Finance Manager

ORGANIZATIONAL PROFILE:

Partners in Health (PIH) is a non-profit organization based in Boston, Massachusetts, USA, whose mission is to provide a preferential option for the poor in health care. Through service delivery, training, advocacy and research, PIH works globally to bring the benefits of modern science to those most in need and to serve as an antidote to despair. PIH has programs in Haiti, Peru, Mexico, Russia, Rwanda, Lesotho, Malawi, Sierra Leone, Liberia, Kazakhstan and Boston.

PIH began working in Malawi in 2007, where today we support the Ministry of Health (MOH) to serve a catchment area of 165,000 through 12 health centers and two hospitals in partnership with our sister organizations. Abwenzi Pa Za Umoyo (APZU) has its headquarters in Neno District with operations across the country.

We therefore seek to recruit suitably qualified and experienced candidates for the following position:

Post: FINANCE MANAGER
Reports to: Director of Finance
Commitment: Full Time (Monday-Friday)
Working Hours: Regular Office Hours (40Hrs/Week)
Location: Neno District, Malawi

Post Description Overview

The Finance Manager is a key member of the Finance department working closely with the Director of Finance, Strategic Partnerships & Grants Acquisition Associate Director, Grant funded Project Leads, operations department and other relevant senior APZU staff. S/he will oversee effective management of grants throughout the project cycle management process from pre-contract, point of award, post-contract and close-out. The position holder is expected to demonstrate overall strength and leadership in Finance and Grant management processes including contract management, compliance as well as grant communication and reporting. The Finance Manager will also regularly interface with PIH cross-site Finance, Grants and Compliance teams as well as donor focal persons where necessary.

