Overall Responsibilities:
The Finance & Administration Manager of MTaPS (Medicines, Technologies, and Pharmaceutical Services) Project Jordan provides financial analysis, accounting, operational and budget management support for MTaPS Jordan, under the supervision of the Country Project Director.
To this end, s/he develops routine and ad hoc reports for different technical activities to ensure the regular flow of accurate and relevant financial information for enhanced project management, planning, budgeting, expenditure projection and tracking and funding projections.
The Finance & Administration Manager leads and manages the country operations overseeing all administrative services for the MTaPS project in Jordan. S/he ensures that MTaPS Jordan operates as a cohesive, neutral, functional unit that provides high-quality, responsive, timely and cost-effective services to projects within the framework of local laws, MSH policies and standard operating procedures, and donor requirements. S/he is a member of the country management team and is expected to play an active role in assisting the Country Project Director develop a strong and strategic country presence, as necessary. S/he is overall responsible for in-country payroll; management of local contracts, consultant and vendor agreements; travel, fleet management and logistics; security; and facilities and communication services etc.
Financial Management (40%)
- Manage cash flow, including funds transfers from MSH headquarters, local currency exchange, and petty cash, as per MSH policies and procedures.
- Assist in preparation of project budgets, pipelines and forecasting and in collaboration with the technical team, estimate upcoming cash needs, prepare expense projections and accrue expenditures as appropriate.
- In collaboration with MTaPS/HQ, participate in preparation of reports for donor agencies, as required.
- Perform analysis of financial data to identify financial risks in country based on monthly BMR and provide support to monitor, mitigate or control financial risks in country.
- Oversee the issuance and collection of project advances, reconciling advance accounts each month. Follow up on outstanding advances which have not been liquidated in the time frame prescribed by the SOP and local office policy and resolve any queries through dialogue with individual employees and their supervisors.
- In collaboration with the Country Project management team and corporate accounting, monitor MSH/MTaPS project bank account transactions and reconcile account with project expenditures as part of the month end close process
- Create and interpret financial reports (Pipelines, Budgets) and create journal entries. Create vendor identification numbers and records as necessary.
- Supervise the recording of financial transactions and record financial transactions into the approved MSH Field Expense Accounting System, QuickBooks; submit each month's expenses by the 5th business day each month for upload by Corporate Accounting into MSH's Corporate Accounting System, Costpoint. Ensure on-time, accurate data entry, completing the journal entries for non-routine expenses as necessary.
- Conduct the final review of vouchers and vendor invoices to ensure the maintenance of thorough documentation on all field transactions.
- Ensure that all paid invoices agree with supporting documentation, including price quotes, purchase requests, purchase orders, CSI Check and shipping receipts, as per MSH procedures for procurement.
- Maintain current standing with all mandated tax liabilities and organization registrations including submission of payments and required statutory reports.
- Provide support in overseeing local procurement and the execution and proper recording in QuickBooks of all approved payments for local vendors, contractors and consultants for goods and services received, in accordance with the laws and regulations of the country, MSH standard operating procedures and USAID regulations.
- Assist the Country Project Director in providing an audit interface between MSH Corporate Accounting, MSH external audit firm, and donor auditors, and ensures timely follow up to reviews or audits conclusions and recommendations that are relevant to operations in collaboration with the Project Delivery Group.
- Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing, as per MSH procedures for recording of time worked.
- Work with the contracted local accounting firm to administer, process and record local payroll, taxes and pension contributions and benefits.
- Ensure timely filing to Sharepoint and set up appropriate filling structures
- Work with the management team to budget work and implementation plans and costing of activities.
- Prepare and submit monthly financial report (MFR) and respond to any questions and clarifications for the monthly financial control reviews conducted by the Global Service Unit (GSU)
Administrative Management (35%)
- Collaborate with Country Project Director to ensure that MSH activities and management operations are implemented as per MSH Mission, values, policies and standard operating procedures, and local laws and regulations, and to safeguard MSH's reputation - financial, contractual, and political integrity.
- Develop and execute responsive and appropriate operations management systems (for office management, local procurement, fleet management and logistics, consultant and subcontractor administration, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements.
- Responsible for providing equitable, effective, timely, cost-effective, and responsive and high-quality operations and administrative support to all MSH in-country projects within local laws and available resources, and in an environment with adequate internal controls, adherence to contracts regulations, MSH policies and standard operating procedures.
