Exciting job opportunities with RHITES – Lango

This job has been Expired
Full Time
  • Post Date: March 27, 2018
Job Description

BACKGROUND

John Snow, Inc. (JS!), a leader in the field of international public health, is currently recruiting for the Finance Manager, Contracts & Procurement Manager, Grants Manager, and HR & Admin Manager positions for the Regional Health Integration to Enhance Services-North, Lango (RHITES-N, Lango) Project, funded by the USAID. RHITES-N, Lango will improve the use of integrated health services in Northern Uganda’s Lango region and strengthen the health system to sustain gains made by earlier projects. RHITESN, Lango will contribute to improving key population-based national health indicators; build the capacity of the Ugandan government to carry out a sustainable and locally-driven response to the HIV epidemic, while also improving TB, malaria, nutrition, MNCH+A, and WASH outcomes. JSI will work with Ugandan stakeholders to design and implement health system strengthening strategies to scale up high-impact, evidence-based interventions at the national, sub-regional, district, and community levels. Interventions will include VMMC, virtual elimination of mother-to-child transmission of HIV, antiretroviral therapy, and condom education and distribution. JS! will focus· where the greatest impact can be realized, with a priority on hard-to-reach and high-HIV-prevalence locations.

RHITES-N, Lango is a five-year contract. The JS! team includes Amref Health Africa, Africa CUAMM, Another Option, and Medical Concierge Group.

Job descriptions for the Finance Manager, Contracts & Procurement Manager, Grants Manager, and Human Resources & Administration Manger positions are below. Please send CVs to ug-rhites-n@ug.jsi.com by April 9, 2018.

Position Description:
FINANCE MANAGER 

JOB SUMMARY:
The Finance Manager is a full-time position and will be based in Lira, Uganda. S/he will monitor the JSI financial accounts and systems for the project. The Finance Manager will be responsible for the accounting system and bank accounts, budget tracking and expenditure projections, expense monitoring and financial reporting for the contract. S/he will develop a comprehensive financial disbursement system based on established mobile money and other electronic payment platforms, to limit cash transactions and reduce the risk of fraud. S/he will ensure cost-effectiveness, efficiency and accountability throughout the life of the project. S/ he supervises the Accountant and any other Finance/ Accounts staff; S/he report to the Director of Finance & Administration.

DUTIES AND RESPONSIBILITIES: 

• In collaboration with the Director of Finance & Administration, establish and maintain a financial and administrative systems fulfilling all USAID rules and regulations and in line with JSI financial policies and procedures;

• Develop a comprehensive financial disbursement system based on established mobile money and other electronic payment platforms, to limit cash transactions and reduce the risk of fraud;

• Establish strong internal controls to mitigate against the risk of financial fraud;

• Responsible for supervising the day to day work of the Accountants reporting to her/him;

• Support non-finance staff through in-house trainings;

• Manage the monthly accounting cycle and bank account monitoring and reconciliation;

• Collaborate with Director of Finance & Administration to maintain monthly budget tracking sheet (BTS) and update at least monthly and as necessary in a timely manner and make ready for monthly financial analysis;

• Review and track program budget(s) on at least a quarterly basis, prepare a report for Senior Management;

• Collaborate with the Director of Finance & Administration to prepare the annual PEPFAR Expenditure Analysis report, USAID accruals report and other reports as will be requested;

• Review and monitor field operations budget with the management team; this may include the reviewing activities cost projections;

• Review and certify the monthly payroll, invoices and payment requests;

• Prepare expenditure projections in collaboration with the Director of Finance & Administration and place timely cash flow requests to Headquarters in Boston, USA;

• Review and certify the monthly field accounts documentation, including QuickBooks vouchers and reconciliation reports prepared by the Accountants;

• Respond to queries raised on Finance reports uploaded to FieldLink and resolve them on a timely manner;

• Ensure that outstanding advances at the end of each month are to the minimum level;

• Be a key participant during preparation of work plan and work closely with the technical team to prepare and monitor costed work plans;

• Ensure that all project incurred expenses are paid on a timely manner;

• Develop and maintain an effective professional relationship with JSI’s local bank;

• Ensure that all taxes deducted from staff and vendors are paid monthly to relevant authorities and on time;

• Collaborate with the Grants Manager on the management of the grants program, including the financial monitoring visits, adherence of grantee expenditures to USG policies and procedures, and training of grantee finance/accounting staff as is needed;

• Develop and maintain an Electronic payments system that is efficient to support project activities;

• Prepare quarterly VAT reports and documentation for submission to USAID; and

• Perform any other duties as assigned by supervisor.

