Associate Director Finance & Operations US Non-profit Careers – Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
Job Title: Associate Director Finance & Operations
Organization: Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
Duty Station: Mbarara, Uganda
The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) seeks to end pediatric HIV/AIDS through research, advocacy, and prevention and treatment programs. We are a global leader in the fight against pediatric HIV and AIDS, working in 15 countries and at 7,000 sites around the world to prevent the transmission of HIV to children, and to help those already infected. Today, because of the highly successful work of the Foundation and its partners over the last 25 years, pediatric AIDS has been virtually eliminated in the United States and new infections in children have declined by 58% worldwide. EGPAF Uganda Country program is currently implementing a number of projects in partnership with various donors.
Job Summary: The Associate Director Finance & Operations oversees the implementation and management of all operational systems and functions necessary for the Foundation’s programmatic activities – namely compliance, accounting, sub-award management, finance, information technology, procurement and logistics, administration, audit, field operations, and affiliate transition and support in managing the overall operations of the country program and supervising the operations staff, this position coordinates all operational activities in a collaborative manner, ensures proper and responsive communication regarding all operational matters, and ensures that the Foundation’s operational standards are adhered to at all times.
Key Duties and Responsibilities:
- Acts as the primary point of contact for all operational matters in the country office and ensures both that operational information from the field is properly communicated to the Washington DC office and that operational information from the Washington DC office is properly communicated to and understood by the in-country team
- Generates and disseminates regular monthly and semi-annual reports on the status of operational activities and plans and ensuring a smooth and responsive exchange of operational information between the country office and the DC office, implementing partners, donors, sub-awardees, and other stakeholders
- Provides operational support and oversight to all in-country sub-offices and seconded staff
- Ensures in- country sub-offices are properly staffed with operational personnel and that these personnel are properly trained and integrated with the country’s head office operations team.
- Ensures that all uses of the Foundation’s funds are properly prepared, reviewed, approved, and documented, in line with all appropriate policies, procedures, authority levels, and local laws, and ensures that this information is properly entered into the accounting system
- Oversees the month-end close and payroll processes, provides and analyzes accounting data and reports, ensures all funds are properly safeguarded, oversees the Foundation’s relationship with a local bank and ensures accuracy of the information in the Foundation’s bank account, and manages the overall cash needs and forecasts of the country program.
Sub-Award Management/Procurement and Logistics;
- Manages the process of establishing sub-agreements with partners, ensures these partners have available funding per their agreements at all times, and ensures the implementation of these agreements in line with all applicable policies, procedures, and local laws
- Oversees the operational capacity building efforts of these partners and implements systems to monitor the operational management and performance of these partners
- Ensures all documentation regarding the management of these agreements is complete and well-organized and liaises with the Washington DC office regarding all applicable agreement matters – including the close- out of these agreements
- Manages an inventory system of all Foundation property and equipment, ensures vehicles are properly maintained, processes tax exemptions as applicable, and facilitates in-kind procurements on behalf of the Foundation’s sub awardees.
Finance; Lead budget development process and developing systems to ensure activities are implemented in line with approved budgets, this position generates, analyzes, and reviews financial reports and data, analyzes burn rates, and develops plans to increase or decrease spending as needed.
Information Technology; Ensures all appropriate IT equipment and infrastructure is in place, well maintained, safeguarded, and properly functioning with minimal downtime, and that staff are properly trained on all IT-related systems, policies, and procedures.
- Oversees general maintenance, security, and use of the Foundation’s office premise(s), equipment, and supplies and ensures that appropriate procedures are in place for receiving visitors and external phone calls
- Establishes local workflows and approval processes and ensures that each operational staff member understands how their role is aligned to their responsibilities and has the necessary capacity and training to perform and grow in their position.
- In the true spirit of collaboration and in close partnership with the Deputy Country Director, in-country Senior Management, and taking into consideration each department within the country program, this position engenders teamwork and a collegial, supportive, and integrated approach in the operations department, between the operations departments and other in-country departments, and between the in-country operations department and US- based and Regional operational counterparts.
Affiliate Transition and Support; Provides on-going operational support to EGPAF Affiliates and operational staff of EGPAF affiliates.
Audit and Compliance;
- Coordinate with internal and external audit staff to facilitate all financial audits in EGPAF according to USAID Donor requirements.
- Ensure that management responses to audits performed and recommendations are implemented within EGPAF and USAID standard timelines.
- Reports and briefs the Country Director on trends or significant financial controls issues and grants management.
- Promote financial accountability, internal controls and reporting for all grant projects.
- Support operations and other non-finance staff in understanding and interpretation of financial statements and on donor compliance.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s Degree; Master’s degree in Business Management, Operations or any other relevant field is highly preferred.
- Certifications in CPA, ACCA, CIMA, ICSA will be desirable
- At least eight to ten years of relevant experience in a senior operations management and leadership role required including at least 5 years’ experience in a management capacity.
- Manages a team of several operations specialists, e.g., Finance Manager, IT Manager, A&C Manager etc. Mastery of one of more of the relevant functional areas.
- Overall in charge of operations functions in a mid-size country program (generally 40-200 staff), with one or more donors.
- Manages design, development, and review of unit specific initiatives.
- Must have Knowledge of USG funding environment and experience working with other donors highly desired.
- Should have strong strength in; working under pressure, Problem solver, Result and Process leader, Team leader
- Ability to prioritize, Compliance leader, Multi-tasking Get along with different types of people, Grievance handling skills.
How to Apply:
All suitably qualified and interested candidates are encouraged to send their applications to this address;
The Senior Human Resources Manager, Elizabeth Glaser Pediatric AIDS Foundation (EGPAF), Plot 18A Kyadondo Road, Nakasero, P.O. Box 21127, Kampala, Uganda
E-mail to: UgandaRecruitment@pedaids.org
Deadline: 18th January 2019