Operations and Finance Manager

quamed

4d • Remote

About The Position

QUAMED is a small, well-established non-profit organization incorporated in Belgium (ASBL) that has a vision of “living in a world where everyone benefits from quality medicines and other health products.” The organization’s mission: “QUAMED partners with diverse networks of stakeholders to improve access to quality medicines and other medical products, to strengthen pharmaceutical systems, thus reducing exposure to sub-standard and falsified medical products.” QUAMED offers services in five distinct areas: Assessments, QCP certification program, Database, Training, and Technical assistance and support. The Operations and Finance Manager is responsible for ensuring the effective operational, financial, administrative, and human resource management of QUAMED. This team member supports the Board of Directors’ President and Secretary and helps organize and prepare Board meetings. He/she also helps ensure compliance with Belgian ASBL rules and requirements. The Operations and Finance Manager plays a critical role in enabling the successful delivery of the organization’s strategic objectives, both for donor-funded and self-funded projects. This role also contributes significantly to business development efforts that are led by the Executive Director. This includes leading on proposal and tender budgeting and human resource allocation and doing internal validations and actual submissions. This team member reports to the Executive Director and gets support from two direct reports: Administrative and Logistics Coordinator and Communications Officer.

Requirements

• University or undergraduate degree in Finance, Accounting, Business Administration, Management, Human Resources, International Development, or a related field.
• Professional qualification in finance, accounting, or business management (or equivalent relevant experience).
• Minimum 5–7 years of progressively responsible experience in finance and operations management within a non-profit, international development, humanitarian, or membership-based organization.
• Demonstrated experience managing donor-funded projects and grants.
• Strong knowledge of budgeting, financial reporting, compliance, and internal controls.
• Experience supporting proposal development, tender submissions, and donor budgeting.
• Experience respectfully managing people and resolving conflicts if and when they arrive.
• Excellent organizational, analytical, and problem-solving skills.
• High level of proficiency in financial management and people management systems (such as Salesforce, Exact (ERP) and BambooHR).
• Excellent written and verbal communication skills in English.

Nice To Haves

• Strong written and oral French language skills.
• Experience working as part of a team that works remotely and that that spans continents.
• Familiarity with major institutional donors and grant compliance requirements.
• Experience supporting organizational growth, strategic planning, and business development.
• Knowledge of risk management and organizational development practices.

Responsibilities

• Lead the development and monitoring of annual organizational budgets and financial plans, and support financial planning and reporting aligned with annual work plans and strategic objectives.
• Develop and review project budgets for donor-funded and self-funded activities.
• Provide project managers and technical leads with financial expenditure reports and analysis to support project and program management.
• Prepare monthly budget and financial performance reports that include revised forecasting, variance analysis and cash flow monitoring for validation by the Executive Director and submission to the Board of Directors.
• Develop and maintain financial management policies, procedures, and approval frameworks, including delegated authority and sign-off thresholds for proposals, tenders, contracts, and expenditures.
• Coordinate accounting activities and liaise with external accountants and financial service providers as required.
• Oversee operational systems and processes to ensure efficient functioning of the Secretariat/virtual HQ.
• Support project managers and technical teams with operational planning, resource allocation, and implementation requirements.
• Coordinate procurement, contracting, and administrative services in accordance with organizational policies and donor requirements.
• Identify and mitigate operational risks and contribute to organizational risk management processes.
• Implement and maintain human resource policies and procedures; introduce creative solutions to people crunch points (validated auditors).
• Manage staff including onboarding processes, maintaining personnel records (on Salesforce and Bamboo HR) and managing the performance process including annual appraisals.
• Prepare payroll and consultant payments, maintain leave records and support employee relations and wellbeing initiatives.
• Coordinate consultant recruitment, contracting, and performance monitoring processes.
• Ensure compliance with safeguarding, employment, data protection, and other administrative requirements.
• Support the continuous improvement of organizational systems, processes, and tools.
• In collaboration with the Executive Director, support the identification and development of new funding opportunities including tenders.
• Manage the business development pipeline: both for assessments and technical assistance and other projects.
• Motivate and support the team with the aid of Salesforce opportunity monitoring and analysis tools.
• Coordinate the financial and operational components of tenders, grant applications, and funding proposals.
• Develop proposal budgets, cost estimates, and financial narratives for donor submissions.
• Review funding opportunities to ensure compliance with organizational and donor requirements.
• Support negotiations with donors, partners, and contractors on financial and operational matters.
• Contribute to project design and resource planning to ensure operational feasibility and sustainability.
• Maintain proposal development procedures and approval processes.
• Work closely with technical teams to ensure high-quality, competitive submissions that align with organizational priorities.
• Support the Board Officers and Executive Director to ensure efficient functioning of both Board meetings and the annual General Assembly.
• Prepare financial and operational reports for Board meetings that will be validated by both the Executive Director and the Board Treasurer.
• Maintain the governance records platform which includes meeting minutes, resolutions, and official documentation.
• Work with the Board Secretary to monitor and track implementation of Board decisions and agreed actions.
• With the help of Board members, support compliance with organizational governance requirements, policies, and statutory obligations.
• Monitor grant implementation from a financial and compliance perspective.
• Ensure compliance with donor regulations, contractual obligations, and reporting requirements.
• Prepare and coordinate donor financial reports and support documentation.
• Maintain grant tracking systems and monitor expenditure against approved budgets.
• Support donor audits and organizational audits, ensuring timely provision of required information.
• Review contracts, grant agreements, and amendments to identify financial and operational risks and obligations.
• Advise project managers and technical staff on donor compliance requirements and budget management.

Benefits

• Minimum renumeration packages regardless of where employees are based.
• Adjustment up to 20% for employees that live in higher cost-of-living countries.
• Significant allocation in lieu of social charges for employees that are not on staff contracts.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level