Senior Special Advisor for Grant Finance Management Full Time NEW

The Ministry of Health invites competent and interested applicants for the following positions.

JOB OBJECTIVE:

The objective of the Senior Special Advisor for Grant Finance Management position is to ensure the effective financial management system is maintained within the Ministry of Health in general and the Finance Executive Office in particular.

JOB SUMMARY:

The major duty of the position is to play an advisory role on major financial strategic issues, where all financial management aspects are considered. This includes, but is not limited to, advising and supporting the Finance Executive Office and the Ministry on specific financial management and institutionally strategic issues, policy issues, and planning and implementation issues. Support the regions and federal institutions in relation to grants and financial management. Ensuring the standard financial operating procedure is complied with, and procedure documents are revised in a timely. Ensure the fund absorption gap is improved.

ROLES AND RESPONSIBILITIES:

Advisory:

• Using their extensive experience and professional insights, advise and support the Finance Executive Office and the Ministry on particular financial management and institutionally strategic issues, policy issues, plan and implementation issues
• Resolve or suggest a manageable recommendation for complex issues or discrepancies
• Provide amicable solutions for risks and challenges that the Executive Office or the Ministry might face
• Through their interpersonal communication skills and competency, represent the Finance Executive Office and/or the Ministry on various events to support, provide recommendations and contribute towards effective implementation of programs.

Budget control-monitoring:

• Provide guidance and technical assistance during preparation of annual budgets and work plans
• Participate in preparation of annual budgets and work plans together with the relevant officials at Federal/Regional/Zonal levels
• Develop spending forecast for all projects in collaboration with project team. Where variance are identified, work with the finance team and project staff to develop corrective action
• Ensure that expenditures are within the approved budget
• Oversee the grant-related budgeting process and Grant close out.

Financial Management:

• Ensure all accounting records and bank accounts are up-to-date and that all the standard recording and reporting guidelines are fully complied with by regions and implementers.
• Maintain ledger per region and monitor liquidation status by region, by source of fund and by purpose (activity) and ensure that advances are cleared in reasonable time.
• Ensure all commitments and related budget are accurately reflected in the organization’s financial system
• Monitor the financial management aspects of procurement of commodities, construction and services in accordance with the established guidelines, in conjunction with the relevant officials from other departments and implementers
• Maintain proper books of accounts with posted ledgers and conduct field visits to ensure proper recording of transactions and to ensure the correctness of SOEs.
• Ensure that updated and appropriate ledgers are maintained by the regions
• Ensure compilation of VAT expenditures and the submission of VAT reimbursement requests to MoF
• Together with the Senior Advisor, Senior Coordinator and the Finance Manage ensure strict adherence to installed internal control systems for all areas of Grants’ operation.
• Identify and implement together with the related officials sound financial staff development and capacity building programs for financial staff at regional/zonal levels
• Ensure that periodic internal and external financial reports for management consumption and also for donors or other external parties are produced on a timely and accurate basis.
• Establish a risk-based regional supportive supervision plan taking into account factors such as long outstanding advances, low absorption, internal and external audit findings, and quality of reporting from RHBs.
• Ensure that the books of accounts are maintained for auditing by external auditors and by donors. Effectively participate in the audit work, participate in the preparation of the audit remedial action plan, and its implementation
• Revise and maintain up-to-date Financial Procedures SOPs regularly

Cash Management

• Liaise with the Senior Grant Finance Coordinator to confirm breakdown of funds received from the donor to facilitate accurate recording and subsequent implementation.
• Confirm availability of cash in the bank at any one time, and especially before releasing transfer orders.
• Maintain long-term and short-term cash flow projections to monitor the cash balance better
• Set a minimum cash balance that should be in the accounts of RHBs and at which point to trigger a transfer.
• Ensure that monthly bank reconciliation statements are prepared for all bank accounts
• Conduct field visits to RHBs to ensure adequacy of cash management systems.

Grant Management

• Ensure that a separate grants file for each funding is maintained
• Liaise with all communication with donors
• Ensure compliance with donor requirements in grant management
• Ensure compliance with grant closure times
• Ensure compliance with the financial management and grant management requirements of donors
• Ensure compliance with reporting requirements
• Liaise with the internal and external auditors and follow up on any audit queries or issues in the management letters.
• Carry out other duties as assigned by the Finance Executive Officer
• World Bank and Global Fund Reporting Requirement skills are an advantage.
• IFMIS and Peachtree or other accounting packages skills are mandatory.
• Hands-on computer Literate (MS Word, Excel, PowerPoint)

EXPECTED OUTCOMES:

• Efficient and efficient financial management system.
• Improved coordination and organization of financial data.
• Implementation of a better and more efficient financial recording system.
• Effective resolution of financial data discrepancies.
• Improved timeliness and accuracy in the provision of financial reports to all concerned.
• Compliance with donors’ requirements and government financial rules and regulations.
• High-quality performance in financial data management and analysis.
• Revised workflow of the executive office for better implementation and revised grant/financial management SOPs as needed.
• Enhanced communication and collaboration within the team.

EDUCATIONAL BACKGROUND:

• BA degree or master’s degree in accounting and finance.

WORK EXPERIENCE:

• Minimum of 17 years of proven work experience in financial analysis, budgeting, and forecasting, financial management, reporting, and data analysis for a BA degree or
• Minimum of 15 years of proven work experience in financial analysis, budgeting, and forecasting, financial management, reporting, and data analysis for a master’s degree or
• Minimum of 13 years of proven work experience in financial analysis, budgeting, and forecasting, financial management, reporting, and data analysis for a master’s degree, preferably in an international development or government organization projects context.
• Of the total experience required a minimum of 8 years of proven work experience supporting grant finances at the federal level is mandatory. Experience with donor-funded projects within the health sector is highly preferred.

SKILLS:

• World Bank and Global Fund Reporting Requirement skills are desirable.
• IFMIS and Peachtree or other accounting packages skills are mandatory.
• Hands-on computer Literate (MS Word, Excel, PowerPoint)
• Ability to independently organize work, prioritize and perform multiple tasks simultaneously, demonstrate self-initiative, and solve problems
• Fluency in verbal and written communication in English with good analytical skills
• Ability to work under pressure and meet tight deadlines to ensure timely reporting to donors.
• Strong data analysis, interpretation, and report writing skills.
• Excellent communication and Strong facilitation skills.
• Ability to handle sensitive information with maturity and professionalism, respecting confidentiality.
• Strong analytical, problem-solving, and decision-making capabilities based on data analysis.
• Proven record of accomplishment in delivering quality performance in highly pressured environments.

ACCOUNTABILITY:

• Both the Civil Service and MoH/RHB Human Resource Administration rules and regulations will be applied to guide the day-to-day services of the advisor. Furthermore, since the position is for grant finance, the donors’ various requirements and regulations need to be complied with as well.