QUALIFICATIONS: 

• Minimum Bachelors, Preferred Advanced degree in a finance, accounting, public administration or business-related field;

• CPA is an added advantage;

• At least 7 years of relevant experience in Finance/ Accounting with a USAID project, 5 of which must have been at managerial level;

• Experience working with Mobile Money Transfer systems required;

• Experience with USAID Contracts is an added advantage;

• Demonstrated experience in supervision of support staff;

• Knowledge ofUSAID rules and regulations strongly desired;

• Experience with PEPFAR Expenditure Analysis reports;

• Strong organizational skills;

• Experience with QuickBooks accounting system desired;

• Strong communication and interpersonal skills;

• Demonstrated experience supervising, mentoring, and training staff;

• Fluency in English, written and oral communications skills;

• Extensive knowledge of Microsoft Excel, Microsoft Word, PowerPoint and Access.

Position Description: 
CONTRACTS & PROCUREMENTS MANAGER 

JOB SUMMARY:
The Contracts & Procurements Manager is a full-time position and will be based in Lira, Uganda. S/he will manage all project procurement, ensuring transparency and process integrity in accordance with USAID regulations, JSI Corporate policies and procedures and local laws. S/he will oversee the RFP/RFQ process, including drafting the RFP/RFQ and scope of work, leading evaluations, overseeing bidder selection, supporting technical and cost analysis, leading negotiations, and drafting and executing purchase order/contracts. S/he will also oversee all project construction procurements, contracts and activities, to ensure high standards of workmanship and compliance with Ugandan and international environmental standards. S/he report to the Director of Finance & Administration.

DUTIES AND RESPONSIBILITIES: 

• Manage and monitor RHITES-N, Lango Project procurement processes, and coordinate day-to- day procurement functions:
./ conduct market analysis,
./ verify technical specifications or terms of reference,
./ prepare and issue tender documents,
./ arrange and facilitate site visits or bidders’ workshops,
./ respond to written queries or requests for clarifications,
./ facilitate procurement committees,
./ prepare evaluation reports,
./ carry out price analysis,
./ facilitate award negotiations,
./ draft letters to USAID to obtain approval/ concurrence where necessary;
./ prepare contracts,
./ notify regarding contract award, and
./ conduct debriefings with staff and suppliers.

• Prepare monthly and quarterly procurement progress reports for the management team;

• Ensure consistent implementation of all JSI operational policies/standards, as well as donor rules and regulations across RHITES-N, Lango project;

• Oversee all construction activities and work closely with selected vendors to ensure high quality workmanship while complying with international environmental standards;

• Provide substantive input to the RHITES-N, Lango workplan on the procurement strategy, establish priorities, and execute the implementation of procurement plan;

• Act as a resource person to all project staff for procurement related inquiries; and provide regular training to staff to ensure awareness with JSI Management Accountability Framework;

• Promote teamwork and collaboration by providing staff with clear direction, objectives and guidance to enable them to perform their duties responsibly, effectively and efficiently, and in compliance with USAID and JSI policies and procedures;

• Update vendor lists for common procurements (preferred vendors, pharmaceuticals, etc.) and streamline vendor-preferred procurements, as applicable;

• Update standard operating procedures as necessary; identify any policy changes and discuss with Home Office team;

• Monitor, analyzing, and facilitating discussion around project procurement information;

• Ensure all project procurement files are up to date and audit-ready all the times;

• Liaise with the JSI/Boston Home Office staff on procurement related activities in accordance policy and procedures;

• Participate on Code of Conduct Teams as requested by Home Office;

• Provide updates to the Senior Management team on the execution of the procurement plan, compliance with procurement policies and procedures, and updates on procurement compliance checks, and;

• Process customs clearance for project good imported into the country;

• Process all Tax exemptions (e.g. VAT & Custom Duties) with relevant authorities;

• Work closely with the accounting department to ensure timely payments to vendors. As necessary escalate any issues that arise to the Director. Finance & Administration;

• Perform any other duties as assigned by supervisor.

