Finance and Administration Manager at John Snow Inc April, 2020 52 views

Background

inSupply Health is an independent, regional advisory firm based in Nairobi, with a branch in Dar es Salaam, that is pioneering new approaches to improve public health supply chains in East Africa. Drawing on the experience of our John Snow Inc. (JSI) affiliation, our team of dynamic local consultants works closely with public and private sector clients to design optimized, responsive and resilient supply chain systems. inSupply deploys systems that deliver essential health products such as antimalarial and HIV medications, vaccines and contraceptives in complex settings. We take proven methodologies from the commercial sector and adapt them to local conditions. We involve our clients closely in shaping their supply chains so they can own, implement and continuously improve their systems over the long term. We specialize in: developing supply chain maturity strategies, building organizational capacity for supply chains, designing and implementing data-driven, optimized supply chain systems and quantifying health commodity needs. inSupply doesn’t just help our clients select the right technology for better supply chain management. We also invest in people and processes, helping to build a culture of data use and continuous improvement.

Job summary:

inSupply is searching for a Finance and Administration Manager (FAM), based in Nairobi, to lead the finance, operations and administration of this startup. S/he will lead the financial, administrative, and operational functions for inSupply, developing and reviewing them as needed as the organization evolves, and support new business development with budgets and cost proposals. Key responsibilities will include organizational compliance, risk management and constant review of operational effectiveness and efficiencies to ensure the organization remains competitive.

Given that inSupply Health is a young, start-up organization, our ideal candidate has an entrepreneurial mindset, is passionate, energetic, and curious, has strong ethics, high standards of integrity, confidentiality and a flexible and adaptive thinker who is self-driven and self-managing, team oriented and who seeks robust, creative solutions to problems. S/he has a strong background in finance, accounting, operations, administration, human resources, and team management, and must have the ability to think strategically. S/he is a Kenyan candidate who is interested in growing with the organization, and is open to and actively seeks regular and specific feedback about all aspects of professional and personal growth.

Responsibilities

Specific responsibilities include, but are not limited to:

  1. Act as the head of Finance and Operations for inSupply Health Ltd and the primary liaison with the JSI US office team for project financial, HR and operational management issues.
  2. Ensure compliance with inSupply and JSI procedures and regulations, as well as any donor rules, in the implementation of projects and organizational activities.

Finance

  1. Open necessary bank accounts and manage funds, including balance monitoring, and bank accounts reconciliations.
  2. Oversee that all transactions are properly booked and entered in inSupply and JSI Quickbooks on a regular and timely basis. Review accounting books monthly to ensure proper use of the coding (Project Numbers) system for all financial transactions; and allowability and reasonableness of costs.
  3. Develop Work Orders between JSI and inSupply, and ensure that invoices are submitted against work orders per the agreed monthly deadline.
  4. Lead preparation and submission of financial reports for donors and clients, including JSI R&T.
  5. Proactively collaborate with the CEO, Activity Managers, and Regional Technical Advisors to project work plan activity costs, staff time allocation per project, and related office and operational costs. Use projections to create cash flow advance requests on a monthly or quarterly basis and submit to the Finance team in the US office.
  6. Manage Petty Cash and Mobile Money (PC/MM): oversee and verify PC/MM journal records, and approve replenishment requests an as needed basis.
  7. Review and approve payments (checks and transfers); including payments for vendors.
  8. Oversee procurement process for inSupply. This includes reviewing and approving quotations, bid analysis and final selection.
  9. Provide support and/or lead budget preparation for cost proposals and new business opportunities.
  10. Provide overall field office financial information to the Project Director and Finance and Operations Manager, quarterly or as needed, and bring to their attention any potential problems that surface during the analysis.
  11. Support the Finance and Operations Manager in the US on contracts and subcontracts management.
  12. Provide similar support for other JSI projects, if and when needed.

Administration and Human Resources

  1. Directly supervise and provide needed mentorship coaching and training for members of the Finance and Administration team.
  2. Oversee the upkeep of the office, including managing supplies, daily cleaning and needed repairs
  3. Ensure the maintenance of organizational inventory and updating of inventory management records. Report relevant information to the CEO.
  4. Lead review, updating and adherence to Local Hire Employee Manual as well as the Operations Manual which outline all project policies and guidelines in areas such as personnel matters including benefits and responsibilities, project administration, vehicle use, perdiem, insurance, medical, leave and retirement
  5. Manage Kenya personnel issues, including preparing contracts for new employees, maintain staff attendance records/timesheets/leave requests.
  6. Administer benefits (health insurance, provident funds, etc.), including the procurement and contracting of benefit providers.
  7. Assist in identifying and contracting local personnel ranging from office support staff to professional consultants, when needed.
  8. Manage and track staff salaries and fringe benefits and ensure personnel files are complete and up-to-date.
  9. Supervise vehicle usage – review vehicle log sheets to ensure they are appropriately maintained, assess condition of vehicles, and maintain report of expenditures (fuel/maintenance/etc.).
  10. Ensure timely settlement of office bills like telephone, electricity, water and internet.
  11. Oversee travel preparations for visiting staff on short-term consultancies, including hotel and transportation arrangements.
  12. Act as the main point of contact with Auditors.
  13. Participate in administrative/finance conference calls with the US Offices, on a weekly basis.
  14. Other tasks as needed.

Qualifications:

  • A university degree in administration, accounting, finance or related field.
  • 8-10 years of experience in administration and accounting for international organizations.
  • Experience with local labor law and using iTax for payroll and business purposes
  • Self-managing with ability to independently plan, execute and complete tasks while addressing daily operational details
  • Organized and focused on long-term deadlines and strategy highly desirable
  • Ability to assess problems and develop solutions
  • Experience with QuickBooks or other accounting software required.
  • Experience in budgeting for cost proposals/new business development required.
  • Work experience with a USAID, Bill & Melinda Gates Foundation or other donor funded project desirable.
  • Demonstrated ability to work cooperatively in a team environment and supervise others.
  • Ability to maintain confidentiality, a positive work ethic and integrity.
  • Pro-active attitude and team player.
  • Excellent oral and written command of the English language.
  • Computer skills: Microsoft Word, Microsoft Excel, and Gmail.

Interested and qualified candidates are kindly invited to send a cover letter and resume as one pdf document with the subject: “Finance and Administration Manager” not later than April 17, 2020 to [email protected]

 

Only candidates can apply for this job.

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