Finance & Operations Manager
Company Overview:
Palladium develops and delivers innovative, locally relevant, evidence-based solutions to improve the health and well-being of people around the world. Since 1971, we have assisted governmental and non-governmental agencies, foundations, and the private sector by designing, implementing, and evaluating programs in HIV/AIDS, sexual and reproductive health, population and family planning, maternal and child health, infectious diseases, and gender. Palladium has deep expertise in policy and advocacy, research and strategic information, health markets and private sector engagement, modeling and economic analysis, patient monitoring and management/HMIS, strategic consulting, and program management
Project Overview:
USAID has selected Palladium to implement the Translating Data for Implementation (Data.fi) award. DFI is a $180 million, 5-year project which will serve as USAID’s primary mechanism for data, technology, and health information systems to support HIV activities across strategic PEPFAR countries. Data.fi is part of a suite of large-scale global HIV programs that USAID has recently awarded and represents the next generation of HIV/AIDS programs. Data.FI will play a key role in USAID’s goals of helping partner countries on their Journey to Self-Reliance and transitioning local organizations to prime recipients of USG funding.
The overall goal of the Data.FI project is to improve global, regional and national in-depth analyses of HIV epidemiologic and program data that can be directly applied to expedite the achievement of PEPFAR targets to attain and sustain control of the HIV epidemic. The focus also includes directly supporting host country governments and implementing partners to further enhance existing health information system platforms to inform management responses to well-defined gaps in HIV/AIDS programming. In order to ensure rapid access to high quality data, Data.FI will work towards: accelerating data utilization to rapidly course correct and take to scale cost-effective and impactful activities, models and approaches required to attain and maintain HIV epidemic control; scaling and optimizing in-country health information system capabilities to collect, exchange, adapt, govern, and visualize information in order to track the attainment and maintenance of HIV epidemic control; and supporting the transition of prime funding and implementation to capable local partners in order to meet the PEPFAR goal of 70% of funding to local partners by 2020.
Position Summary:
The Finance and Operations Manager is a full-time position to support the local activities and oversee the Tanzania/Data.FI project finances and operations though an office in Dodoma or Dar es Salaam (final office location TBD), Tanzania.
This position is responsible for managing and directing the finance, accounting and financial administration, and reporting of the project, including budget administration, accounting, banking and cash management and financial reporting.
Reporting Requirements:
The position reports to the Country Director (CD) on a day-to-day basis with specific financial reporting to Director of Finance & Administration at Palladium’s US office in Washington, DC. This position may also supervise finance and administrative staff located in Dodoma or Dar es Salaam, Tanzania (final office location TBD).
Key Responsibilities:
- Oversee day-to-day financial management and accounting for the projects; maintains and manage financial accounts in coordination with Director of Finance & Administration and the Palladium DC office;
- Ensure that the project meets all donor financial requirements and complies with donor policies and regulations;
- Assist in establishing, maintaining, and updating organizational financial policies and procedures to guide the work of project staff and management;
- Prepare and track project budgets and budget projections; reviews expense reports, vouchers and payment requests, including proper back-up documentation to ensure compliance with established Palladium systems and the client’s rules and regulations;
- Work with the Country Director, Activity Manager (AM), Director of Finance and Administration, and Project Delivery Manager in Washington DC to develop annual budgets, projections, financial plans, costing estimates and monthly cash forecasting;
- Maintain regular communication with the senior leadership team at HQ by providing relevant and timely financial information for planning and decision-making purposes;
- Ensure timely payments to staff, consultants, and vendors;
- Work closely with Project Delivery to implement monthly payroll accurately and on time, keep accurate and updated records and conducts regular reviews of staffing financial information;
- Oversee payments to vendors and contractors, consultants and other relevant parties and ensure that proper documentation is present; tracks all tax withholding information that is readily updated and available to project leadership;
- Ensure employees’ Travel Expense Reports (TERs) and Travel Advances (TAs) are submitted on time and reconciled properly;
- Maintain complete, accurate and timely financial records; prepares and submit monthly financial reports as directed by Director in timely manner; and supporting documents are filed appropriately in hard and soft copies;
- Submits timely submission of month-end accruals to Project Delivery Manager;
- Maintain and oversee internal controls; prepares estimates of monthly cash requirements for HQ; coordinate with the Project Delivery Manager from Palladium DC; manage project bank account, reconciles monthly accounts and bank statements; submits receipts and invoices;
- Participate in regular meetings (phone, Microsoft Teams, or Skype) with Washington DC staff to discuss financial items;
- Ensure field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance with chart of accounts and project charge code(s).
- Maintain up to date personnel files and ensure compliance with local labor laws and with Palladium policies;
- When applicable, assist with an internal or external audit activity;
- Implement fraud mitigation practices and ensure systems and processes are implemented effectively;
- Identify potential areas of financial and compliance vulnerability and risk and develop or implement corrective action plans to resolve problematic issues;
- Lead and oversee the development, management, and complete life cycle of a variety of possible procurement mechanisms, including but not limited to purchase orders and sub-contracts.
- Coordinating with Palladium/Washington DC, implement and adjust when required the project's safety and security strategy and protocols, and serves as the point of contact for the person in charge of security;
- Mentor and supervise finance, operations, and other staff engaged in the activities noted here.
- Perform any other responsibilities as may be directed.
Qualifications:
- A Bachelor’s Degree (minimum), or a Master’s Degree (desirable), in Accounting, Business Management, or other relevant field;
- At least 8 years of work experience in broader finance and administration management with an international organization, including office management, HR, finance, IT, and logistics;
- Demonstrable financial management experience on U.S government-funded programs, including U.S. government policy, procedures, and reporting requirements;
- Experience developing, managing, oversight, and reporting on multi-million-dollar budgets
- Excellent financial and analytical skills;
- Experience directly managing finance and administration staff persons;
- Proven problem identification and resolution experience with budgeting, forecasting, banking, tax authorities, foreign currency transactions, and other related issues;
- Able to communicate effectively and excellent interpersonal skills to form effective working relationships at all levels;
- Experience with Quickbooks, CostPoint and other accounting and budget monitoring tools;
- High level of computer literacy;
- Ability to travel locally within Tanzania;
- Must be legally authorized to work in Tanzania.
Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.
Credit: Ajira Yako