Vacancy Advertisements

Ref: CSC-RSP/0012/2020

Job Description

Position Type: Admin & Finance Manager at Hargeisa Group Hospital (HGH)

Vacant Positions (1 Position)

Grade Level: A

Salary Scale: Negotiable

Working Hours: 48 Hour per week

Job Title: Admin & Finance Manager

Duration: Permanent (After three months’ probation period)

Employer: Hargeisa Group of Hospital

Duty Station: Hargeisa Office, Somaliland

Posting Period: 21 June 2020 to 28 June 2020

For Somaliland National Only

Background

Hargeisa Group Hospital (HGH) is a public and national government owned hospital which was built in 1953. The HGH is the largest referral hospital in Somaliland which serves for all Somali landers in the provision of tertiary medical services with specialty care. It is also a clinical teaching hospital for Somaliland Universities.

The HGH is fully funded by the Government of Somaliland and solely off of money that is collected from taxpayers and thus, Somaliland Government is committed to improve its health care services ensuring standards and the satisfaction of its service users/clients.

Based on the above, the HGH and the Ministry of health development in collaboration SL Civil servant Commission initiated public hospitals management reforms and institutional changes on the importance of improving HGH health care/services in equity of access to appropriate clinical care and services for all residents/citizens.

Job Purpose

• The Administrator/Finance Manager is the functional Head of the dept. He/she is responsible for the overall technical, administrative, financial management, archives and ICT of the sections.
• The incumbent is a career senior civil servant appointed through a competitive process and is responsible for providing leadership and vision for achieving goals of the sections.
• He/ She shall be responsible for providing technical and professional support to the Hospital Director.

Objectives of the Job

• Overall coordination, management and reporting on Administration, financial management, archives and ICT development.
• Provide effective leadership, enabling the Dpt. to improve performance of its functions and achieve set results
• Coordinating the development and implementation of Administration, and Finance.
• Provide accurate and timely reporting on progress of implementation of Administration and Finance policies, strategies and programs.

Duties and Responsibilities:

The Administration/Finance Manager will be responsible for:

