Job Title: Finance & Operations (F&O) Manager
Department/Location: Washington DC/Virginia and/or Madagascar
Reports To: Team Leader / Project Manager
Overview: IBTCI is seeking an experienced Finance and Operations Manager for the anticipated USAID Monitoring, Evaluation and Learning Project (MEL) in Madagascar. This is a mission-wide platform that will provide monitoring, evaluation and learning (MEL) services to USAID/Madagascar and its implementing partners (IPs). This is for a proposal and the opportunity will be contingent upon award.
Essential Duties/Tasks and Responsibilities:
- Manage all aspects of day-to-day operations of finance functions in the Field Office (FO)
- Assist in the implementation of effective and efficient systems of internal controls
- Ensure compliance with IBTCI and USAID policies and procedures
- Prepare expenditure worksheets
- Review and approve all payment documents for proper and adequate back-up
- Review payroll for accuracy and adherence to overall budget
- Review expenditure worksheets for accuracy and completeness
- Prepare commitment lists every month for financial obligations already entered into but not yet captured in financial reports and prepare forecasts of cash needs on a monthly basis
- Monitor cash flow and advice Team Leader in a timely basis of when project advances will be needed and for how much, keeping in mind the need for lead time
- Prepare the monthly management accounts for Team Leader in a timely basis
- Ensure timely preparation of financial report required by both IBTCI HQ and Donors
- Maintain IBTCI project bank accounts and ensure adequate controls over cash and bank holdings
- Ensure that statutory deductions are paid on time to avoid any penalty
- Ensure that advances taken in a given month are liquidated appropriately
- Responsible for overall management of operations of the field office (FO)
- Organize purchases of office materials and supplies plus procurement of other project needs in accordance with IBTCI procedures
- Manage and ensure that all office equipment (e.g. computers, printer, telephones, e-mail, fax and photocopiers) are working and serviced on a regular basis
- Ensure that office/guest house agreements are drawn up and signed
- Liaise and negotiate any changes to the property contract, improvements to the property with the landlords/ladies, or any other issues that may arise. Monitor accommodations and office leases, advance notification dates, and invoice accuracy
- Monitor vehicle logs for accuracy and completeness
- Communicate with the Home Office on security issues within the office and outside the office
- Promptly report to the Team Leader any irregularities that occur within FO on policy and procedures
- Make arrangements in for international consultants such as visas, flight bookings, accommodation, vehicle rentals and airport transport, and orient them upon arrival
- Manage all FO procurements and purchases including office furniture, equipment, supplies, and other associated office item.
- Maintain FO inventory list and update whenever purchases are made or items disposed of. Maintain disposition plans of equipment remaining at the end of project and/or specific Task Orders
- May be a point of contact for the client in the absence of the Team Leader
Required Experience, Knowledge, Skills and Abilities:
- Provide support to FO in all HR matters
- Maintain and oversee FO staff time sheets and conduct timesheet audits periodically
- Liaise with program staff daily to monitor activity implementation timeliness and provide mentoring, coaching and capacity-building/training to staff, as needed
- Ensure that all local staff and vendors have valid contracts and job descriptions/scopes of work and that they understand them
- Minimum 7 years’ experience working with Finance and Administration offices
- Familiarity with USAID rules on finance management and procurement
- Excellent communications skills, good verbal and written English; and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders
- Interpersonal skills and personal maturity, tact, courtesy, patience, adaptability, initiative, cooperativeness and resourcefulness
- Experience working with QuickBooks Accounting System
- Basic IT skills with a working knowledge of the range of MS Office packages
- Sound judgment and decision making skills, with a ‘hands on’, problem solving approach, able to remain calm under pressure and take control of incidents
- Experience of writing procedures, drafting reports, and preparing cases
- Ability to work as part of a team, as well as independently
- Personal qualities of integrity, credibility, and dedication
- Must be professionally fluent in oral and written English and French.
- Education: A degree in Business Administration, Finance ideally with an MBA/CPA or related degree
Work is typically performed in an office environment, with some time spent in the field.
This position does not have supervisory requirements.
International Travel will be required if the candidate is not based in Madagascar.
No phone calls please. All candidates will be acknowledged, but only final candidates for particular activities will be contacted.
IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment.
About the Organization
International Business & Technical Consultants, Inc. (IBTCI), a U.S. based international development consulting company established in 1987, has worked in over one hundred countries and implemented over two hundred projects. IBTCI serves government agencies, private sector companies and several donor agencies. IBTCI specializes in Monitoring & Evaluation (M&E) across many sectors including, but not limited to, conflict and crisis, democracy and governance, economic growth, education, environment, and global health.