Finance & Administration Manager

DESCRIPTION

ABOUT VILLAGEREACH

VillageReach is an NGO that develops solutions to critical health system challenges in low-resource

environments, with an emphasis on strengthening the “last mile” of healthcare delivery. VillageReach combines expertise across public health, technology, and business to bring life-saving innovation – new systems, programs and technologies – to scale and sustainability in the world’s most underserved communities.

VillageReach is headquartered in Seattle, WA with offices located in the Democratic Republic of Congo, Malawi and Mozambique.

Summary

Based in Lilongwe Malawi, the Finance & Administration Manager will provide oversight to VillageReach’s administrative and financial operations at all its offices. VillageReach Malawi currently has offices in the following locations; Lilongwe, Balaka, Machinga and Zomba. The Finance & Administration Manager will report directly to the Deputy Country Director. In addition, the position requires close cooperation with VillageReach Headquarters staff in Seattle, USA.

The Finance & Administration Manager will be responsible for the following:

Financial management

• Management of all VillageReach financial operations including, budget review and reporting, monthly financial report review and approval, payroll approval, oversight and management of full cycle accounting using QuickBooks, , financial reporting to headquarters

• Management of cash flow and justification of cash requests to headquarters.

• Management of the internal control environment to promote accuracy and accountability of the accounting system and to prevent fraud.

• Provision of bi-monthly budget versus actual analyses to senior administrative staff and program managers to promote accurate and timely administration of program funds.

• Create and maintain accounting and administrative systems to comply with compliance requirements of USA Government funding

• Supervision of Finance and Administrative staff including Human Resources Officer.

• Management of VillageReach assets and inventory control system including vehicle fleet, computers, phones, and other equipment.

• Management of Human Resources including – Supervision of the Human Resources Officer and provide oversight for recruitment; termination of staff contracts; immigration clearance for visitors or travelling staff; orientation of new staff; management of staff benefits (pension, MASM, and other benefits); maintenance of accurate and complete personnel files for all employees, assurance of accurate and compliant time keeping for all staff.

• Maintenance of VillageReach Policies and Procedures including, in coordination with VillageReach headquarters, development of new policies, periodic reviews of existing policies and procedures, enforcement of policies, and making revisions as necessary.

• Represent VillageReach at the INGO Forum and other relevant events and forums as needed.

• Work with the Malawi Country Director and Deputy Country Director to ensure all VillageReach activities adhere to the laws and regulations of Malawi, requirements of the Ministry of Health, and meet overall operational standards of VillageReach and its funders including USAID requirements and standards.

• Manage VillageReach registration in CONGOMA and NGO Board as well as other necessary licenses.

• Work with the Country Director to organize and provide professional administrative support to VillageReach Malawi Board meetings.

• Maintain regular communication with headquarters in Seattle on administrative and financial matters.

• Manage the annual financial audit for VillageReach in Malawi, including engaging auditors.

• Conduct monthly internal audits in the field to ensure compliance with the VillageReach policies.

Administration and Human Resources Management

Other duties

• Other responsibilities that may be assigned by the Deputy Country Director and/or Malawi Country Director.

• Interpersonal Skills: Conduct oneself with sensitivity, awareness and respect when working with diverse groups of people, including VillageReach staff, beneficiaries, donors and partners.

• Dependability: Act at all times as a reliable and effective team player, volunteering to help without being asked.

• Initiative and Results: Proactively enhance the quality of programs, outputs, workplace environment and relationships.

• Representation: Represent VillageReach and its programs by demonstrating a personal commitment to the mission and values of VillageReach and a sound knowledge of the organization, its principles and its programs

• Leadership and Social Entrepreneurship: Demonstrate leadership by being a positive example to others, a positive force programmatically and organizationally; foster a culture of innovation.

• Commitment to Learning and Growth: Demonstrate commitment to develop, acquire, document and apply best practices in related fields, and apply solutions to obstacles to organizational effectiveness.

• Consistency: Demonstrate consistent and productive attendance and work record.

Supervisory Responsibilities

This position directly supervises up to 3 employees (Finance and Administration Officer, Human Resources Officer, Administration Officer). The post holder is expected to carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and onboarding employees; planning, assigning and directing work; monitoring performance; rewarding and disciplining employees; and addressing complaints and resolving problems.

Competencies

The following competencies reflect both what is expected of all VillageReach employees and of an individual in this specific role.

• Interpersonal Skills: Conduct oneself with sensitivity, awareness and respect when working with diverse groups of people, including VillageReach staff, beneficiaries, donors and partners.

• Dependability: Act at all times as a reliable and effective team player, volunteering to help without being asked.

• Initiative and Results: Proactively enhance the quality of programs, outputs, workplace environment and relationships.

• Representation: Represent VillageReach and its programs by demonstrating a personal commitment to the mission and values of VillageReach and a sound knowledge of the organization, its principles and its programs

• Leadership and Social Entrepreneurship: Demonstrate leadership by being a positive example to others, a positive force programmatically and organizationally; foster a culture of innovation.

• Commitment to Learning and Growth: Demonstrate commitment to develop, acquire, document and apply best practices in related fields, and apply solutions to obstacles to organizational effectiveness.

• Consistency: Demonstrate consistent and productive attendance and work record.

Compliance: Follow VillageReach policies and procedures.

Integrity: Exercise honesty in carrying out responsibilities

REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:

• A Bachelor’s degree in Accountancy, or related field and minimum of five years’ work experience in similar position; or Master’s degree/ status as a Chartered Accountant and a minimum of two years’ relevant work experience.

• Extensive experience establishing and using QuickBooks

• Demonstrated knowledge of accounting theory and subsidiary/parent intercompany accounting and accruals.

• Familiarity with USAID and other donor compliance requirements.

• Work experience with an INGO strongly preferred.

• Familiarity with regulations guiding NGO operations in Malawi.

• Established cultural competency in partnering with racial, cultural and linguistically diverse groups.

• Demonstrated understanding of challenges with working in rural, underserved and low-income context.

• Proficient in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) and comfortable in a fast-paced technical environment.

• Fluent in English and Chichewa preferred

• Ability to travel locally up to 25% of the time

• Ability to prioritize and perform multiple tasks, solve problems, and meet significant deadlines and requirements

• Knowledge of donor agencies granting processes, procedures and reporting requirements is desirable

• Membership in Society of Accountants in Malawi (SOCAM) is desirable

Other Qualifications/ Experience:

Environment and Physical Demands

This full time office work position may at times require movement from one office to another, or to another location within Lilongwe to carry out relevant functions. This position does not demand heavy weight lifting apart from normal office files. The noise level in the work environment is usually quiet, apart from when the generator is running to provide electricity to the building. VillageReach Malawi currently has 4 offices locates in Lilongwe, Balaka, Machinga and Zomba. This position will require travel each month to the 4 offices. The farthest office is at least 4 hours away from Lilongwe (one way).

APPLICATION INFORMATION:

This is an immediate hire and therefore resumes will be reviewed on a rolling basis until January 7, 2018. To apply, please submit your resume and a cover letter to our online portal by clicking "Apply for this job" below.

COMMITMENT TO DIVERSITY & INCLUSION:

VillageReach is committed to workforce diversity. We believe that diverse, equitably weighted perspectives foster an organizational capacity to create novel solutions that improve health in the most underserved and hard-to-reach areas. To align our values, innovations and impact, VillageReach is committed to recruiting and retaining a diverse global workforce.

Link to use when applying

https://villagereach-international-postings.workable.com/j/0E37F9C2D1