• In liaison with the Hospital Director determine the short, medium and long term strategy for financial management of the HGH along with the overall management and financial reporting procedures
• To manage the financial accounting and reporting systems, taking into account the changing accounting and reporting needs of the HGH
• To prepare and maintain yearly budgets and forecasts. To ensure that directors, managers have appropriate training to prepare budgets for their area of specific budget responsibility, and accept accountability for their maintenance.
• Actively participate and assist Hospital Management team in designing strategies/polices with forecasting and the best utilization and management of resources both in-kind and cash.
• To provide support to Hospital front desk by helping clients fill out admissions forms and providing visitors and families with information regarding Hospital facility services.
• To organize Weekly, Monthly and annual employee’s meetings of Admin/Finance Dpt.
• To monitor Administrative staff performance in Administration dept.
• To prepare detailed monthly management accounts across all directors, Head of sections at Hargeisa Group Hospital.
• To produce statutory accounts and any other reports required by the HGH, in close cooperation with Ministry of Health Development.
• Ensures with His /Her approval of all payments and all financial transactions according to HGH and existing national financial management policy and procedures.
• To ensure that HGH accounts and accounting systems are maintained in accordance with relevant accounting standards and compliant to the requirements of the HGH.
• To develop detailed terms of reference for administrative and finance Dpt. as well as individual staff.
• To conduct a capacity assessment of the current departments as well as the HGH to also provide requisite training to all staff on required administration and finance;
• To coach and mentor key staff members up to a level of competency to be able to competently perform senior roles in the unit.
• To develop and maintain corporate estate plans and ensuring cleanliness, sanitation and hygiene controls in HGH premises and environment.
• To identify the ICT needs of Office of the HGH in consultation with other staff, communicating with users to formulate and produce a requirements specification to create system and software solutions.
• To develop and manage a database covering overall business operations and activities of the assigned HGH.
• To ensure that HGH systems are compatible with and other civil service IT applications.
• To plan, organize, direct, control and coordinate the acquisition, development, maintenance and use of ICT systems.
• Overseeing the general welfare and discipline of HGH staff in accordance with civil servant rules, regulations, security and policy in Hargeisa Group of Hospital.
• To analyze information needs and specifying technology to meet those needs;
• To formulate direct information and communication technology strategies, policies and plans;
• To set priorities between system developments, maintenance and operations overseeing the security of ICT systems.
• To preparing purchase orders, monitoring supply sources and negotiating contracts with suppliers.
• Provide on the job training, coaching and mentoring for HGH to manage all ICT procedures.
• Provide ICT advice and support to HGH management.
• To ensure optimal database and system integrity, security, backup, reliability and performance.
• To develop and review policies, systems, standards and guidelines for the management of public records.
• To advise HGH management of electronic records.
• To conduct regular audits on records management activities in all HGH Offices.
• To ensure that records management officers in collaboration with ICT officers design and implement electronic records management systems.
• To ensure that employees create and maintain complete and accurate records of their official transactions and activities.
• To establish and maintain asset registers.
• To develop a comprehensive record management program.
• To plan for appropriate accommodation for records
• To Carry out records survey and appraisal
• To provide leadership in the capacity of Admin/Finance and accounting areas of HGH.
• To maintain system of accounts and book keeping and records on all transactions and asset management.
• To prepare and produce accurate monthly financial and management reports including income statements, balance sheet, budget, variance, projections and forecast.
• To maintain control of flowing areas general ledger, accounts payable, expense reports, billing and payroll.
• To assist the accountant and cashier and assign their responsibilities in relevant to income and payment procedures including accounts payable, accounts receivable, and benefits administration.
• To ensure that all financial transactions are processed accurately in timely manner and in accordance with generally accepted accounts principles and procedures
• To manage oversee, process as appropriate and act as backup for processing all of the following transactions, payroll, accounts payable, fix assets, cash, bank reconciliation and budget allocations.
• To perform end month and closing procedures including overhead allocations, account reconciliation and updating schedules.
• To assist accountants and cashier in issuing timely, accurate and complete financial transactions and statements at all levels including governing and management body of the HGH.
• To develop capacity in production of cash flow reports, monthly financial reports, annual budget and forecast.
• To calculate variances from the budget and report significant issues to Hospital Director.
• To prepare his/her departmental team and assist with developing audit schedules for the annual auditing purposes.
• To monitor inventory office supplies and purchasing new materials with attention of budgetary constrain.
• To oversee facilities services, asset depreciations and its maintenance assuring efficiency.
• To follow up, organize and supervise other psychical structures, facilities, transport and office activities (recycling, maintenance, renovations, repairing and events planning etc).
• To develop relevant administrative manuals and ensure operations adhere to policies and regulations of HGH.
• To facilitate logistical means and processing visas for foreign doctors and their accommodation
• To ensure safe, secure and well maintained facility that meet HGH environment health and security standards.

• Other duties assigned by supervisor.

Reporting Arrangements

The Admin and Finance Manager of Hargeisa Group Hospital will directly report to the Director General of HGH.

Deliverables

The Finance Manager will be responsible for the production of the following deliverables:

• Administration, Finance ,ICT and records management policies, procedures and systems
• Performance report of Hargeisa Group Hospital budget.
• Records management system with functional general, confidential and personnel records
• Guidelines on staff discipline
• Minutes of Hargeisa Group Hospitals staff and management meetings
• Cleanliness and hygiene controls guidelines
• DPT training plans
• Reports on staff training
• Annual work plans and budget of the department
• Quarterly and annual progress reports of the department

Qualification and Experience:

• A minimum of Bachelor of Business and Public Administration related discipline from a recognized University or equivalent professional qualification

• A Master’s Degree in Business Administration will be an advantage
• Seven years’ experience, four (4) of which must have been at the senior administrative and Finance level in the public service.

Competencies and Skills

• Administration and Financial Management.
• Change management.
• Experience with database system and MS excel.
• Solid understanding of health care procedures and regulations.
• Excellent organizational and time management skills
• Ability to supervise and train team members
• Leadership and development
• Problem-solving techniques
• Blend of analytical, observational, organizational and networking skills
• Strategic planning and benchmarking
• Performance measurement
• Team building and management
• Monitoring and evaluation
• ICT skills
• Report writing
• Excellent oral and written English and Somali languages
• Gives objective advice based on sound analysis
• Focuses on outcomes
• Gives purpose and direction
• Thinks strategically
• Involves people in decision-making
• Communicates effectively
• Demonstrates commitment to organization/ corporate decisions
• Displays an intelligent awareness of the political environment
• Prepares plans with clear short and long term objectives
• Functions effectively in a team of professionals

Documents Required:

• Application Letter
• Updated CV
• Copies of certificates and other supporting documents, identification and references.
• Recommendation Letter
• National ID Card