JSI
Location: Lilongwe, Malawi
Position Category: Local hire, paid in country
Posting Date: 08/26/2024
Deadline Date: 09/02/2024
Starting Date: 11/01/2024
Description
The Senior Finance and Operation Manager is a full-time position based in JSI R&T Lilongwe office in Malawi. The Senior Finance and Operation Manager (SFOM) will be responsible for financial and operations management for assigned JSI R&T projects in Malawi and ensuring that the systems, policies, and procedures are in line with JSI standards and in compliance with donor funding requirements. The SFOM will also be responsible for the financial, contractual, and operations management of the JSI Malawi projects and programs. Management functions include oversight of project finances (accounting, budget management, accounting and financial reporting), sub award and subcontract management, procurement, and logistics management including travel, equipment, and fleet management. The Senior Finance & Operations Manager (SFOM) will be supervised by JSI’s Country Finance & Operations Director (CFOD) with an indirect reporting line to the Chief of Party/Project Director. The SFOM will supervise the project finance and operations staff.
RESPONSIBILITIES
Finance and Operations
- Provide direct support and leadership to project staff on financial, operational, and compliance functions;
- Assist project teams in solving challenges as they arise and tailored to the project implementation context;
- Ensure compliance and consistent application with JSI’s policies and procedures in implementation of all Project activities;
- Supervise, mentor, and train staff with core finance and operations responsibilities for assigned projects;
- Review routine financial processes including cash flow and wires, budget and LOE tracking, financial reports and invoices;
- Support the Chief of Party/Project Director with regular and ad-hoc project reporting/budget preparation/activity requests;
- Conduct reviews and provides approval of monthly field accounts; provide support in QuickBooks and FieldLink to resolve complex issues;
- Review and certify the monthly field accounts documentation, including QuickBooks vouchers and reconciliation reports prepared by the Accountant/ project finance staff;
- Respond to queries raised on finance reports uploaded to Field Link and resolve them in a timely manner;
- Prepare expenditure projections and place timely cash flow requests to the US office;
- Collaborate with the project teams to ensure coherence between programmatic activities and financial provisions;
- Provide key inputs in costed work planning processes;
- Apply an in-depth understanding of project agreements and approval requirements to ensure compliance with donor requirements;
- Prepare and track project budgets and proactively address any issues with the F&O Director(s);
- Lead mid-term financial and operations internal reviews and ensure resolution of findings and implementation of recommendations;
- Facilitate and support internal audit requests by accounting;
- Liaise with Human Resources on issues related to project administration and US-hire personnel management, ensuring that all relevant JSI HR policies and requirements are met;
- Manage expatriate staff allowances and payments;
- Serve as the lead providing US-based support for sub-award/grants management (conducting pre-award assessments/ongoing monitoring, reviewing sub agreements and modifications, reviewing grants manuals, approving invoices);
- Prepare, negotiate, process, manage and ensure compliance of all vendor contracts, subcontracts and consulting agreements;
- Ensure timely submission, review and approval of purchase orders, expenses reports, payments to vendors, consultants, and subcontractors;
- Oversee the monitoring of project cost-share generation, tracking and reporting;
- Establish strong internal controls to mitigate against the risk of financial fraud;
- Manage and participate in the start-up and close-out of projects and field offices; and,
- Serve as signatory on assigned projects as per JSI’s signatory policy.
International Division Support
- Participate in strategic discussion and decision-making on new business opportunities in terms of eligibility to bid, financial and contractual risk assessment and overall feasibility of financial and operational implementation of the proposed scope of work;
- As requested, onboard new F&O staff in all areas of Finance & Operations tasks;
- Work with corporate departments with issues related to office administration, IT, compliance and fraud management, accounting, human resources, and ensure coordination with other Centers and Projects to ensure consistent standards and shared understanding and application of systems;
- Supervise Finance & Operations Managers and Finance Officers, as requested;
- Ensure continuous training and improvement process is in place for staff to promote career growth;
- Prepare quarterly VAT reports and documentation for submission to USAID; and,
- Other division tasks as assigned.
QUALIFICATIONS
Bachelor’s degree in a related field required, Masters’ degree preferred.
Required Experience
- Minimum of eight (8) years’ experience providing finance and operations management support;
- Strong knowledge of donor rules and regulations (e.g., USG Agencies, BMGF, GAVI); and,
- International NGO experience.
Other Knowledge, Skills, and Abilities
- Demonstrated leadership skills, project management, and ability to manage client relationships skillfully across cultures;
- Excellent financial management and budgeting skills (financial experience with USAID funded projects preferred);
- Knowledge of QuickBooks is required;
- Experience managing subawards preferred;
- Ability to work independently, take initiative and problem solve;
- Ability to multitask and manage competing priorities;
- Team player skilled at building consensus, clarifying expectations and facilitating decision-making across a diverse group of stakeholders;
- Strong organizational skills, meticulous attention to detail;
- Advanced proficiency with Microsoft Excel; and,
- Willing and able to travel internationally, if needed.
Salary commensurate with experience.
Interested candidates should submit their resumes and cover letters online by 09/02/2024
To apply for this job please visit careers.jsi.com.