Responsibilities and Duties

• Participate in the budget development process and grant applications and ensure that all internal grant development
  guidelines are adhered to
• In close coordination with Grant Acquisition Director, review grant proposal documents, terms and conditions and provide clear and concise advice and input to leadership on grant development processes and decisions
• Support Grant Acquisition Director in ensuring that all relevant units in the organization are effectively participating in the grant development process
• Participate in the review of draft award agreements, contracts, MoUs and provide clear and timely advice on what is applicable and negotiate terms, in collaboration with Contracts and Compliance colleagues
• Work closely with the Grant Acquisition, Finance Director, Program Managers and all relevant staff to support grant proposal development as well as renewal processes for existing grant
• Establish and maintain grant tracking tools, including for sub-awardees
• Monitor spending across grants to ensure appropriate expense allocation, timely use of funds, and compliance with donor’s operational and contractual requirements; document and monitor overall performance, analyze trends, highlight issues, identify gaps
• Prepare timely and accurate external financial reports that comply with both internal and all donor regulations and ensure that all reports are backed by adequate documentation and records
• Regularly update the budgeting system to ensure it accurately reflects grant budgets
• Provide links between grant, finance, HR, operations department, and other administrative functions so that all grant management activities are smoothly coordinated and implemented.
• Regularly update the grant tracker to ensure compliance with all donors financial reporting
• Review vouchers and payment requests, including proper back-up documentation to ensure compliance with Donor policies, procedures, rules, and regulations
• Work closely with internal and external auditors to ensure efficiency and completion of annual audits, and to ensure that audit findings and recommendations are addressed and closed in a timely manner.
• Escalate concerns to relevant team leads when appropriate, and, in consultation with the program or technical lead, communicate to the donor any significant concerns or change requests in a timely manner
• Guide and support teams to plan and implement strong award close-out, including handover of donor relationships to ensure donor stewardship continuity for ongoing and future projects.
• Support grant asset monitoring and reporting during grant close-out
• Monitor ongoing compliance with donor requirements by working primarily with project leads, project managers, and finance manager to confirm and, where needed, build capacity for adherence to key policies and procedures and development of corrective action plans when necessary
• Provide training and support to program staff, so they have knowledge on the strengthening of internal controls, accurate record documentation and maintenance, and important donor regulations
• Coordinate with project leads and cross-site grant management teams to respond to donor pre-award compliance inquiries and to ensure that compliance-related costs are included in proposal budgets.
• Develop compliance checklists for each grant and coordinate with Grants Acquisition Director to develop grant launch materials for awarded grants as needed to ensure staff managing the grant-funded project understand and have the resources to comply with the donor terms applicable to their grant-related activities
• Ensures compliance with regulations set forth in various grant agreements from a diverse portfolio of funders, including but not limited to monitoring for allowable expenses, ensuring compliance with grant activities and deliverables, and reporting timelines
• Support with staff performance assessment through review of completed work assignments and conduct their performance appraisals and respond with relevant quality improvement interventions to improve on outcomes
• Identify skill needs in Finance team and contribute to their professional development by recommending training, peer exchange or further education.
• Conduct Capacity Building Training/Coaching support for staff and new employee(s) on Grants management and PIH internal policies to enhance staff understanding about
• Support Unrestricted expenditure review with Programs Manager
• Review and post entries in Serenic accounting package
• Check payment requests, invoices in a timely manner and ensure that documentations are complete and correct.
• Perform bank reconciliation
• Assist and coordinate annual and donor specific Audit.
• Assist with creation, improvement and implementation of financial policies, procedures, and guidelines for the organization. (Ex. Guidelines for disbursement of cash to partners within and outside Neno district based on donor requirements)
• Supervise and manage activities and performance of a Grant Accountant
• Any other duties assigned from time to time Qualifications, Experiences and Requirements
• Bachelor’s Degree in Accounting/Finance from a recognized university. Those with master’s in Finance, Accountancy or MBA or ACCA will have added advantage.
• Minimum of 6 years of work experience in grants management including contract management, expenditure responsibility, and other legal compliance issues.
• Has been at management level for at least 3 years
• Have prior working knowledge with international organization (NGO)
• Experienced in financial and grants management especially USAID, UNICEF, and other US government grants.
• Be a team player and adaptable to a fast-growing environment and system
• Advanced computer skills (in particular, developing Word forms/templates, Adobe Acrobat forms, and manipulating data in Excel); knowledgeable of computerized software such as ‘Microsoft Dynamics Navigator/Serenic, PowerBI, Vena, and etc. and willingness to learn additional applications (and accessible technology) as necessary.
• Experience working with grants management databases.
• Proven abilities in analysis, database management, and data reporting.
• High level of attention to detail and strong organizational skills, and, at the same time, ability to think broadly and analyze trends.
• Excellent research, writing, and editing skills, with attention to detail required.
• Ability to handle confidential information.
• Excellent written and oral communication skills, with the ability to communicate complex technical, budgetary, and grants administration details to staff, donors, grantees, and Board members.
• Ability to design and implement effective workflow processes and procedures.
• Ability to multi-task, prioritize, and follow through to effectively manage work and meet multiple deadlines.
• Capability to foster an atmosphere which recognizes and respects cultural and individual differences.

Benefits & Remuneration

An attractive remuneration package will be offered to the successful candidates commensurate with experience and qualifications.

Qualified and interested persons should apply strictly to the email address below, enclosing their cover letter; copies of relevant certificates and curriculum vitae indicating three names of traceable referees with valid telephone numbers and email addresses not later than Friday, 25th October, 2024. Only shortlisted candidates will be contacted for interviews.

Email: apzuhr@pih.org with the title of the position indicated on the subject of the email addressing;

The Director of Human Resources and Administration
Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU)
P.O. Box 56
NENO

NB: Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU) is is an equal opportunities employer, so, all qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, tribe, disability status, or any other characteristic protected by law. We strive to provide an inclusive and supportive working environment.

Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU) is committed to safeguarding staff, children and communities with whom we work with. We are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and are protected from sexual exploitation, abuse and sexual harassment. Therefore, any offer of employment is conditional upon the successful completion of applicable background checks.

The Organisation does not charge any fees at any stage of the recruitment process. If you are asked to make a payment at any stage of the recruitment process, please contact vgondwe@pih.org and speakup@pih.org.