and monitor compliance with institutional and donor policies and procedures through field visits and management report reviews
• Ensure that regular and comprehensive risk and cost-efficiency analyses are conducted

Required Qualifications, Skills, and Experience

• A Master’s degree in Business Administration, Accounting, Finance, Commerce, Human Resources, or other relevant fields.
• Certified/Chartered Public Accountant (CPA), Association of Chartered Certified Accountants (ACCA), or equivalent qualification is required for this position.
• A minimum of 10 years of experience supervising overall financial and administration operations of donor-funded activities (e.g., teams of human resource, logistics, grant/contract, and finance staff) of similar dollar value
• Demonstrated financial management, analytical and computer skills, with emphasis on budgeting and financial analysis.

Knowledge, Skills, and Abilities

• Experience in USG rules & regulations
• Strong interpersonal and influencing skills;
• Demonstrated ability to work with teams operating at a distance successfully;
• Excellent written and oral presentation skills
• Ability to work under tight deadlines.
• Should demonstrate a positive attitude and behavior that aligns with program values