Finance and Administration Officer

6 months ago

Pretoria, South Africa Palladium Group, Inc. Full time

**Finance and Administration Officer - South Africa**

**Project Overview**:
Palladium is implementing the USAID-funded Translating Data for Implementation (Data.FI) award. Data.FI is a $180 million, 5-year project which serves as USAID’s primary mechanism for data, technology, and health information systems to support HIV activities across strategic PEPFAR countries. Data.FI is part of a suite of large-scale global HIV programs that USAID has awarded and represents the next generation of HIV/AIDS programs. Data.FI plays a key role in USAID’s goals of helping partner countries on their Journey to Self-Reliance and transitioning local organizations to prime recipients of USG funding.

The overall goal of the Data.FI project is to improve global, regional, and national in-depth analyses of HIV epidemiologic and program data that can be directly applied to expedite the achievement of PEPFAR targets to attain and sustain control of the HIV epidemic. The focus also includes directly supporting host country governments and implementing partners to further enhance existing health information system platforms to inform management responses to well-defined gaps in HIV/AIDS programming. In order to ensure rapid access to high quality data, Data.FI works towards: accelerating data utilization to rapidly course correct and take to scale cost-effective and impactful activities, models and approaches required to attain and maintain HIV epidemic control; scaling and optimizing in-country health information system capabilities to collect, exchange, adapt, govern, and visualize information in order to track the attainment and maintenance of HIV epidemic control; and supporting the transition of prime funding and implementation to capable local partners in order to meet the PEPFAR goal of 70% of funding to local partners by 2020.

**Project Role**:
If you are a problem-solver, collaborator, and doer, and you have expertise in financial management and project administration, we are interested in hearing from you. We are a learning organization and provide growth opportunities from the start. We pride ourselves on giving you the freedom, resources, and guidance to chart a fulfilling career

**Primary Duties and Responsibilities**:
The position reports to the Country Director on a day-to-day basis with specific financial reporting to the Project Management Unit at Palladium’s US office in Washington, DC. This position may also supervise finance and administrative staff located in South Africa.

**Key Responsibilities**:

- Manage and lead the day-to-day financial and accounting administration, budget administration, banking, cash management, and the financial reporting in compliance with the Data.FI project and donor policies and in coordination with the project’s Country Director and the Palladium DC office staff.
- Ensure compliance with local tax legislation and other statutory requirements.
- Prepare and track project budgets and budget projections, and review expense reports, vouchers and payment requests, including proper back-up documentation to ensure compliance with established Palladium systems and the client’s rules and regulations.
- Oversee timely payments to vendors, contractors, consultants, and staff, and ensure that proper documentation is present, including tracking all tax withholding information and ensuring it is readily updated and available to project leadership and ensuring all field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance with chart of accounts and project charge code(s).
- Work closely with Project Delivery to implement monthly payroll accurately and on time, keep accurate and updated records and conducts regular reviews of staffing financial information.
- Ensure that all associated administrative and financial documentation and supporting documents are filed appropriately in hard and soft copies including (but not limited to) medical aid, provident fund, banking registration, the fixed asset register and other relevant Palladium SA documentation are kept up-to-date and filed appropriately.
- Work with the Country Director, Regional Manager (RM), and Project Delivery Manager in Washington DC to develop annual budgets, projections, financial plans, costing estimates, timely submission of month-end accruals and monthly cash forecasting.
- Maintain regular communication with the DC staff and submit timely project financial reporting requirements (including month-end accruals) for planning and decision-making purposes.
- Ensure all systems and processes are compliant with project, donor, and country policies and identify potential areas of financial and compliance vulnerability and risk and develop or implement corrective action plans to resolve problematic issues.
- Assist in procurement processes, which includes recruitment activities.
- Maintain up to date personnel files and ensure compliance with local labor laws and

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