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Finance & Administrative Manager

Published on 02.12.2020


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Position : Finance & Administrative Manager

Jhpiego seeks a Finance and Administrative Manager (FAM) to provide financial and administrative management and compliance for an upcoming CDC opportunity, “Strengthening Capacity within the Zambian Ministry of Health for Health Information Systems Sustainability in Support of a Data Driven National HIV/AIDS Response under the President's Emergency Plan for AIDS Relief (PEPFAR)”. The project aims to continue supporting Zambia’s national health information systems (HIS) to digitize health interactions for people living with HIV/AIDS (PLHIV), and facilitate improved quality of care and health outcomes, focusing on facilitating skills transfer to the Ministry of Health (MOH), and local institutions, as a last-mile step towards the sustainability of implementation beyond epidemic control. The project will operate over a [five-year] period. The FAM will work closely with key project staff to ensure the integrity of financial and administrative operations, including strengthening internal controls to reduce and minimize risk and ensure compliance with Jhpiego, CDC and Government of Zambia regulations, and oversee all financial, contractual, information technology, human resources, and procurement aspects for the project. The FAM will ensure that the financial reports are compatible with standard accounting practices and follow Jhpiego, PEPFAR, and CDC rules and regulations.


  • Oversee all financial planning, budgeting, and reporting for the project, and provide guidance to the Project Director and Country Director regarding the financial requirements of the project and operations.
  • Ensure accurate financial, contractual and administrative reporting of the project compliant with Jhpiego, PEPFAR, and CDC rules and regulations, and terms and conditions of the award.
  • Oversee day-to-day coordination of financial activities ensuring cost efficiency.
  • Maintain and administer an onsite financial accounting and bookkeeping system (QuickBooks) required to assure the integrity and effective performance of financial operations and prepare monthly analysis and reports.
  • Manage all subgrants, ensuring compliance and reporting of subgrantees, and building their capacity as needed.
  • Oversee project’s day-to-day cash needs and monthly cash flow projections, payments, procurement, contracts, sub-grants, reviewing/processing invoices, district office start-up, if applicable, operation systems, policies and procedures, consultant payments.
  • Provide guidance to project team members regarding the financial requirements of the project and office operations in compliance with CDC, PEPFAR, Johns Hopkins University, and Jhpiego procedures and policies.
  • Lead the development, monitoring and review of project budgets; review monthly financial analysis and budget vs. expense reports to determine reasonableness of variances and take appropriate actions as required.
  • Provide guidance, monitoring and support to project team, including procurement for goods and services, logistical support for local and international travel (including expense reports) for staff and consultants, contracts development and management and maintenance of office inventory
  • Facilitate the work of internal compliance reviews and external audits and ensure that financial records are properly maintained and readily available during audits.
  • Direct and oversee the monitoring and annual auditing of cost-share requirements, tracking and reporting
  • Contribute to developing work plans and annual budgets for project activities and local office costs
  • Ensure that CDC resources are appropriately directed to project priorities and are in line with project work plans
  • Provide financial reports, including pipeline analysis, quarterly project reports, as requested by the donor
  • Mentor, support, supervise and manage a team of highly qualified staff and align their efforts in concert with project goals to ensure rapid and sustainable results
  • Ensure that Jhpiego human resources and administrative procedures are in place for the project and staff are in compliance. These include time keeping, tracking of leave, sick days, absence, personnel employment records, and other human resources actions.
  • As part of the project SMT, provide high-level finance and operations management, leadership on budget and expenditure monitoring, financial reporting, and contract matters to ensure timely and effective implementation.
  • Service as the primary project liaison with the Jhpiego Baltimore office team for finance and administrative areas and provide regular updates, and escalate issues that require follow up support.
Required profile for job ad : Finance & Administrative Manager
  • Bachelor’s degree in Accounting, Business Administration, Finance, or relevant field and seven years of finance and administrative experience; preference for an advanced degree and/or additional qualifications (ACCA, CIMA).
  • At least eight of experience with financial analysis, financial reporting, cash flow analysis, budget development and forecasting, preferably on international health projects
  • At least seven years’ experience providing financial planning and management, human resources and procurement for projects in Zambia
  • Seven or more years of senior-level work experience with CDC or other donor-funded projects, with a strong preference for PEPFAR experience.
  • Previous direct supervisory experience of professional and support staff.
  • In-depth knowledge of CDC and PEPFAR funded projects, regulations, compliance and reporting requirements.
  • Knowledge of USG cost principles, including CDC/PEPFAR regulations, GAAP accounting rules and grants contract management
  • Demonstrated experience organizing resources and establishing priorities
  • Subcontract or subgrant financial management experience
  • Knowledge of financing mechanisms - contracts and grants and their relevant terms and conditions
  • Experience developing and/or implementing finance and accounting policies, procedures and systems
  • Experience working in Zambia
  • Excellent verbal, written, interpersonal, and presentation skills in English
  • Demonstrated experience and knowledge in establishing project finance systems and overseeing finance-related project start-up and closeout
  • Proven track record monitoring budgets and expenses to stay within obligations
  • Experience hiring and supervising personnel
  • Excellent diplomacy skills and a proven ability to establish and maintain interpersonal and professional relationships with CDC, host-country counterparts and representatives from other key stakeholders such as NGOs, CSOs, and the private sector
  • Excellent skills in facilitation, team building, and coordination
  • Ability to coach, mentor and develop financial and administrative capacity of project staff
  • In depth knowledge financial software applications, databases and spreadsheets, including QuickBooks Enterprise, and Microsoft Office
  • Ability to travel nationally and internationally 20% of time
Job criteria for job ad : Finance & Administrative Manager
Job category :
Accounting, controlling, finance
Industries :
Associative activities
Health, pharmacy, hospitals, medical equipment
Employment type :
Permanent contract
Region :
Central - Copperbelt - Eastern - Luapula - Lusaka - Muchinga - North-Western - Northern - Southern - Western
Experience level :
5 to 10 years
Educational level :
Spoken language :
Number of Position(s) : 1

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