Uganda: PHIA Project - Finance and Administration Manager – Uganda

ICAP at Columbia University is an international non-profit organization that aims to ensure the wellness of families and communities by strengthening health systems around the world. In partnership with the United States Centers for Disease Control and Prevention (CDC), ICAP will conduct Population-based HIV Impact Assessments (PHIA) in specific PEPFAR-supported countries. Each PHIA will define the status of the national HIV epidemic, guide allocation of resources based on evidence, and integrate capacity building of country stakeholders in the design, conduct, analysis, and use of PHIAs.

ICAP, in partnership with the Ministry of Health (MoH) and the Centers for Disease Control and Prevention (CDC), is planning to conduct a PHIA to estimate the population-level impact of the national HIV prevention, care and treatment programs in Uganda. In addition to providing important programmatic information to the MoH and relevant stakeholders, this assessment of the national HIV program is of great value to HIV researchers and public health experts around the world.

Reporting to the Project Director of the Uganda PHIA, the Finance and Administration Manager will oversee all finance and administration functions of PHIA in Uganda, including budget development and tracking, financial management and reporting, compliance, subcontracts, procurement, human resources and office management. The Finance and Administration Manager builds, maintains and supervises a strong administrative team.

This position is grant funded.

Location: Kampala, Uganda

Major Accountabilities:

• Develop, manage and regularly review ICAP finance and administration procedures to ensure efficiency and compliance to Columbia University/funder rules and regulations; serve as the primary custodian of all financial transactions; establish and manage financial systems to ensure transparency, accountability and accuracy of all financial data; establish and maintain financial procedures, ensuring adequate segregation of duties are maintained
• Develop and monitor the PHIA budget, in accordance with pre-established ICAP, Columbia University and donor guidelines; prepare forecasts of programmatic and operational costs, ensuring the availability of funds to meet financial needs; ensure that advances are reconciled in accordance with procedures and required deadlines
• Establish and maintain solid professional relationships with vendors, ensuring that all payments are made timely and that products and services are delivered in accordance with established standards; ensure that ICAP meets donor financial and administrative requirements, and apply fiscal controls and compliance procedures
• Conduct periodic pipeline and burn rate analyses, audits of actual expenses and budget-to-actual comparisons; present relevant reports to internal and external audiences to facilitate financial and programmatic planning and monitoring
• Perform periodic training for staff and partners in financial systems and policies
• Serve as lead liaison to ICAP headquarters in New York, to ensure that all administrative and financial obligations of the program are routinely met
• Establish/maintain banking relationships, ensuring transactions are processed timely, accurately, and adequate balances are maintained; ensure timely financial reporting
• Supervise sub agreement development and management process, including negotiation of contracts, development of budgets and provision of technical assistance to sub grantees, in close coordination with the ICAP-New York sub award team, to ensure effective management of funds and financial reporting
• Oversee procurement of office and program-related equipment, ensuring adherence to all donor, Columbia University and local Ugandan regulations; maintain appropriate inventory of supplies and equipment, taking special care to ensure that all items are adequately documented and costs are appropriately chronicled; ensure that bid analysis is done and filed as part of the supporting documents for all purchases
• Ensure effective and smooth office operations, including security and transportation management of a fleet of vehicles; review the logs of vehicles maintenance; review the property log at least once a quarter; ensure that insurance policies are updated when new items are purchased
• Performs other related duties, as directed

Travel Requirements

• Frequent travel to field sites is required

Education:

• Masters of Business Administration (MBA) and/or ACCA accreditation

Experience, Skills & Minimum Required Qualifications:

• Minimum seven (7) years of relevant work experience with at least five (5) years of work experience at an international NGO
• Demonstrated experience analysing and interpreting financial data
• Sound knowledge of accounting principles and techniques required; experience with accounting software, such as QuickBooks, is a plus
• Strong supervisory and management skills and demonstrated experience in the supervision of finance and administrative staff
• Demonstrated experience working independently with minimal supervision, reliably establishing priorities and meeting deadlines
• Advanced proficiency in Word and PowerPoint to develop presentations and Excel to develop moderately complex spreadsheets

Experience, Skills & Preferred Qualifications:

• Experience working with international donors required; experience specifically with US Government (USG) donor agencies and familiarity with USG rules and regulations strongly preferred
• Strong writing and verbal communication skills.

Suitably qualified and experienced candidates should send their applications, including a detailed Curriculum Vitae (CV) and cover letter to:
icap-jobs-uganda@columbia.edu

Please indicate position being applied for in the subject line and do not attach certificates

The closing date for receiving applications is 15 November 2015. Only shortlisted candidates will be contacted.

NOTE: These are local hire positions and the successful candidates will be employees of ICAP in Uganda and subject to the local terms and conditions of employment which includes a competitive salary and benefits package.