Finance, Grants & Administration Manager for a USAID-Egypt Center of Excellence - Energy

Mid-level , Full-time staff position
Posted on 3 July 2018

Job Description

Basic Functions

The finance team seeks to achieve excellence in financial management by providing accurate and timely financial services to the Project Management Unit (PMU), Home Office (HO) and USAID/Egypt Mission by adhering to established financial procedures and accounting principles and by ensuring functional systems are in place to support the operations.

The Finance, Grants and Administrative Manager (FAM) has the overall responsibility for ensuring accurate and timely financial support services. The FGAM oversees payroll processing for the project, accounts payable processing and will serve as the primary financial advisor for PMU and HO teams and partners. The Finance and Administration Manager has overall supervisory responsibility for the PMU finance team and the administration team. The FGAM oversees the accounting, payroll function and administrative teams, and provides leadership in prioritizing team tasks. Meeting the financial obligations of the PMU includes payment processing (e.g. rent, utilities, taxes, and purchases), bookkeeping, human resource management (e.g. recruitment, leave management, benefits and personnel record management, payroll processing and payroll tax compliance). Meeting the administrative obligations of the PMU includes the supervision of PMU accounting staff and oversight of project field accountants, procurement processing and project inventory. This position helps develops budgets for sub-awards to partner institutions and manages local tasks regarding budgeting and payments to sub-awardees.

The FGAM provides support to the COP in budgeting and planning and is the PMU liaison with the accounting team in the Home Office.

Specific Duties and Responsibilities

  • Implement and maintain effective and efficient internal control and accounting procedures at the PMU. Work with the HO finance team to refine established operating and accounting procedures for procurement, human resource management, bank account management, etc.
  • Properly apply project procedures for procurement selection, documentation and approval; human resource management, bank account and cash management, conflict of interest compliance, accounts payable management, financial reporting, etc.
  • Coordinate correspondence between the PMU and the HO in processing documents for review, authorizations, wire transfers and other necessary requests for information as they arise.
  • Assure that project financial management maintains a sufficient level of liquidity at the PMU bank account and that the accounting conventions are being followed on a daily, weekly and monthly basis as established between PMU and HO.
  • Work closely with the HO and provide inputs on the planning of annual and quarterly budgets for program administration and grant disbursements.
  • Supervise the PMU finance team and provide guidance and oversight to the project field accountants.
  • Ensure up-to-date accounting of all transactions including, personnel payroll, travel advances, purchase orders, vendor payments, and partner grant reimbursement coordination with the HO.
  • Establish and manage any PMU administrative support contract including IT support contract, payroll processing contract, etc.
  • With the assistance of the administrative assistant will develop a “Daily Vehicle Movement log sheet” and a Daily Vehicle Checklist” which must be maintained in each vehicle.
  • Conduct in conjunction with HO guidance, pre and post-award surveys and financial reviews of prospective and existing grantees to determine the adequacy of their accounting systems and internal controls, their financial status and their financial capability to implement grants.
  • Provide oversight to the Administrative Assistant who coordinates the logistics and transportation needs of the office and for visitors who are following up on work and other tasks.
  • Oversee processing of payroll timesheets, payroll, payment of payroll taxes, leave reporting and maintenance of personnel files.
  • Participate in strengthening partners systems especially the accounting systems.
  • Work with PMU program managers in capacity development for partners in financial management.
  • Participate in resolving grantee/contractor financial reporting problems by taking field trips to monitor performance and project implementation.
  • Provide advice and counsel to the Chief of Party as needed.
  • Other duties or special activities assigned by the COP, DCOP and the HO finance team.

Qualifications :

  • Master’s degree in Accounting, Finance, Business Administration or relevant field or a Bachelor’s degree and sufficient relevant experience.
  • A minimum of five years of professional experience in accounting and budgeting is preferred. Experience within the USAID, a donor agency and /or private sector experience with an international firm is highly desirable.
  • On-the-job training in USAID accounting policies and procedures, financial methods, cash management procedures is preferred.
  • A thorough knowledge of professional accounting principles, theory, practices, and terminology with regard to accounting is required.
  • Proficiency with financial management software/computer skills, well versed in MS Excel required. Proficiency with QuickBooks preferred.
  • A high level of analytical and decision- making abilities and sound judgment. Must be able to develop analyze operating budgets.
  • Excellent written and verbal communication skills, strong interpersonal and diplomatic skills. Must maintain good working relationship with PMU, HO and partners.
  • Solid organizational skills - the ability to work under pressure in an environment of frequently changing demands required.
  • English proficiency is required
  • Egyptian Nationals are strongly encouraged to apply.

How to Apply

To apply, please specify the title of the position to which you are applying and send a cover letter, current resume, three professional references and salary history by email to: Applications will be reviewed beginning on 8 July 2018. Applicants are strongly encouraged to apply before 7/8/2018, but the position will remain open until filled. Only short­listed candidates will be contacted. Recruitment contingent upon successful award of the project.

Virginia Tech is an equal opportunity and affirmative action employer. Women, minorities, individuals with disabilities, and protected veterans are strongly encouraged to apply. Anyone having questions concerning discrimination or accessibility should contact the Virginia Tech Office for Equity and Accessibility.

About the Organization

Virginia Tech is seeking applications for a Chief of Party for an anticipated USAID funded project to establish a Centers of Excellence in Energy in Egypt. The purpose of the project is to strengthen the capacity of Egyptian public universities to respond to changing public and private sector needs for applied research and skilled graduates in energy.

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