QUALIFICATIONS:

• Business/Procurement and/or project managementrelated degree: Bachelors, Masters preferred;

• Minimum of seven (7) years’ experience in a procurement related leadership position, five (5) of which must have been at managerial level for international development projects supported by the USAID;

• Working knowledge and understanding of US government procurement policies and federal rules and regulations;

• Experience procuring construction services, pharmaceuticals, medical equipment and supplies desired;

• Experience working with large technical and operational teams of international projects;

• Demonstrated knowledge of USAID rules and regulations and/or other donors;

• Dynamic team player;

• Demonstrated ability to professionally correspond with suppliers and draft RFPs, RFQ, and award documents;

• Ability to multitask and manage competing priorities;

• Proven ability to maintain confidentiality for all procurement matters;

• Strong communication and interpersonal skills;

• Fluency in English, written and oral communications skills;

• Extensive knowledge of Microsoft Excel, Microsoft Word, PowerPoint and Access.

Position Description: 
GRANTS MANAGER 

JOB SUMMARY:
The Grants Manager is a full-time position and will be based in Lira, Uganda. S/he will establish and manage the grants system, policies and procedures for the project and ensure adherence to JSI and donor requirements. The Grants Manager work directly with and report to the Director of Finance & Administration. S/he will collaborate closely with other technical and finance staff to ensure quality technical and financial grants programming.

DUTIES AND RESPONSIBILITIES: 

• The Grants Manager will be responsible for the dayto- day management of the project’s grants program;

• Establish and maintain a grants management system for distribution of project subgrants, under the direction of the Director of Finance & Administration;

• Manage and document granting process from applications and selection (using review committees), completion of pre-award assessments, award negotiation and management, monitoring and close out;

• Identify and assess potential grantees, choosing the appropriate mechanism (Fixed Amount Award vs. Cost Reimbursable) as needed;

• Issue and manage the grants provided by the project; monitor all phases of awards, including assessment of technical progress, performance and deliverables;

• Ensure grant compliance with JSI and USAID regulations;

• Finalize and implement project Grants Policies & Procedures in line with JSI template and requirements;

• Liaise closely with technical staff to ensure programmatic monitoring and achievements;

• Liaise closely with Finance Manager to ensure smooth financial disbursements and processing;

• Ensure overall accountability for subgrant funds;

• Maintain comprehensive grant files;

• Facilitate donor approval of grants as required;

• Prepare reporting on grants progress for staff and donor as needed;

• Manage and update monthly grants deliverables and financial tracking;

• Monitor and evaluate the performance of grantees;

• Perform site visits to grants to assess progress and provide capacity building support, as necessary;

• Ensure grant compliance with USAID regulations; assisting other technical staff in addressing awardrelated issues, ensuring that the financial controls and systems comply with generally accepted accounting practices and meet USAID rules and regulations;

• Ensure grantees adhere to financial reporting and documentation requirements, in coordination with the Finance Manager;

• Providing training to grantee staff including postaward training in USG regulations and award management;

• Provide leadership in strengthening financial and administrative systems in public sector subgrant recipients;

• Oversee the Grants Management Database and ensure it is updated;

• Other duties as assigned by the Director of Finance and Operations.

QUALIFICATIONS: 

• Bachelor’s degree required, Master’s degree in Management, Accounting, Finance, Public Health, International Development, or related field preferred;

• Minimum seven (7) years’ experience in grants management and/or programming;

• Minimum five (5) years’ experience working on USGfunded projects , PEPFAR funding and reporting, and/ or public health programs;

• Demonstrated interest in and experience in organizational or individual capacity building and/or training;

• Experience with US Government-funded projects and assistance rules and regulations;

• Demonstrated knowledge of granting procedures, from grant start-up, award management, to close out;

• Demonstrated competence to assess priorities and manage a variety of activities in a timesensitive environment and meet deadlines with attention to detail and quality;

• Demonstrated attention to detail, ability to implement procedures, meet deadlines and work independently and cooperatively with team members;

• Ability to work independently, take initiative and manage various activities in a team setting with minimal supervision;

• Strong time management/task prioritization skills;

• Excellent oral and written English communication skills;

• Extensive knowledge of Microsoft Excel, Microsoft Word, PowerPoint and Access .

Position Description: 
HUMAN RESOURCES & ADMINISTRATION MANAGER 

JOB SUMMARY:
The Human Resources & Administration Manager is a full-time position and will be based in Lira, Uganda. S/he is responsible for office administrations and for implementation of human resources policies and procedures. S/he will provide administrative and logistics support services for smooth office operations as well as project human resources management. S/he supervises Administrative staff and Drivers. This position reports to the Director of Finance & Administration.

