Finance & Operations Manager - John Snow India Private Limited (Apply by: October 26, 2015)

Finance and Operations Manager 

Application Deadline: October 26^th, 2015

Position Type: Full-time

Company/Division: JSI

Location: New Delhi, India

Salary: Commensurate with experience

John Snow Inc. (JSI), India is seeking a full-time Finance and Operations Manager to fill an immediate opening in New Delhi, India.

Overview

Rotavirus diarrhoea has been consistently found to be the leading cause of hospitalizations in India. In order to address the high burden of childhood disease and deaths from Rotavirus Diarrhoea (RD), introducing the Rotavirus vaccine (RVV) is a critical step to avert this problem in India. RVVs have already been introduced in over 50 countries, and beginning in Fall 2015, the Indian government intends to introduce the vaccine on a rolling scale in up to four states.

JSI will be providing technical support to the introduction of RVV into the routine immunization systems of these identified states, including providing technical support and capacity building at state and district level to improve the planning, management, coordination, training, monitoring, and evaluation of RVV introduction. With a goal of achieving sustainable improvements, JSI will support these states in linking these efforts with RI strengthening as an integral part of the overall health system, so that it will be invaluable for scaling up RVV in other states of India.

Responsibilities

The Finance and Operations Manager [FOM] will report to Finance and Contract Manager, Immunization Center at JSI HQs and to Technical Director (Rota grant) and will be responsible for and oversees all financial, HR, administrative and program coordination functions of the Immunization Center projects in India. The FOM will ensure the applicable policies, procedures, rules and regulations of each donor as well as John Snow, Inc. are clear and followed by all project staff. The FOM will act as the leader of the finance and administration team and will support, supervise, train and mentor support staff in New Delhi and at the state-level to gain more empowerment and knowledge in all administration and finance functions.

The activities include but are not limited to:

Financial [45%]

• Lead preparation of project/proposal budgets; forecasts; monthly monitor of expenses; coordinate with HQ for pipeline/burn rate monitoring.
• Ensure to maintain complete and proper documentation of financial transactions per JSI guidelines; disbursement of all payments in timely manner.
• Ensure completion of deliverables including timely audit of financial transactions, tax deductions and returns submissions, periodical reports to government authorities.
• Maintain close coordination with HQ for Finance/Administration/HR related issues to ensure —smooth administration and quick flow of funds. Ensure to answer/ respond to HQ’s queries.
• Review of Funds forecast, analysis and Cash Flow statements, and ensure to send monthly wire request to JSI/DC in a timely manner.
• Ensure to share updated information about various tax and other statutory compliances to staff and ensure to implement the same as appropriate.
• Ensure to follow financial control measures in the areas of advances, proper receipts; proper authorizations; allowable expenses; timesheets; procurements.
• Prepare, update, disseminate and train staff on Finance & Administrative Guidelines and ensure to follow the same by all.
• Conduct final verification of vouchers, payments and supporting documents before reviewed by the external accountant and sending to HQ.
• Coordinate, monitor, verify and review the project resources and invoices before sending to donors, if required.
• Review shared costs of the projects.

Administrative [25%]

• Participate in the meetings of JSIPL wide Senior Management Team, F&A and Operations and also the review meetings of Immunization Center projects to discuss and collectively implement decisions in coordination with other JSIPL projects.
• Participate in regular F&A and Operations calls with DC and Boston.
• Participate as a JSIPL wide F&A team member in updating of LHEM and Operations Manual as and when necessary. Guide and train staff and F&A team on manuals.
• Oversee and provide support for important/major events of donors and governments.
• Liaise with partners, donors and GoI, as required. Maintain close contact with clients and other partners for smooth functioning of project.
• Oversee administrative functions related to travel, timesheets, procurements, equipment maintenance, organization of meetings/ workshops/ retreats in effective manner, trouble shoot and act as backstop for supervisees.
• Support in project documentation process, as needed.
• Implement project start-up and close-out strategies and contribute to relevant checklists in coordination with HQ as and when necessary.
• Assist the technical team to manage and implement the program/s for better operational systems to improve overall effectiveness and speed of implementation.

Human Resources [20%]

• Ensure to follow correct HR processes that include preparation of job descriptions; arrange --advertisement of the position, short list of CVs, references checks through SFO, negotiation of compensation, sending offer letters and contracts, arranging insurance and completing other formalities for new employees; orientation on finance and administrative guidelines.
• Management of personal files of all staff and consultants.
• Work closely with HQ in ensuring contract renewals, benefits, and annual salary changes.
• Coordinate the performance reviews and renewal of project staff contracts. Coordinate to update job descriptions of staff as necessary. Issue of approved salary increase letters.
• Ensure to complete Ethics and other JSI compliance trainings by all the staff on a regular basis. Responsible to roll out of JSI rules and regulations.
• Mentor the staff, manage crisis and identify, resolve issues.
• Manage transition of staff to/ from other projects as and when necessary.

New Business Development [10%]

• Develop budgets in consultation with technical teams, consortium partners and HQ staff.
• Provide inputs for financial proposals and advise on key assumptions (tax rate, inflation, etc.).
• Prepare the necessary MoUs with partners.

Qualifications and skills required:

• Management/ finance professional with advanced degree.
• At least 10 years of experience in INGOs and multi-donor projects.
• Demonstrated ability to independently manage and supervision of financial, administrative and HR functions and staff.
• Excellent organizational, coordinating and mentoring skills; Able to motivate and empower the teams.
• Excellent interpersonal relations.
• Proficiency in spoken and written English.
• Relevant computer skills related to the job profile, including Quickbooks, Microsoft Word and Excel.

Interested candidates should send their CV and cover letter to the following email address no later than 26 October, 2015: IndiaRota.Recruitment@jsi.com, mentioning the name of post in the subject line ATTN: Hiring Manager.