Position: Finance and Administration Manager- University of Maryland

Since the 1970’s the University of Maryland, Baltimore (UMB) has been engaged in critical global health initiatives around the world. In September 2009, the Maryland Global Initiatives Corporation (MGIC) was formed as a nonprofit affiliate of UMB to help support the implementation of UMB international programs. UMB through MGIC, currently has offices in Botswana, Kenya, Malawi, Mozambique, Nigeria, Rwanda, Tanzania, and Zambia. MGIC’s administrative operations support the research and clinical programs of the School of Medicine, Institute of Human Virology (IHV) and Center for International Health, Education & Biosecurity (Ciheb) and other UMB entities.

MGIC supports the Government of Kenya in expanding HIV service capacity and surveillance through a host of initiatives funded under the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR).

To ensure seamless management of the Finance and Administration functions of MGIC through providing oversight of project expenditures in close collaboration with the Head Office Finance Leads and the Country Director. The position is responsible for tracking payments, overseeing payroll expenses, managing monthly imprest, preparing cost analysis reports and other financial reports and for overseeing the day to day administrative and operational aspects of the institution in compliance with Government of Kenya, MGIC and donor policies and regulations.

Duties 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:

• 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;
• Processing of payments and receipts;
• Preparation of accurate monthly reports and timely submission
• Preparation of monthly wire projections/cash forecasts
• Timely and accurate payroll preparation and payments of salaries and statutory deductions;
• 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;
• Act as co-signatory to all payments, adjustments and transfer vouchers;
• Ensure disclosure of all VAT payments in the books for exemption purposes;
• Maintenance of a proper system of advances to employees, according to MGIC policies, ensuring effective and optimum utilization of resources within the program
• Preparation of audit support schedules and accounts and compilation of the audit file.
• Facilitation of internal / external audits

2)    Administration Function

System Management:

• Ensure consistent adherence to MGIC policies and procedures as well as Government of Kenya regulations in its operations
• Ensure prompt filing of returns to the NGO Board
• Supervision of staff as designated by the Country Director including the Administration, Logistics and Finance Teams
• Coordination of staff development thought training and other relevant approaches

Asset Management;

• Ensure that MGIC assets are managed and used according to donor and MGIC regulations
• Review of all documentation related to the procurement of MGIC assets and commodities for accuracy and ensure compliance to Donor & MGIC regulations
• Ensure appropriate insurance coverage
• 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.

Qualifications

Education

• Degree in Business, Accounting, Finance or related field.

Experience, Knowledge, and Skills

Experience:

• At least five years of experience in financial management for large complex projects
• At least five years of experience working under USAID /CDC funded projects
• Professional level of oral and written fluency in English language.

Professional Qualifications

• CPA(K) Qualification is a must

All your information will be kept confidential according to EEO guidelines.

For application see; https://jobs.smartrecruiters.com/MarylandGlobalInitiativesCorporation/743999787504608-finance-and-administration-manager