Job Description

OverviewThe Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to our mission of saving lives and reducing the burden of disease in low-and middle-income countries. We work at the invitation of governments to support them and the private sector to create and sustain high-quality health systems.CHAI was founded in 2002 in response to the HIV/AIDS epidemic with the goal of dramatically reducing the price of life-saving drugs and increasing access to these medicines in the countries with the highest burden of the disease. Over the following two decades, CHAI has expanded its focus. Today, along with HIV, we work in conjunction with our partners to prevent and treat infectious diseases such as COVID-19, malaria, tuberculosis, and hepatitis. Our work has also expanded into cancer, diabetes, hypertension, and other non-communicable diseases, and we work to accelerate the rollout of lifesaving vaccines, reduce maternal and child mortality, combat chronic malnutrition, and increase access to assistive technology. We are investing in horizontal approaches to strengthen health systems through programs in human resources for health, digital health, and health financing. With each new and innovative program, our strategy is grounded in maximizing sustainable impact at scale, ensuring that governments lead the solutions, that programs are designed to scale nationally, and learnings are shared globally.At CHAI, our people are our greatest asset, and none of this work would be possible without their talent, time, dedication and passion for our mission and values. We are a highly diverse team of enthusiastic individuals across 40 countries with a broad range of skillsets and life experiences. CHAI is deeply grounded in the countries we work in, with majority of our staff based in program countries.In India, CHAI works in partnership with its India registered affiliate William J Clinton Foundation (WJCF) under the guidance of the Ministry of Health and Family Welfare (MoHFW) at the Central and States\' levels on an array of high priority initiatives aimed at improving health outcomes. Currently, WJCF supports government partners across projects to expand access to quality care and treatment for HIV/AIDS, Hepatitis, tuberculosis, COVID-19, common cancers, sexual and reproductive health, immunization, and essential medicines.Learn more about our exciting work:Position Summary:WJCF is seeking a Finance & Admin Coordinator to play a critical role in supporting program management teams. The Finance & Admin Coordinator will interface with various members in the finance and operations team and act as the focal point on internal financial management. The incumbent will work on providing support to program teams on Budgeting & donor Reporting under the overall guidance of Finance manager. The incumbent should also be able to handle the accounting, transaction processing and monthly account closures to the extent required under the overall guidance of the Finance managers.The Finance & Admin Coordinator will also be required to support the administration and procurement function by performing specific tasks assigned.Responsibilities1. Budgeting and Reporting:

• Develop in-depth understanding of multiple programs budgets and expense drivers/levers and support program managers/ budget holders in developing/revising budgets and guidelines, and preparation/submission of detailed program budgets.
• Support the Director Finance / Manager Finance and Program Managers in consolidation, validation, and analysis of operational expenses against budgets; provide variance explanations and effect adjustments to programmatic plans/budgets.
• Review income allocations and closely coordinate with program managers on execution rate, adjustments needed, and reforecasting of budgets to ensure consistency with programmatic goals/plans.
• Prepare budget presentations for discussions/approvals and incorporation of these in program reports/submission.

2. Financial Management and Planning:

• Prepare management reports/dashboard for tracking critical KPIs, and grants/projects performance and advise Program managers on productivity metrics and cost efficiencies.
• Handle routine accounting, transaction processing and month end processes under guidance of the Finance Manager concerned whenever required.
• Support project teams in development of financial proposals/plans for new grants and support translation of these into detailed financial scenarios, cost heads/expense categories, phasing etc.

3. Grant Management:

• Support program teams in preparing, reviewing, reconciling, and submitting financial reports to donors and in setting up and implementing appropriate reporting protocols.
• Support development and implementation of Standard Operating Procedures for grants management, budgeting guidelines and financial management.
• Send timely alerts and reminders for coordination with other WJCF Offices.
• Process partner agreements/contracts and coordinate timely release of donor tranches under guidance from Finance Manager / Director Finance.
• Maintenance of all partners records and financial documents.

4. Efficient financial risk management:

• Support the Finance function in effective risk management measures, ensuring judicious utilisation of funds, adherence to budgets, and compliance with regulatory norms.

5. Administration:

• Organising regular meetings for the WJCF staff and coordinating directly with the Travel agents and Hotels including negotiating best deals and offers for the company.
• Maintain a tracking system for all travel.
• Select venues for workshops, trainings, and meetings. Process contracts and agreements with the venues.
• Arrange and coordinate logistics for conferences, meetings, workshops, special events and appointments to include reserving rooms, making catering arrangements, setting up conference calls, Presentations, taking notes and preparing meeting summaries.
• Maintain office files and tracking systems, contract, procurements, office supplies, and payments.
• Provide administrative and program support to operations, finance, technical, procurement, and administrative senior staff.
• Coordinate with travel agent for booking flight, accommodation, taxi, Visa etc.
• Coordinating and assisting staff for issuance of invitation letter for visa application, assisting hotel, and conference etc.
• Responsibility for proper reviewing and assistance in processing of the bills of the respective vendors
• Maintain vendor data base.

QualificationsQualifications

• MCom / MBA with specialization in Finance with at least 5 years of work experience preferably within the development sector and should have dealt with similar work responsibilities in the past. Candidates with CA/ CA (inter) qualification shall be preferred.
• Knowledge and hands on experience on any ERP Accounting Software including Quickbooks, Netsuite or Agresso would be a plus.
• Good knowledge of MS Excel, PowerPoint, Word and other Office Suite applications

Skills and Traits

• Quality conscious and excellent attention to detail and accuracy
• A strong sense of proactivity to ensure efficient financial management.
• Good time management skills and ability to prioritize.
• Flexibility and ability to work in a team, as well as strong cooperation and people skills.
• Dedicated, respectful, punctual, and well disciplined.
• Good oral and written communication skills in English
• High level of integrity, dependability, and accountability
• Ability to work under pressure without compromising on quality of processes and procedural requirements.
• Self-motivated and firm in providing opinion to support effective decision making.

Clinton Health Access Initiative