Manager, Finance and Operations

Role Overview

The Manager, Finance and Operations is responsible for overseeing the financial, administrative, and operational functions of the USP Kenya office. This role ensures that all activities are conducted in compliance with USP, donor, and government regulations while promoting a high-performing and service-oriented environment. The manager will lead finance, accounting, budgeting, and audits in accordance with HQ guidance and provide training to local and regional staff to ensure adherence to operational standards.

Key Responsibilities

• Policy and Compliance: Adopt and implement USP policies and procedures in compliance with USP, donor, and Government regulations; oversee finance, accounting, budgeting, and audits in accordance with HQ guidance; and provide training to local and regional staff to ensure adherence to operational standards.
• Financial Management: Monitor USP Kenya cash balances and submit monthly cash requests to HQ; manage day-to-day accounting operations, ensuring accurate transaction review, proper documentation, correct project coding, and strong internal controls. Maintain the accounting system with timely reconciliations and prepare required monthly financial reports.
• Audits and Internal Controls: Serve as liaison with external auditors and coordinate internal and external audits, including follow-up on audit findings in collaboration with Global Finance. Strengthen and maintain internal control systems to safeguard organizational assets.
• Budgeting and Analysis: Lead annual budgeting and periodic reforecasting processes, providing financial analysis and variance explanations to support informed management decision-making.
• Procurement and Award Management: Oversee procurement activities in Kenya to ensure compliance with donor regulations and USP SOPs, transparency, and value for money. Lead contract and award management functions, monitor timely submission of deliverables, and serve as the primary point of contact with donors on financial, operational, and administrative matters.
• Vendor and Contract Management: Review and approve vendor payments, contracts, and financial commitments to ensure proper authorization levels and budget availability.
• Human Resources: Manage local and regional HR processes in coordination with USP HQ, including recruitment, onboarding, contracts, compensation, performance management, timesheet compliance, leave tracking, and maintenance of personnel records in accordance with local labor laws.
• Business Development: Provide operational and financial support for new business development efforts, including preparation of cost proposals and review of pricing assumptions for compliance and competitiveness.
• Administrative Operations: Direct administrative and operational functions, including logistics, travel, workshops, asset and inventory management, IT coordination, legal registrations, records management, and in-country security oversight in collaboration with USP Global Security.
• Office Management: Promote a high-performing, compliant, and service-oriented office environment, fostering strong collaboration across program, technical, and HQ teams.

Requirements and Qualifications

• Bachelor’s degree in Management, Business Administration, or a related field.
• Minimum of 8 years of progressive experience in finance, administration, and operations management, preferably within local offices of international NGOs managing donor-funded projects.
• At least 5 years of management experience, including people management, overseeing finance and operations for humanitarian or development donor-funded programs.
• Strong organizational, communication, and interpersonal skills, with the ability to engage effectively with diverse stakeholders.
• Meticulous attention to detail, with exceptional critical thinking and problem-solving capabilities.
• Proven ability to work independently and collaboratively, demonstrate initiative, prioritize multiple tasks, and maintain composure under pressure.
• Strong self-management skills, demonstrating motivation, adaptability, and a professional, consistent image of integrity, competence, and confidence.
• Proficiency in written and spoken English.

How to Apply

Interested and qualified candidates should apply online through the U.S. Pharmacopeial Convention (USP) career portal. Please navigate to the following link to submit your application: https://www.myjobmag.co.ke/apply-now/1192925. Ensure your application is submitted before the position is filled.