Finance and Operations Manager – Health Policy Plus (HP+) Full-Time

Position Summary

Health Policy Plus (HP+) is a USAID-funded $185 million project awarded to Palladium in August 2015. HP+ has a mandate across global, country and sub-national levels to strengthen and advance health policy priorities in the areas of family planning and reproductive health (FP/RH), HIV, and maternal health. It aims to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through policy development and implementation, with an emphasis on voluntary, rights-based health programs, and by strengthening in-country partners’ capacity to navigate complex environments for effective policy design, implementation, and financing aligned to their priorities. HP+ provides technical assistance to governments, civil society, and the private sector to effectively engage in domestic resource mobilization (DRM), put in place sustainable financing and accountability mechanisms, and make progress toward global, national, and subnational health goals.

The Finance and Operations Manager will be based in Maputo, Mozambique and is responsible for ensuring compliance with the Mozambique government, donor, and Palladium policies and procedures in the areas of finance and office administration. They will report to the HP+ Mozambique Country Representative.

Key tasks and duties may include the following:

Finance

• Serve as the lead in managing all financial, administrative and operational items with respect to USAID and Palladium’s rules and regulations while ensuring compliance with local laws and regulations;
• Work with the Country Representative, Country Activity Manager (CAM) and Operations Manager in Washington, DC to develop annual budgets, projections, financial plans, costing estimates and monthly cash forecasting;
• Assist in establishing, maintaining, and updating organizational financial policies and procedures to guide the work of project staff and management;
• Maintain regular communication with the DC office by providing relevant and timely financial information for planning and decision making purposes;
• Assist in establishing project bank account in-country; manage project bank account;
• Complete monthly payroll accurately and on time, keep accurate and updated records and conducts regular reviews of staffing financial information; coordinate with local ADP partner to ensures appropriate employment taxes are paid to appropriate country agencies;
• Process timely payments to vendors and contractors, consultants and other relevant parties and ensure proper documentation is present; tracks all tax withholding information that is readily updated and available to project leadership;
• Participate in weekly meetings (phone or Skype) with the DC office staff to discuss financial items;
• Ensure field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance of chart of accounts and project charge code(s);
• Prepare cost-share reports, as necessary;
• When applicable, assist with an internal or external audit activity;

Procurement

• Negotiate, administer, and assure compliance with agreements to include but not limited to: Contracts, Purchase Orders and Task Orders. Support generally covers the full agreement life-cycle, from program award through close-out;
• Ensure that the USG procurement procedures are adhered to and colleagues are familiar with the process;
• Conduct due diligence review of consultants/contractors and collaborate with the technical staff to monitor the consultants/contractors technical performance and achievement of deliverables as per Consultancy Agreement before processing of payment ;
• Ensure that before any purchase takes place relevant authorization has been obtained;
• Maintain systems for tracking contractual documents, correspondence and reporting; applying records management policy;
• Monitor and ensure compliance with Palladium procurement policies, Federal Acquisitions Regulations (FAR), AIDAR, and other government regulations; update/trainproject team with changes or modifications accordingly;
• Book venues and make arrangements for workshops and events and ensure that relevant materials and equipment are available at the venue.

Operational Functions:

• Coordinate and track all domestic and international travel on HP+ Mozambique business.  This includes assisting with the preparation of monthly travel log reports and entering international travel on HP+ intranet;
• Assist Country Representative in procuring suitable office space for HP+ Mozambique project, then maintain lease contract;
• Ensure office utilities payments are made in timely manner;
• Track office supply expenses and keep adequate stock of stationery, refreshments and cleaning materials;
• Oversee the maintenance of general spaces and reception area in office, including coordinating visitors and answering phones;
• Ensure implementation of, and adherence to Human Resources policies, including compliance with national labor legislation;
• Remind employees to complete and submit timesheets for each period, and for supervisors to approve them in a timely fashion;
• Perform any other responsibilities as may be directed.

Qualifications, Experience and Skills

• Minimum of a bachelor’s degree in accounting, finance, business administration or related field;
• Minimum of five years related experience required, or an equivalent combination of education and applicable experience;
• Proven general acceptable accounting principles experience;
• Experience in government contracting services environment, specifically with international donors;
• Track record of protecting confidential information and adherence to due diligence procedures;
• Excellence with MS Office – Word, Excel, and PowerPoint;
• Ability to use Outlook to schedule meetings with multiple attendees in multiple locations;
• Excellent time management and organizational skills;
• Excellent oral and written communications skills;
• Excellent attention to detail:
• Professional working proficiency in Portuguese and English is required.

Company Overview:

Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved – and is committed to continuing to improve – economies, societies and most importantly, people’s lives.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.