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Associate Director Finance & Operations US Non-profit Careers – Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
Job Title: Associate Director Finance &
Operations
Operations
Organization:
Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
Duty Station: Mbarara,
Uganda
Uganda
About US:
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.
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.
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:
Communication/Field
Operations:
Operations:
- 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.
Accounting:
- 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;
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.
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.
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.
Administration/Coordination/Collaboration;
- 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.
Transition and Support; Provides
on-going operational support to EGPAF Affiliates and operational staff of EGPAF
affiliates.
Audit and
Compliance;
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;
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
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
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