US Pharmacopeia (USP) is an independent, scientific nonprofit organization that has focused on building trust in the supply of safe, quality medicines since 1820. We are a public health organization that uses rigorous science and public quality standards setting to protect patient safety and improve global health.

Read more about this company

Senior Finance & Operations Manager

Job Type

Full Time

Qualification

BA/BSc/HND

Experience

10 years

Location

Nairobi

Job Field

Finance / Accounting / Audit

The Senior Finance and Operations Manager has the following 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 and the region 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.

Who is USP Looking For?

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 10 years of progressive experience in finance, administration, and operations management, preferably within local offices of international NGOs managing donor-funded projects.

At least 10 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.

• 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 and the region 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.

• Bachelor’s degree in Management, Business Administration, or a related field.