Finance and Administration Manager
NGO Jobs / UN Jobs Vacancy
The Finance & Administration Manager of MTaPS 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 contract, consultant and vendor agreements; travel, fleet management and logistics; security; and facilities and communication services etc.
Financial Management (50%)
- 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 and pipelines 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 timeframe 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, Navigator. 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, EPLS and ATTUS checks 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 the m-drive and set up appropriate fining structures
- Work with the management team to budget work and implementation plans and costing of activities
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.
- 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.
- Any other duties as assigned by management and as required by the position.
- Master’s degree in Business Administration, Finance, Accounting, or a similar field.
- including 3-4 years’ experience to manage USAID funded programs
- Advanced spreadsheet skills required. Experienced with accounting or business information systems software strongly preferred. Database skills desired. (Microsoft Office applications preferred).
- Experience in working with USAID funded projects required and knowledge of applicable regulations and requirements.
- Financial and Administrative experience working with projects supported by international organizations.
- Ability to create and monitor budgets. Understanding of the basic tenets of Cash Control, Asset Management, Bank Reconciliation, cost projections, forecasting and expenditure projections and management
- Experience creating and analyzing journal entries.
- Experience with work planning and budget projections
- Experienced in Procurement and tender practices
- Experienced in risk mitigation
Knowledge and Skills
- 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.
- Understanding of the principles of adequate documentation, filing and of audit, and of the procedures necessary to ensure audit compliance.
- English fluency required (including speaking, writing, understanding, and reading and the ability to work with vendors, staff and stakeholders).
- Excellent communication skills.
- Expert skills in Microsoft Word, Excel, and QuickBooks or similar accounting packaging, comfortable in a Windows PC environment.
- Ability to work in a cross-cultural team and willingness to travel.
- Interested in working in a small team, independently and where you implement the tasks yourself
- To continue process innovation, must be determined, self-motivated, and with excellent interpersonal skills.
- Group facilitation
- Capable of managing work with shifting priorities
- Able to manage and coordinate a variety of activities simultaneously
- Can work in a team-oriented environment while driving for results
- Able to meet deadlines and work under time pressure
- Able routinely to have after hours conference calls
- Perform logical analysis
- Creative problem solving
- Organized, well-structured and detail-oriented
- Process oriented
- Travel requirements: Availability to travel domestically and internationally as needed. Participation in the meetings outside normal working hours can take place from the employees’ home if the adequate facilities is available otherwise from the MTaPS office.
- Keyboard use, Pulling drawers, Lifting papers <10lbs., ETC.
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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