Brief Job Overview

Working under the guidance of USP HQ Global Finance – Director, Accounting, International and Donors Funded, the Manager, Finance and Operations provides overall leadership and oversight of USP Kenya’s operations, including the implementation of donor-funded activities supported by the office. The role is accountable for ensuring effective and compliant management of financial, accounting, auditing, procurement, inventory, human resources, and safety and security functions in accordance with USP policies, donor requirements, and local regulations. The incumbent also supports budgeting and new business development efforts, including preparation of cost proposals and advising on operational models in countries where USP does not have a physical presence. As a member of the USP Kenya leadership team, the Manager, Finance and Operations maintains close coordination with USP HQ Global Finance, HR, Program Management, and all Technical teams.

How will YOU create impact here at USP?

As part of our mission to advance scientific rigor and public health standards, you will play a vital role in increasing global access to high-quality medicines through public standards and related programs. USP prioritizes scientific integrity, regulatory excellence, and evidence-based decision-making to ensure health systems worldwide can rely on strong, tested, and globally relevant quality standards.

Additionally, USP’s People and Culture division, in partnership with the Equity Office, invests in leadership and workforce development to equip all employees with the skills to create high-performing, inclusive teams. This includes training in equitable management practices and tools to promote engaged, collaborative, and results-driven work environments.

Responsibilities

• 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.
• 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. Serve as liaison with external auditors and coordinate internal and external audits, including follow-up on audit findings in collaboration with Global Finance.
• Lead annual budgeting and periodic reforecasting processes, providing financial analysis and variance explanations to support informed management decision-making.
• Strengthen and maintain internal control systems to safeguard organizational assets and ensure compliance with applicable cost principles and donor requirements.
• 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.
• Review and approve vendor payments, contracts, and financial commitments to ensure proper authorization levels and budget availability.
• 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.
• Provide operational and financial support for new business development efforts, including preparation of cost proposals and review of pricing assumptions for compliance and competitiveness.
• 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.
• Promote a high-performing, compliant, and service-oriented office environment, fostering strong collaboration across program, technical, and HQ teams.
• Perform other duties as required to support effective country office operations.

Qualifications

The successful candidate will have a demonstrated understanding of our mission, commitment to excellence through inclusive and equitable behaviors and practices, ability to quickly build credibility with stakeholders, along with the following competencies and experience:

• 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.

Additional Desired Preferences

• Ability to provide senior-level operational oversight in a country office setting.
• Expert knowledge of applicable local and national regulations, as well as policies governing financial and administrative processes.
• General understanding of donor-funded program management and business development, including experience developing cost proposals, budgets, and supporting financial reports for proposal submissions.
• Proficiency with MS Excel, Word, and PowerPoint; experience with QuickBooks or similar accounting software preferred.
• Strong organizational, communication, and interpersonal skills, with the ability to engage effectively across all levels of an organization.
• Excellent self-management skills, including motivation, adaptability, and the ability to maintain a professional, consistent image of confidence, integrity, and competence under pressure.
• Demonstrated ability to work collaboratively in a team environment while also exercising initiative and independent judgement.
• Proficiency in MS Excel, Word, and PowerPoint, as well as accounting software; experience with QuickBooks is preferred but not required.

• 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.
• 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. Serve as liaison with external auditors and coordinate internal and external audits, including follow-up on audit findings in collaboration with Global Finance.
• Lead annual budgeting and periodic reforecasting processes, providing financial analysis and variance explanations to support informed management decision-making.
• Strengthen and maintain internal control systems to safeguard organizational assets and ensure compliance with applicable cost principles and donor requirements.
• 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.
• Review and approve vendor payments, contracts, and financial commitments to ensure proper authorization levels and budget availability.
• 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.
• Provide operational and financial support for new business development efforts, including preparation of cost proposals and review of pricing assumptions for compliance and competitiveness.
• 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.
• Promote a high-performing, compliant, and service-oriented office environment, fostering strong collaboration across program, technical, and HQ teams.
• Perform other duties as required to support effective country office operations.

• 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.
• Ability to provide senior-level operational oversight in a country office setting.
• Expert knowledge of applicable local and national regulations, as well as policies governing financial and administrative processes.
• General understanding of donor-funded program management and business development, including experience developing cost proposals, budgets, and supporting financial reports for proposal submissions.
• Proficiency with MS Excel, Word, and PowerPoint; experience with QuickBooks or similar accounting software preferred.
• Strong organizational, communication, and interpersonal skills, with the ability to engage effectively across all levels of an organization.
• Excellent self-management skills, including motivation, adaptability, and the ability to maintain a professional, consistent image of confidence, integrity, and competence under pressure.
• Demonstrated ability to work collaboratively in a team environment while also exercising initiative and independent judgement.
• Proficiency in MS Excel, Word, and PowerPoint, as well as accounting software; experience with QuickBooks is preferred but not required.

• 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.