- Proactively engage, coordinate, communicate and collaborate with the key HO and regional based staff issues to ensure consultation, accountability, notification and resolution of important information and issues.
- Active participation in routine management team or other meetings with HO staff which are relevant to the program and operations activities.
- Provides administrative supervision to project staff Supervise the maintenance of controls over project office fixed assets such as vehicles, with the assistance of the operations staff. Directly manage the maintenance of controls on MSH inventory such as furnishings and computer equipment, in accordance with MSH and donor standards for inventory tracking.
- Work with Country Project Director and other key managers to develop a project closeout strategy and timeline to roll out, implement, oversee and monitor progress in the last year of the project.
General (15%)
- Ensure accurate and timely submission of required administrative reports and other information as needed to the Project Directors, and or corporate offices.
- Facilitate the processing of documentation for obtaining VAT exemption certificates for procurements made with USAID and other donors funds, conducting quality control checks on and filing all documents for reimbursement.
- With support from MSH/HQ and as part of regular voucher analyses, aid in enforcing existing written policies on internal control systems for procurements, inventory maintenance and asset use which will ensure compliance with MSH policies and standards.
- Review country activity travel advances and travel claims (TEFs) and work with country program staff to resolve accounting related issues, as per MSH policy and procedures for request for advances and reimbursement (TEF) procedures.
- Work with the in-country Administrative Coordinator and HO Project Associate in providing administrative and logistics support for all short-term consultants, serving as the liaison between MSH/Country and home office on administrative and financial matters related to these contracts.
- Supervise the Finance staff and ensure that the team is accountable for their performance management (including regular results, check-ins, formal appraisals, supportive supervision, rewards, training, coaching, and career development support), fostering a culture of collaboration and professional growth.
- Ensure staff actions are governed by the highest standards of personal and business conduct as stipulated in policy guidelines.
- Contribute to maintaining teamwork, discipline sound work relationships, and productivity.
- Provide training and guidance and develop priorities, monitor achievements, and evaluate performance of staff.
- Any other duties as assigned by management and as required by the position.
Compliance and Risk Management (10%)
- Ensure that control systems are in place to certify that project operations are well managed, and that staff act in full compliance with local laws, comply with the terms and conditions of contract/award and donor requirements, and MSH policies and standard operating procedures.
- Conduct regular and thorough operational risk assessments and monitor the success of risk mitigation and risk control activities.
- Ensure appropriate segregation of duty in all procurement and payment activities from initiation to final payment and documentation.
Qualifications
REQUIRED MINIMUM EDUCATION:
Bachelor's degree in accounting or finance management or business administration or relevant subject areas.
Professional qualification in ACCA or CPA is desirable.
REQUIRED MINIMUM EXPERIENCE:
Around 6 (six) years of financial management or accounting experience of complex international development assistance programs (budgeting, reporting and analysis).
Significant experience with USG-funded projects strongly desirable, USAID experience highly desirable.
Experience working with international donors, foundations and private giving preferable.
At least five (5) years experience managing a team.
KNOWLEDGE and SKILLS:
Demonstrated skills in developing large budgets, analyzing spending against budget, and internal and external reporting required.
Advanced spreadsheet skills required. Familiarity with accounting or business information systems software strongly preferred. Database skills desired. (Microsoft Office applications preferred).
Experience In Procurement Management And Office Management Preferred.
Excellent analytical skills, high attention to detail required
Excellent English verbal and written communication skills required with the ability to operate in a culturally diverse organization, and communicate to all levels within the organization
Experience in working with USAID funded projects required and knowledge of applicable regulations and requirements.
Ability to create and monitor budgets. Understanding of the basic tenets of Cash Control, Asset Management, and Bank Reconciliation.
Experience creating and analyzing journal entries.
COMPETENCIES:
Strong leadership, mentoring, management, analytical and organizational skills demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail. Manage work with shifting priorities and multi-tasking.
Self-starter who can work well independently and also work effectively as a team member with strong inter-personal skills.
Strong ability to establish priorities, ability to work under pressure with positive attitude, remain focused on results, and respond to changing priorities.
High ethics and a personal commitment to transparency and accountability.
Ability to work in a cross-cultural team.
PHYSICAL DEMANDS:
Office environment including Keyboard use, pulling drawers, lifting papers Travel requirements: Availability to travel domestically and internationally as needed.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.
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