Operations and Finance Coordinator

About QUAMED

QUAMED is a non-profit organization that has a vison 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: We conduct assessments for our members and other customers. These include Good Storage and Distribution Practice (GSDP), Model Quality Assurance System (MQAS) and Good Manufacturing Practice (GMP) audits, GSDP technical visits and finished pharmaceutical product dossier reviews and source assessments.
• QCP certification programme: We manage our QCP certification program for suppliers that are ready to invest in obtaining a QUAMED QCP certificate.
• Database: Maintaining a subscriber-only database with our reports.
• Training: We develop and offer training directly or indirectly related to our core activities.
• Technical assistance and support: We offer technical advice and support services with an emphasis on support for regulatory authorities and our associative organisational members.

In addition, we advocate and work on awareness for quality medicines and access to quality medicines though various communication channels, including webinars, our online learning platform as well as participating in Quality Assurance and Humanitarian fora.

Administrative Framework

Job title

Operations and Finance Coordinator

Reports to

Executive Director

Direct Reports

Administrative and Logistics Coordinator, and the Communications Officer.

Virtual Headquarters (HQ)

QUAMED does not have a physical HQ which means all employees work remotely from their home countries and in field countries. Working hours for virtual HQ staff mostly track with African and European working hours.

Contract terms permanent contract / fixed term contract)

Initially this employee will have a one-year contract, which will be renewable. QUAMED has a policy of offering minimum renumeration packages regardless of where employees are based. There is an adjustment up to 20% for employees that live in higher cost of living countries. More details will be provided to candidates who are chosen for interviews.  

Full time/part time

This is a part time post.  .80 full time equivalent (FTE)

QUAMED band classification.

QUAMED has six salary bands. This position is on band 4. More detailed salary range and system of calculation will be provided to candidates that are interviewed.

Special requirements (travel etc.)

The Operations and Finance Coordinator will be expected to travel to HQ meetings (the team gathers periodically to ensure face-face time) 2-3 times per year and may have additional occasional travel.

Purpose of the position

The Operations and Finance Manager (Ops Manager) is responsible for ensuring the effective financial, operational, administrative, and human resource management of the Secretariat. This member of the team also supports the Board of Directors’ President and Secretary and in organizing and preparing Board meetings as well as staying in compliance with Belgian ASBL rules and requirements. 

At QUAMED, the Executive Director will be a Quality Assurance professional and therefore will depend on the Operations and Finance Coordinator to maintain high standards of financial stewardship, operational efficiency and respectful and efficient people management. 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. The Operations and Finance Coordinator will also be responsible for ensuring that donor requirements are met, and systems and processes support effective program implementation, including field-based technical deployments.

This role also contributes significantly to business development efforts through coordination of proposal development, budgeting, tender submissions, and engagement with funding partners. This team member reports to the Executive Director and gets support from two direct reports: Administrative and Logistics Coordinator and Communications Officer.

Responsibilities and duties

For many financial, administrative and people management activities, the Operations and Finance Coordinator will work independently. On the other hand, this team member will play a supportive role to the Executive Director for business development, strategic and annual plan development and separately support the Board of Director Officers to ensure best practices in governance.

1. 
   Financial Management & Compliance

• Lead the development and monitoring of annual organizational budgets and financial plans.
• Develop and review project budgets for donor-funded and self-funded activities.
• Conduct financial forecasting, variance analysis, and cash-flow monitoring
• Prepare monthly budget and financial performance reports for Board review and approval by the Executive Director.
• Maintain and strengthen financial controls, procedures, and internal accountability mechanisms.
• Coordinate accounting activities and liaise with external accountants, auditors, and financial service providers as required.
• Develop and maintain financial management policies, procedures, and approval frameworks, including delegated authority and sign-off thresholds for proposals, tenders, contracts, and expenditures.
• Support organizational financial planning and reporting linked to annual work plans and strategic objectives.

1. Operations, Human Resources & Administration

• 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.
• Manage staff and consultant contracts, onboarding processes, and personnel records (on Salesforce and Bamboo HR). For staff positions.
• Coordinate consultant recruitment, contracting, and performance monitoring processes.
• Maintain leave records and support employee relations and wellbeing initiatives.
• Ensure compliance with safeguarding, employment, data protection, and other administrative requirements.
• Support the continuous improvement of organizational systems, processes, and tools.

1. Business Development & Partnership Support

• In collaboration with the Executive Director, support the identification and development of new funding opportunities, partnerships, and strategic initiatives.
• 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.

1. Governance Support

• Prepare financial and operational reports for Board meetings and governance processes.
• Coordinate logistical and administrative arrangements for Board meetings.
• For governance matters, provide administrative support to the Board President, Secretary, and Executive Director as required.
• Maintain the governance records platform which includes meeting minutes, resolutions, and official documentation.
• Monitor and track implementation of Board decisions and agreed actions.
• Support compliance with organizational governance requirements, policies, and statutory obligations.

1. Grant & Donor Management

• 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 obligations.
• Advise project managers and technical staff on donor compliance requirements and budget management.

Qualifications & Experience

Essential

• University 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 and BambooHR).
• Excellent written and verbal communication skills in English.

Desirable

• 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.

Personal Attributes

• High level of integrity, discretion, and accountability.
• Desire to make a difference for people who are confronted by humanitarian emergencies.
• Strong attention to detail and commitment to quality.
• Ability to manage multiple priorities and work independently.
• Collaborative and service-oriented approach.
• Strong interpersonal and stakeholder management skills.
• Commitment to the mission and values of the organization.