DUTIES AND RESPONSIBILITIES: Human Resources

• Maintain JSI’s Local Hire Employee Manual (LHEM) in line with the Labour Laws of Uganda and JSI requirements and inform employees with any changes and/or update to policies;

• Responsible for all aspects of the employee life cycle including recruitment, on boarding and orientation, performance management, trainings and development, status changes, retention and termination;

• Manage recruitment activities such as advert placement, shortlist development, conducting interviews and reference checks, filing all interview records, and preparing new employee entry materials;

• Coordinate with local legal counsel to ensure compliance with Ugandan labor law;

• Manage consultants and maintain consultant files;

• Issue employees’ contracts for all new hired staff;

• Manage the social security, pension and medical scheme processes in line with LHEM and the Labour Laws of Uganda;

• Coordinate employees’ performance management, assessment and improvement initiatives;

• Track status of and ensure completion of routine performance reviews;

• Manage all personnel files and ensure a high level of confidentiality in all issues related to staff;

• Supervise the electronic stafftimesheet system in leave day tracking, payroll processing and other related activities and ensure timely recording and approval of timesheets;

• Oversee development of the Field Office Safety and Security Manual and ensure staff are trained in its use;

• Coordinate disciplinary issues and serve on the grievances committee to provide support to ensure a just resolution;

• Develop and implement an Internship program for the project.

Administration:

• Manage day-to-day office operations;

• Manage and oversee JSI’s registration in Uganda and ensure compliance with company registration requirements;

• Ensure JSI’s Operations Manual is up-to-date and policies understood and followed by staff;

• Ensure that staff are well set up and comfortable in the office and surrounding premises;

• Receive all NXP procured, ensure that they are engraved, distributed to end users, and that the Inventory Log is complete, up to date and that all NXPs are managed as per JSI and USAID policies;

• Maintain an up-to-date records of supplies and ensure there is always sufficient quantities in stock;

• Oversee all logistical support for program staff and consultants;

• Ensure administration files are properly filed and confidential document securely kept; • Oversee office upkeep in terms of needed repairs and daily cleaning;

• Work with the senior management to ensure safety and daily security of project staff, properties and office premises;

• Process work permits, Visa and other relevant documents for foreign Expat/STTA staff on the project;

• Coordinate movement of all drivers and vehicles;

• Ensure that the drivers keep up-to-date records for each vehicle regarding vehicle travel, maintenance and fuel consumption;

• Review Weekly Control Sheets from all drivers and provide feedback. Review and approve monthly driver reports on vehicle repairs and maintenance, vehicle log sheets and fuel log sheets;

• Schedule repairs and routine vehicle maintenance as needed; ensure repairs are done as specified in the orders and the right spare parts are used, advise the Director Finance & Administration concerning garage and mechanic performance; and recommend the most cost efficient means of maintaining properly functioning vehicles;

• With assistance from the drivers, schedule repairs and routine maintenance for Office Generator and all other engine driven equipment like the lawn mower;

• Supervise and manage performance of all project drivers and Administration staff;

• Undertake any other responsibilities, tasks or activities as required by the Director of Finance & Administration.

QUALIFICATIONS:

• Degree in Human Resources Management, Business/ Public Administration or related field;

• At least 7 years’ employment experience in Human Resources and Administration, and/or Operations, preferably with a USAID project and/or an International NGO;

• Demonstrated experience in supervision of support staff;

• Strong knowledge of local labor laws, employment and office practices and industrial relations;

• Ability to initiate and implement activities with minimal supervision, and to manage multiple tasks simultaneously;

• Knowledge of company registration requirements in Uganda

• Strong leadership capabilities including organizational and problem solving skills;

• Sensitivity to cultural differences and understanding of the political and ethical issues surrounding Human Resource Management;

• Good interpersonal skills to form effective working relationships with people at all levels;

• Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times;

• Demonstrated competence to assess priorities and manage a variety of activities in a timesensitive environment and meet deadlines with attention to detail and quality;

• Demonstrated attention to detail, ability to implement procedures, meet deadlines and work independently and cooperatively with team members;

• Ability to work independently, take initiative and manage various activities in a team setting with minimal supervision;

• Experience in inventory management;

• Familiarity with USAID rules and regulations;

• Fluency in English, written and oral communications skills;

• Extensive knowledge of Microsoft Excel, Microsoft Word, PowerPoint and Access.