Description
Ref No: req10039
Background
USAID has selected Palladium to implement the Translating Data for Implementation (Data.fi) award. Data.FI 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 Manager is a full-time position to support the local activities and oversee the Nigeria Data.FI project finances through an office based in Abuja, Nigeria.
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 Requirement:
The position reports to the Country Director on a day-to-day basis with specific financial reporting to the Finance & Operations staff at Palladium’s US health practices area in Washington, DC.
This position will also supervise the Finance & Admin Officer located in Abuja, Nigeria.
Key Responsibilities
Oversee day-to-day financial management and accounting for the projects; maintains and manage financial accounts in coordination with Country Director and the Palladium DC office;
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 local Country Director, Activity Manager (AM) and Project Implementation Manager in Washington DC to develop annual budgets, projections, financial plans, costing estimates and monthly cash forecasting;
Maintain regular communication with the senior management 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 Operations 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;
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 or Skype) with Washington DC Program & Operations staff to discuss financial items;
Ensure field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance of chart of accounts and project charge code(s);
When applicable, assist with an internal or external audit activity;
Establish processes and systems to manage, disburse and oversee small grants, as required;
Perform any other responsibilities as may be directed.
Required 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 operations management with an international organization and USG contracts preferred (including office management, HR, finance, IT, and logistics).
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.
High level of computer literacy.
Proven experience in managing expenditure within budget.
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Job Ref.: req10049
Primary Duties and Responsibilities
Nigeria Integrated Health Program is an integrated health program with an expanded effort with the Government of Nigeria (GON) to identify and support rapid scale-up of proven interventions through improvement of service delivery and strengthening of health systems. It will focus its support for service delivery in six intervention areas: family planning, malaria, routine immunization, nutrition, maternal/new born health, and treatment of childhood pneumonia/diarrhea. It has a strong emphasis on monitoring, evaluation and learning.
This program will work closely with state-level government officials to support established state-level Health and Development Plans, build capacity, and promote ownership of interventions, systems, and results. Specific interventions will need to be tailored to local contexts and will be fully developed at state and Local Government Area (LGA) levels. Through agreements with individual states, the program’s potential breadth is the entire country with an emphasis on the north.
Budget, Accounting and Financial Management:
Ensure all finances are managed in alignment with the Nigerian government regulations, company and client’s financial policies and procedures.
Liaise with project team in Field Office and HQ to prepare, review and revise project budgets and expenditure forecasts.
Forecast project expenditures through field office, timely submit field cash requests and manage cash flows in field office.
Communicate and follow up with relevant suppliers, consultants, vendors, contractors and staff with regards to invoices, payments, advances or finances.
Reconcile and review invoices for payments. Ensure necessary review, deliverables, and approvals before issuing payments. Write checks and issue payments.
Ensure applicable tax withholding and deductions are taken care of as per the Nigerian laws and regulations.
Maintain up to date bank and petty cash account transaction records and supporting documentations.
Record all financial transactions in the financial templates provided by HQ, accurately and in a timely fashion. Prepare, review and submit regular field vouchers and financial reports to HQ, as required.
Collect bank statements for the bank accounts, review cash book, and reconcile the accounts.
Review monthly financial reports and inform/update expenditure forecast/budget on regular basis.
Prepare financial report as necessary and provide necessary financial support to the project.
Process for applicable tax exemptions and VAT reimbursements during or after procurements in collaboration with the Nigeria Compliance Manager.
Assist in end of year financial audit, as required.
Work closely with the Operations Officer for daily tasks and project management
Grants Management Support:
Review recipients’ finance vouchers
Process recipients’ invoices and payments
Required Qualifications
University graduate in Financial Management, Business Administration, Accounting, Economics or other relevant field.
At least 3-5 years of work experience in broader finance, accounts and operations management with an international organization and
USG contracts experience preferred (including office management, HR, finance, IT, and logistics);
Able to communicate effectively and excellent interpersonal skills to form effective working relationships at all levels;
High level of computer literacy (proficiency in MS Excel would be added advantage)
Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times;
Cross-functional team player;
Results oriented and attention to detail;
Proven experience in managing expenditures within budget
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