Finance and Administration Manager, August 2021 – NGO Jobs


EpiC Botswana Finance and Administration Manager

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of EpiC Botswana Finance and Administration Manager for the EpiC project in Botswana. The position will be based in Gaborone, Botswana.

EpiC Botswana Project Description:

Meeting Targets and Maintaining Epidemic Control (EpiC) is a five-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID). EpiC Botswana builds on the successful investments in Key populations (KP) programming from the USAID-funded, FHI 360-led Linkages Across the Continuum of HIV Services for Key Populations Affected by HIV (LINKAGES) project which operated in Botswana from 2014 – 2020 and the Accelerating Progress in Communities program which implemented from 2019-2021 in Botswana. EpiC is dedicated to achieving and maintaining HIV epidemic control and the project provides strategic technical assistance (TA) and direct service delivery (DSD) to break through barriers to 95-95-95 and promote self-reliant management of national HIV programs by improving HIV case-finding, prevention, and treatment programming. In 2022, FHI 360 through EpiC will be building on the successes of previous programming to expand HIV case finding in the community (including through self-testing), optimize treatment initiation (same-day or fast track initiation), and support treatment continuity including through multi-month dispensing and implementing decentralized drug distribution models. EpiC will increase the uptake of PrEP and provide HIV care to survivors of gender-based violence (GBV). Additionally, EpiC will support the rollout and launch of the National Guidelines for Implementation of Integrated Community-Based Health Services through close coordination with USAID/Botswana and the Ministry of Health and Wellness. The program will target services to key (men who have sex with men, people in prison, female sex workers, transgender people, and people who inject drugs) and priority populations (including adolescent goals and young women and at-risk men) in Botswana in ten districts: Greater Gaborone, Francistown, Ngamiland, Chobe, Selibe-Phikwe, Palapye/Serowe, Boteti, Kweneng East, and South East.

Job description:

The EpiC Botswana Finance and Administration Manager will be responsible for the overall financial management and administration of the EpiC project in Botswana. The Manager will ensure compliance with FHI 360 and USAID financial and accounting procedures, rules, and regulations; will lead budget development, financial reporting, monitor program expenditures; and maintain financial filing systems. The Manager will be responsible for overseeing the sub-award management in collaboration with the grants team, monitoring and compliance and will provide capacity development and technical support to sub-recipients to strengthen their grant management systems and ensure strong management of sub-agreements. The position will 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. The Manager will ensure that USAID resources are appropriately directed to project priorities and are in line with project work plans. This position will also oversee administrative procedures for the project and ensure program actions are in compliance with USG and FHI 360 regulations including procurement, travel, human resources, and other administrative policies. S/he will work closely with FHI 360 country, regional and HQ offices to monitor and ensure the financial health of the project and to prepare internal and external reports and deliverables.

Suitably qualified candidates openly living with HIV and/or who are representative of key populations affected by HIV are also actively encouraged to apply.

Position Responsibilities

  • Prepare and review workplan and other budgets for EpiC Botswana;
  • Prepare all financial reports for EpiC Botswana;
  • Track and monitor project expenditures against budget; including preparing monthly pipeline analyses for HQ EpiC team;
  • Manage EpiC Botswana charge codes and chart of accounts;
  • Manage EpiC Botswana sub-recipients across regions, including conducting pre-award assessments, reviewing monthly financial reports, coordinating reimbursements, posting approved expenditures, develop and managing sub-recipient monitoring plans;
  • Assist staff to correctly interpret and apply FHI 360, USAID, and EpiC policies, systems, and regulations related to finance and budget management;
  • Identify areas of financial risk and in consultation with project director and HQ financial staff, employ solutions to mitigate risk;
  • Provide ongoing capacity strengthening and mentorship to sub-recipients to strengthen financial and management systems for increased accountability and ownership in managing USG funds; conduct site visits to build financial management capacity and ensure compliance;
  • Coordinate PEPFAR expenditure reports on an annual basis;
  • Develop EpiC Botswana procurement plan and oversee proper procurement procedures for supplies and equipment;
  • Support and coordinate other operations activities including travel, logistics, other administrative tasks;
  • Coordinate with country office HR for all HR-related matters for project staff;
  • Supervise a team supporting logistics, subaward management, travel, administration, and other operations functions including staff in regional offices;
  • Regularly review the status of project funds and prepares monthly cash requests;
  • Post data into financial systems, ensuring that financial information is processed accurately and generates timely and reliable reports;
  • Provide support as needed on bank reconciliations;
  • Conducts trainings for non-finance project staff as well as subrecipient staff on financial and grants management;
  • Management of timely sub-awardee advance and liquidation process;
  • Coordination with the program team to ensure sub-awardee questioned costs are addressed timeously;
  • Ensure SFR, OCIA, internal control and other systemic findings under sub-recipients are addressed and fixed in a timely fashion; and
  • Work with the program on seamless start up and /or close out processes of sub-awards.

Minimum Qualifications:

  • Bachelor’s Degree in Accounting or Finance with at least 5-8 years of experience; CPA, ACA, or any other relevant professional qualification is desirable.
  • Or Master’s Degree with at least 5 years of related experience that must reflect the knowledge, skills and abilities listed above.
  • Minimum of 3 years’ experience in financial management and reporting.
  • Minimum of 3 years working experience in grants management.
  • Experience with and knowledge of  U.S. government rules and regulations and experience working in an international NGO environment desirable.
  • Knowledge of generally accepted accounting, budgeting and fiscal control theory and practices.
  • Budget monitoring and general ledger skills.
  • Relevant software skills including automated accounting software, database spreadsheets and Management Information Systems.
  • Previous supervisory experience
  • Resourceful through technology, research skills, and relationship building among several organization teams and units and professional organizations to resolve problems and initiate enhancements.
  • Familiarity with Botswana public health sector, non-governmental organizations (NGOs) and community-based organizations (CBOs) is highly desirable.
  • Previous experience working with USAID or PEPFAR supported program is highly preferred.
  • Cultural sensitivity and sound understanding of the needs of key and vulnerable populations in Botswana is an asset.
  • Ability to respond to inquiries independently and follow-up on requests in an efficient manner.
  • With minimal supervision, manage high volume of workflow efficiently.
  • Ability to handle financial and quantitative information with accuracy and precision; resourceful in gathering, verifying, and analyzing financial data as well as experience with computer spreadsheets.
  • Ability to interpret financial information and reports
  • Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
  • High degree of proficiency in written and spoken English communication.
  • Proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint.

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

Please click here to continue searching FHI 360’s Career Portal.

More Information

  • Job City Gaborone, Botswana


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