Job ID

2023-5637

Location

KH-Phnom Penh

Category

International Positions

Employment Status

Full-Time

The Sr. Compliance and Administration Manager will be responsible for putting in place, implementing and maintaining the systems required to assure the integrity and effective performance of a USAID-funded project focused on mental health; playing a lead role in procurements that adhere to Jhpiego and USAID rules and procedures; and ensuring smooth operations to support effective program delivery. This person will also have a critical role in ensuring that Jhpiego is in compliance with Government of Cambodia financial and administrative requirements. This person will be part of the senior management team, leading on all compliance, admin and financial matters.

Cambodian nationals are strongly encouraged to apply.

Financial Management:

• Build and establish financial controls, policies and procedures that ensure Jhpiego’s compliance with organizational and donor requirements
• Manage engagement with third-party group(s) handling financial management to ensure proper and adequate documentations; allowability; allocability; adherence to USAID cost principles; and cost effectiveness
• Work in close collaboration with country and global staff to ensure effective financial planning, budgeting and reporting
• Provide guidance and support for contracts development and management
• Lead in the management of external and internal audits
• Ensure all financial systems and reporting are aligned with Jhpiego and donor policies and procedures

Staff Management:

• Play a key role in identifying requirements for new staff, drafting job descriptions, and recruiting for new hires
• Recruit for all hires to ensure a highly diverse, qualified workforce with the necessary capabilities needed to achieve goals
• Set targets and objectives for assigned area and delivers results
• Grow team expertise to align with program and organizational direction while continually looking for ways to provide / enhance the value delivered
• Lead a high-performing team and provides ongoing feedback and performance reviews
• Track, monitor and effectively address and / or reward performance of team members
• Manage employees in compliance with all HR policies, procedures, guidelines
• Share knowledge, information, skills and subject matter expertise among the team and ensures the timely communication of issues while encouraging good working relationships with other functions / teams
• Make sure that new finance and administrative staff have the required level of capacity, knowledge and understanding for their respective roles and responsibilities
• Provide coaching, guidance and mentorship to direct report(s) where needed

Budgeting:

• Engages program team in the process of developing work plans and annual budgets for program activities and local office costs, providing financial-related guidance and advice
• Monitors and tracks expenses, ensuring that required financial controls and cost-performance monitoring mechanisms are in place and adhered to, ensure proper safeguards of funds and ensure compliance with donors and Jhpiego policies and procedures
• Oversee appropriate level of efforts (LOE) being charged to project
• Ensure all program budgets are tracked according to funding ceilings and ensure monthly reporting to program teams on expenditure; alert program lead(s) of any variances including under or over spending; propose immediate solutions

Subaward/Grants Management:

• Develop and/or adapt existing internal procedures and processes to effectively monitor, execute and close grants in accordance with donor and Jhpiego regulations
• Conduct regular compliance checks, and guide program staff to ensure all programs are compliant with award terms and conditions
• Provide guidance and establish good working relationship with sub-awardees to ensure the timeliness and completeness of all required financial deliverables are fulfilled
• Track, monitor and review sub-awardee expenditures, progress and pipelines
• Flag complex contractual issues regarding terms and conditions of contractual documents, and, as necessary, escalate to the attention of Country Director in order to minimize the risk to Jhpiego

Country Compliance:

• Ensure that Jhpiego is in compliance with all Government of Cambodia financial and administrative requirements, including around registration, taxation, visas and audit
• Lead the development identification and implementation of solutions to managing compliance challenges

Procurement: 

• Manage procurement of operational and program-related equipment, supplies and services in compliance with Jhpiego and donor rules and regulations; ensure that all transactions are handled in an ethical manner, avoiding any conflict of interest
• Oversee the collection of competitive bids/quotes and market surveys and ensure all procurements are done on competitive prices
• Ensure purchasing from responsible vendors, obtain maximum value, and cultivate good relationships with dependable vendors and suppliers; as necessary, negotiate for prices, terms, delivery and after sale services with vendors
• Oversee the maintenance of all logistics and procurement files including contracts, purchase orders, goods receiving notes, PR Tracking, approved vendors databases, etc. according to Jhpiego policy
• Ensure due diligence of vendors/suppliers/contractors (Sentinel check) is performed
• Oversee maintenance of inventory and stores
• Contribute to the evaluation, appraisal and selection of pre-qualified suppliers/vendors

Logistics:

• Oversee and ensure that hotel bookings and catering for all workshops are done on competitive basis
• Organize and arrange the transportation of material, equipment and personnel to the field
• Ensure vehicle log books are maintained and reviewed regularly to ensure that officially rented vehicles are used only for official business
• Perform quarterly and yearly inventory and asset report for the office and maintain inventory management
• Manage and supervise the maintenance and repair of office facilities

Travel and Administration:

• Oversee all travel arrangements including flight bookings, ground transportation, and hotel bookings
• Provide logistical support for field activities

Human Resources:

• Provide all necessary on-the-ground support for placing advertisements, generating and organizing CVs, and organizing in-person interviews
• Coordinate closely with Myanmar-based Human Resources Manager to ensure integrity of human resources processes

• BA in business, finance or related field; advanced degree preferred
• A strong understanding of USAID rules and regulations, and a minimum of 10 years’ experience supporting USAID-funded programs, is essential, as are knowledge of GAAP accounting rules and principles of grants and contracts management
• Knowledge and skills required to put in place and manage financial management systems and adequate financial controls
• More than 10 years' experience in administrative and financial management of large international programs, including financial analysis, financial reporting, cash flow analysis, budget development and forecasting, preferably on international health projects
• Expert knowledge in the use of financial software applications (QuickBooks), databases, spreadsheets, and/or word processing. Packages include: Microsoft Outlook, Access, Excel and Word. 
• Excellent interpersonal, writing and oral presentation skills
• Fluency in written and spoken English is preferred; fluency in Khmai is essential

The deadline for this position is: 15 November 2023

Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Please apply at www.jhpiego.org/careers

Applicants must submit a single document for upload to include: cover letter, resume, and references.

For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

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