JOB TITLE Head of Finance, Grants and Operations
LOCATION Windhoek, Namibia
REPORTING TO Director
LENGTH OF CONTRACT 21 months
ROLE TYPE International
DIRECT REPORTS Human Resources Manager; Finance Manager
TRAVEL INVOLVED 30%
ORGANISATIONAL BACKGROUND
The Elimination 8 Initiative (E8) is a coalition of eight countries working across national borders to eliminate malaria in southern Africa by 2030. As the malaria response arm of the Southern Africa Development Community (SADC), the E8 is pioneering an ambitious regional approach and driving collective action to end this deadly disease once and for all. Guided by the belief that countries are stronger when they work together, the E8 is building a model that will inform coordinated efforts in southern Africa and beyond. Specifically, it has the following mandate:
1. To strengthen regional coordination in order to achieve elimination in each of the E8 member countries;
2. To elevate and maintain the regional elimination agenda at the highest political levels within the E8 countries;
3. To promote knowledge management, quality control, and policy harmonization to accelerate progress towards elimination;
4. To facilitate the reduction of cross-border malaria transmission; and
5. To secure resources to support the regional elimination, plan, and to ensure long term sustainable financing for the region’s elimination ambitions.
ROLE PURPOSE
The Head of Finance, Grants and Operations (HFGO) serves as the custodian of all resources in the organisation by being accountable for all Finances, Grants and Operations.
The role contributes to E8’s overall mission by leading and supporting seamless grant, financial, operational and human resource management systems, procedures, and processes.
RESPONSIBILITIES
The HFGO reports to the Director and also interacts with the Board of Directors on fiscal and funding matters. The HFGO has primary responsibility for overseeing all budget and financial functions, including managing the grant efforts, policies and procedures.
He/she also oversees human resource (HR) functions, IT and systems, procurement, and facilities. He/she also supervises the HR Manager and Finance Manager.
Financial Management (with the support of and through the efforts of the Finance Manager);
1. Lead the annual budget development process, monitor expenditures and variances, and proactively update income and expense projections;
2. Prepare monthly and ad hoc financial reports for the Executive Director and the Board of Directors;
3. Negotiate, prepare, and monitor all vendor and consultant contracts;
4. Oversee grant and donor receivables and coordinate tracking with development team;
5. Oversee documentation of pro bono grant income, fiscal agency and other special revenue and invoicing needs;
6. Develop and implement systems, policies and procedures to ensure compliance with funding/grant requirements;
7. Negotiate, prepare, and manage sub-contracts and sub-grants, including training of sub-grantees;
8. Prepare all grant budgets, and grant budget variance or other financial reports for donors; Exercise final review for all organizational budgets, and final review and approval for all grant budgets and fiscal reports;
9. Set up and manage people and systems to ensure adherence to restricted grant budgets, including periodic updates on budget variance and preparation of budget modification documents;
10. Serve as staff liaison to the Board Treasurer and its sub-committees; and
11. Ensure all fiscal policies, procedures and documentation requirements are adequate to protect the organization.
Grant management
1. To identify potential grant support from government agencies, foundations, and corporations to meet the financial and operational needs of the E8, and evaluate the results;
2. To provide clear communication of proper rules and regulations for approving grants, its specifications, requirements and objectives across all departments of the organization and the management;
3. Managing and supporting the grants requirement and implementation for the organization, with specific emphasis on the operational and financial needs of the organization;
4. Identify and develop strategies to optimize the grants administration process;
5. Directly involve in grant writing by coordinating with grant writers or coordinators;
6. Ensure that potential funders have a lawful registration in place and proven track record;
7. Keep the relevant staff informed about upcoming deadlines and deliverables, thereby ensuring smooth completion of work responsibilities;
8. With the support of the Accountant, through the Finance Manager, analyze the budget trends and make recommendations for cost control and reduction for various grants;
9. Provide detailed reports to the funders and the board of directors with respect to the organization's progress against grant objectives and milestones;
10. Monitor paperwork and other related documents connected with grant-funded programs; and
11. Provide training to the new staff on grants management and reporting requirements.
Human Resources (with the support of and through the efforts of the HR Manager);
1. Oversee payroll, benefits administration, recruiting, onboarding, off-boarding, employee check-ins and exit interviews, and other human resource needs;
2. Responsible for all human resources (HR) functions including hiring practices, employee review policies, professional development, and other HR activities;
3. Assure compliance with applicable HR, employment and personnel laws and regulations; and
4. Maintain updated personnel and operations policies and procedures and ensure compliance.
Operations, Technology and Systems
Ensure emergency and security policies and procedures are understood and followed, including cyber-security procedures.
Leadership
1. Develop and direct team strategy;
2. Create complete workplans for the attainment of goals and objectives;
3. Conduct Performance Reviews;
4. Build an effective team of leaders by providing guidance and coaching to subordinate managers;
5. Forge and maintain relations of trust with donors, partners and external authorities; and
6. Review reports by subordinate managers to acquire understanding of the organization’s financial and non-financial position
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REQUIRED QUALIFICATIONS, EXPERIENCE AND SKILLS
1. Master’s Degree of higher in Business Administration, Finance, Accounting or another relevant field. Professional qualification and accreditation in Accounting/Finance (e.g. CFP or ACCA) will be an added advantage;
2. Experience or training in neglected diseases is highly desirable;
3. +8 years’ demonstrated experience managing (in increasing roles of responsibility) in Program management, Finance, Procurement, Management and Leadership experience, Global Stakeholder, donors and funder or International development activities;
4. Leadership experience in the design and/or delivery of public health programs and research with a preference for experience in developing country settings;
5. Internationally recognized leader in an international mission -based organization with emphasis on Public Health;
6. Excellent people management skills with commitment to building a shared vision of the future, setting standards and managing individual and team performance across multiple country sites;
7. Proven ability to mediate conflict and bring groups to a constructive resolution;
8. Excellent analytical skills and business acumen with the ability to deliver quality, high impact projects while providing value to donors;
9. Demonstrated ability to provide strategic leadership and maintain clarity and focus of investments and action;
10. Demonstrated ability to work effectively in a matrixed organizational structure;
11. Demonstrated ability to work in a multi-site team-based organizational structure, including partners and other collaborators;
12. Ability to work with people with divergent points of view and to respectfully navigate differences;
13. Demonstrated ability to work with partners to achieve intended results;
14. Fluency in English;
15. Available to travel nationally and internationally up to 30 percent of the time; and
16. A SADC citizen.
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English 
FRENCH
