Job Description

University of Maryland

School of Medicine

Job Advertisement: Finance and Administration Manager

Location: Nairobi

Background: UMB’s international health programs are delivered through a global health office (Maryland Global Initiatives Corporation – MGIC) registered in country as MGIC Kenya and, are housed under the university’s Institute of Human Virology, School of Medicine.

Through these programs UMB has provided advanced training in HIV and infectious diseases to health workers and students around the world; provided technical support to national, regional and county governments in the development of HIV policies, guidelines and implementation support to facility teams for the provision of quality HIV services.

In Kenya, UMB started operations in 2004 and has implemented several programs funded under the Presidential Emergency Plan for AIDS Relief (PEPFAR). In Kenya Maryland Global Initiative is registered as branch under the Certificate of Compliance.

Objective of the position: To ensure seamless management of the Finance and Administration functions of MGIC Kenya through providing oversight of project expenditures in close collaboration with the Head Office Finance Leads and the Country Director.

The position is responsible overseeing the day to day financial, administrative and operational aspects of the institution in compliance with Government of Kenya, MGIC and donor policies
and regulations.

Roles and Responsibilities

1) Finance Function: To ensure accuracy and completeness of the financial records through providing oversight and management for the financial and reporting functions. This includes:

a) Maintenance of a sound financial and project management system including use of ERP: checks, deposits, transfers, petty cash, bank reconciliations, advances reconciliation and reallocations to ensure up to date cash book at all times;

b) Processing of payments and receipts;

c) Preparation of accurate monthly reports and timely submission

d) Preparation of monthly wire projections/cash forecasts

e) Timely and accurate payroll preparation and payments of salaries and statutory deductions;

f) Maintenance of a system for the use of the office imprest and undertake monthly cash verification procedures to ensure proper use of the imprest with minimal queries;

g) Act as co-signatory to all payments, adjustments and transfer vouchers;

h) Ensure disclosure of all VAT payments in the books for exemption purposes;

i) Maintenance of a proper system of advances to employees, according to MGIC policies, ensuring effective and optimum utilization of resources within the program

j) Preparation of audit support schedules and accounts and compilation of the audit file.

k) Facilitation of internal / external audits

2) Administration Function

System Management:

a) Ensure consistent adherence to MGIC policies and procedures as well as Government of Kenya regulations in its operations

b) Ensure prompt filing of returns to the NGO Board

c) Supervision of staff as designated by the Country Director including the Administration, Logistics and Finance Teams

d) Coordination of staff development through training and other relevant approaches

Asset Management;

a) Ensure that MGIC assets are managed and used according to donor and MGIC regulations

b) Review of all documentation related to the procurement of MGIC assets and commodities for accuracy and ensure compliance to Donor & MGIC regulations

c) Ensure appropriate insurance coverage

d) In Liaison with the Accounts Assistant; ensure that an up-to-date inventory register of all equipment and materials is maintained and prepare periodic reports for Donors.

Minimum Required Qualifications & Experience

a) Masters in any finance related field

b) Degree in Business, Accounting, Finance or related field.

c) CPA(K) Qualification is a must

d) At least five years’ experience in financial management of large USG funded projects (USAID / CDC contract mechanisms)

e) Professional level of oral and written fluency in English language.

How to Apply:

Kindly send your application that includes a cover letter and an updated CV including names of three professional referees to MGIC_Recruitment@mgic.umaryland.edu on or before 27th October 2021.

Applicants are advised to include the title “Finance and Administration Manager” on the subject line only.

The University of Maryland is an equal opportunity employer.

Only shortlisted candidates will be contacted.

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