Job Summary:

The Budget and Administration Lead will oversee the financial and administrative operations of the USAID/PEPFAR project, ensuring compliance with USAID regulations, PEPFAR guidelines, and World Vision policies.

This role is critical in managing budgets, financial reporting, procurement, and general administration to ensure the efficient implementation and success of the project. This role ensures the efficient allocation of resources, maintains fiscal responsibility, and provides strategic oversight to support the project’s goals and objectives. The role is part of the project senior management team.

Key Responsibilities:

Budget Management:

• Develop, monitor, and manage the project budget, ensuring alignment with USAID/PEPFAR guidelines and organizational policies.
• Prepare financial reports and forecasts for internal and external stakeholders, including USAID and PEPFAR representatives.
• Oversee the financial aspects of grant management, including budgeting, disbursement, and reporting.
• Collaborate with technical leads to gather budgetary needs and provide guidance on financial planning.
• Analyze budget variances and financial performance, providing recommendations for corrective actions.
• Prepare detailed reports and presentations on budget performance for senior management and other stakeholders

Procurement and Payments****:

• Review the project procurement process for goods and services, ensuring competitive and transparent practices, as well as correct charging to budget lines.
• Ensure timely and accurate processing of project payments and reimbursements.

Financial Planning and Analysis:

• Conduct financial analysis to support strategic planning and decision-making.
• Monitor financial performance and trends, providing insights and recommendations to improve the project financial health.

Administrative Oversight:

• Supervise administrative staff and coordinate administrative functions, including project HR/Admin person, Supply Chain Officer and Drivers.
• Ensure project adherence to World Vision administrative policies and procedures to enhance operational efficiency.
• Manage administrative staff and ensure effective performance.

Compliance and Risk Management:

• Ensure adherence to USAID and World Vision financial regulations, accounting standards, and internal controls.
• Identify and mitigate financial and operational risks.
• Conduct refresher training of World Vision finance policies and USAID regulations to maintain compliance among the project team.
• Maintain accurate and up-to-date records of financial transactions and administrative activities.
• Coordinate project internal and external audits, addressing findings and implementing corrective measures.

Strategic Planning:

• Assist in the development and implementation of strategic plans and initiatives.
• Provide financial insights and recommendations to support project effectiveness and sustainability.

Team Leadership:

• Lead, mentor, and develop a team of finance and administrative professionals.
• Foster a collaborative and productive work environment.

Qualifications:

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field; Master’s degree or other post graduate qualification an added advantage.
• Professional certification such as CPA (Certified Public Accountant) or CMA (Certified Management Accountant) or studying towards it is a plus.
• Minimum of 7 years of experience in financial management, budgeting, and administration, with at least 3 years of experience in financial management for USAID/PEPFAR funded programs.
• Strong knowledge of budgeting and financial planning principles, financial analysis, and reporting.
• Proficiency in financial software and systems (e.g.ERP systems, Microsoft Excel, PBI).
• Excellent analytical, organizational, and communication skills.
• Proven ability to lead teams, manage multiple priorities, and work under tight deadlines.

Key Competencies:

• Attention to Detail: Strong attention to detail and accuracy in financial reporting and documentation.Good analytical skills.
• Leadership: Ability to lead and manage a team effectively, fostering a collaborative and productive work environment.
• Communication: Excellent written and verbal communication skills, with the ability to convey complex financial information clearly.
• Adaptability: Flexibility to adapt to changing priorities and work in a dynamic environment.