Sr. Finance and Operations Manager - Kenya at US Pharmacopeia

The Sr. Finance and Operations Manager directly oversees the overall country office operations, including leading the start-up of country operations, for the Promoting the Quality of Medicines Plus (PQM+) Program funded by USAID and led by United States Pharmacopeial Convention (USP). This role is responsible and accountable for effective and efficient operations of the country office to include management of all financial, accounting, and administrative functions, such as procurement and inventory tracking, human resources, and safety and security in accordance with USP, USAID and in country regulations for the USP PQM+ program. The Sr. Finance & Operations Manager will maintain frequent communication with USP HQ, including the PQM+ Finance & Operations Director, Global Finance and HR, and serve as a member of the field office leadership team. This position is contingent upon funding being awarded.

Roles And Responsibilities

FINANCE & ACCOUNTING

• Adopts and implements USP policies and procedures in compliance with USP, USAID and Government regulations and manages finances and accounting, budgeting and audits as set by USP HQ. Provides training to local staff to ensure overall compliance with operational policies and procedures.
• Leads and develops annual project budgets/forecasts and monitors spend on a monthly basis to ensure activities are implemented within budget and conducts financial review and analysis to alert management of issues/risks related to budget spend
• Monitors the field offices cash balances and submits monthly cash requests to USP home office for approval. Manages day-to-day accounting operations to include review of all accounting transactions to ensure adequate supporting documentation, accuracy of amounts and project coding, and necessary internal controls over payments
• Maintains USP’s system of accounts ensuring all accounting data are updated, reconciled and fully supported
• Manages preparation and submission of required monthly reconciliation and financial reports to USP HQ and coordinates with PQM+ Finance & Operations Director and COP on financial reports requested by USAID
• Serves as Liaison with external auditors, facilitates internal and external audit undertakings, prepares responses to audit findings and follows-up on the implementation of audit recommendations in collaboration with Global Finance
• Processes and manages VAT Exemptions via USAID mechanism
• Liaise with USP headquarters, USAID, partners, banks, and Government official (Ministry of Finance – Tax Office)

HUMAN RESOURCES MANAGEMENT

• Manages local Human Resources processes in accordance with local labor laws in collaboration with USP HQ, including contracts, compensation packages and working hours
• Manages in-country recruitment process to ensure compliance with USP policies and procedures and leads new hire onboarding in collaboration with USP HQ
• Overseas performance management process and support in ensuring high engagement of staff
• Acts as point of contact in country for any performance management issues that may arise and partner with HQ-HR on resolution of issues
• Ensures staff complete timesheets per USP’s policies, and systems are in place to track accrued vacation/personal leave
• Maintains employee records and files in country

ADMINISTRATION

• Oversees logistics including management of travel arrangements, meeting/workshop logistical arrangements, etc. to support effective and efficient project implementation
• Manages office inventory /assets and government property, as applicable in compliance with USAID rules and regulations
• Manages IT vendors and coordinates with USP regional IT staff to address any issues related to IT operations (hardware, software, and access to systems)
• Serves as in-country Security Focal Point and coordinates with USP Global Security to maintain safety and security of staff and visitors
• Ensures that the in- country legal registrations are current and adequate and that the country office is in compliance with local labor and other relevant regulations.
• Ensures that the country office management is efficient, effective and conducive to promoting an enjoyable place to work where staff can thrive and engage one another.
• Develops and maintains a comprehensive and efficient filing system for good records keeping and document management.
• Trains and mentors finance and operations staff in an effort to continuously build capacity of the in-country staff
• Performs other duties as necessary.

Basic Qualifications

• Bachelor’s degree in Management/Business Administration or equivalent
• Minimum of 10 years progressive experience in finance and administration/operations management role working on a USAID donor Funded project
• Minimum of 8 years of management experience (Including people management) in finance and administration/operations of a USG funded project



 

Preferred Qualifications

• Expert knowledge of applicable local and national rules and regulations, and policies governing financial and administrative processes
• Demonstrated experience with MS Excel, word PowerPoint, and accounting software, experience with QuickBooks preferred but not required
• Experience using quick books or similar finance related software an advantage
• Meticulous attention to detail, as well as outstanding critical thinking and problem-solving skills
• Demonstrated ability to work both independently and as a member of a team, show initiative, solve problems, prioritize and handle multiple tasks simultaneously, meet deadlines, and remain calm under pressure
• Hard working and attention to detail is essential.
• Excellent organizational, communication, and interpersonal skills.
• Self-management (i.e., motivation, dealing with pressure, adaptability) and the ability to project a professional, consistent image of confidence, integrity, honesty and competence.
• Proven ability to work in a team
• Fluency in national language and proficiency in written and oral English required.