Finance and Office Manager

Job Description

MAIN JOB PURPOSE

The Finance and Office Manager, is responsible for the processing, recording, accounting, and management of all payments made in Zambia and monthly reconciliation of the bank and petty cash accounts. The Finance & Office Manager provides input to the Senior Project Officer to support management of the project budget and allow analysis of the budget versus actual incurred costs and forward cost projections. The Finance and Office Manager provides guidance to the USAID Accountable Governance for Improved Service Delivery (AGIS) project implementation team, including Crown Agents and subcontractor personnel, sharing best practices and knowledge of USAID and relevant U.S. government regulations in order to achieve successful implementation of the project in compliance with Crown Agents and USAID regulations. The Finance and Office Manager works closely with the team and project stakeholders as a trusted resource and advisor, responsible for carrying out duties in a timely manner in compliance with client requirements, CA-USA policy and the highest standard of integrity and transparency.

Project Coordination

• Work closely with the Chief of Party to schedule and manage official meetings.
  
  

Cash Management Practices

• Establish checking account procedures and a system to ensure that accounts receivable will be collected and payables will be paid in a timely manner.
• Develop internal accounting practices to ensure consistency with USAID’s rules, regulations, and policies.
• Monitor the use of field office expenses including petty cash

Accounting, Filing, and Record Keeping

• Develop cash management, account filing, and record keeping system.
• Establish accounting file system to ensure that appropriate supporting documents are in place.
• Establish payment systems and written agreement guidelines with local subcontractors to ensure compliance and consistency with Crown Agents USA and USAID rules, regulations, and policies.
• In coordination with the Home Office Senior Project Manager and Specialist, develop proper accounts/subaccounts to book and track expenses, as well as subcontracts and purchase orders issued to local subcontractors, fixed price and cost reimbursable.

Coding and Billing Procedures

• Develop procedures for voucher and payment processing.
• Ensure that transactions are coded correctly and entered into Excel or any accounting system CA-USA may designate in a timely manner.
• Review the allowances to ensure compliance with USAID regulations.
  Internal Administrative and Reporting Requirements
• Provide support and maintain clear communication with Chief of Party on periodic reports (technical and cost) to USAID.
• Ensure that required approvals from the mission have been obtained and filed.
• Ensure that physical inventory of furniture and equipment are kept up to date and reported correctly.
• Provide support in office, equipment and supply maintenance

Any other duties as assigned and as appropriate to the position.

About you

Qualification

• Bachelor’s Degree in Accounting, Business, International Relations, or a related field is required; Master’s preferred.
• Fluency in English is required.
• Membership in a relevant professional body preferred.

Experience

• Minimum of 5 years of experience in accounting and/or project financial management.
• Prior demonstrated experience managing the accounting and finances of a USAID, MCC, U.S. Department of State, U.K. Department for International Development, United Nations, World Bank or other donor-funded project.
• Prior experience on a USAID-funded project strongly preferred.
• A strong reputation for delivering measurable results and significant emphasis on developing good collaborative working relationships with counterparts, other implementing partners and international organizations or donors desired.
• Must demonstrate personal attributes such as loyalty and integrity in addition to being resourceful and flexible, which is inherent to this position.

About us

Crown Agents is an international development company which empowers leaders to accelerate self-sufficiency and prosperity for their communities, businesses, institutions and countries. These leaders could be heads of state or school teachers, global companies or local entrepreneurs, partners or international donors. We work in over 50 countries across five continents, with project implementation offices in 14 countries. Crown Agents provides direct assistance, management consulting, and human and institutional development for public and private sector clients in customs and trade facilitation, public financial management, procurement, logistics, and health systems strengthening.

Crown Agents USA (CA-USA), the U.S. incorporated subsidiary of Crown Agents Ltd., provides direct technical assistance, capacity development, and procurement services to stimulate economic growth, establish good governance, and improve health outcomes across the developing world. Since its incorporation in the United States in 1998, CA-USA has provided technical assistance services and support to U.S. Government agencies and international organizations such as the U.S. Agency for International Development (USAID), the Millennium Challenge Corporation (MCC), the U.S. Trade and Development Agency (USTDA), Department of State (DOS), and the Bill & Melinda Gates Foundation.

About what’s on offer

Crown Agents offers a competitive benefits package.

About the Organization

You’ll be working with Crown Agents which is a high impact social enterprise passionate about transforming the future for millions of people. Since our creation in 1833 we have worked across the globe to improve public services and drive economic growth. Our expertise is finding new solutions to difficult problems for clients in the areas of health, governance, economic growth, humanitarian action and supply chain services. We work with and train leaders at local, national and international level to achieve lasting change drawing on our insight and experience.