Office Manager

Job Description

**POSITION DESCRIPTION

Center for Pharmaceutical Management
Strengthening Pharmaceutical Systems (SPS) Program

TITLE:**Office Manager
BAND:5
REPORTS TO: Senior Technical Advisor, Mali
LOCATION: Bamako, Mali


OVERALL RESPONSIBILITIES

The Office Manager oversees the overall administrative and financial functions of the MSH office in Mali under the Senior Technical Advisor’s supervision. He or she is responsible for ensuring the smooth operation of technical efforts and field activities by providing accounting, administrative, management and logistical support to facilitate the implementation of the activities under SPS in Mali.

The Office Manager ensures that personnel, administrative and contractual operations and financial management systems are conducted according to MSH regulations, standard operating procedures and good business practices. It may be necessary that he or she supervises administrative staff and drivers and provides management support to the technical assistance team to facilitate the implementation of the activities under the SPS project in Mali.

The Office Manager safeguards the assets (financial and physical) of MSH or other donors against fraud, loss or misuse. He or she ensures that any money expended in the field is done in accordance with Generally Accepted Accounting Principles, MSH Policy, and any cost principles imposed by MSH or a donor agency. He or she must demonstrate the ability to use sound business judgment in assuring that all costs are reasonable and necessary for the completion of the office projects and MSH’s mission.


SPECIFIC RESPONSIBILITIES

cash flow, including funds transfers from MSH Arlington or Boston, local currency exchange, and petty cash.

te upcoming cash needs and accrue expenditures as appropriate.

and collect project advances.

authorization for and pay local costs.

ile bank accounts and field advance accounts each month.

all financial transactions into an approved MSH Field Expense Accounting System, and submit timely reports each month.

in thorough documentation of all field financial transactions.

that all paid invoices agree with supporting documentation, including price quotes, purchase orders and shipping receipts.

internal systems for obtaining purchase approvals and use of assets ensuring the adequate application of internal controls.

10. Maintain current standing with all mandated tax and registrations, including submission of payments and required reports.

11. Oversee local procurement and execute all approved payments for local vendors, contractors and consultants for goods and services received, in accordance with the laws and regulations of Mali and MSH and USAID regulations.


12, Assist in the preparation and management of country project budgets and pipeline expenditures.

13. Maintain inventories and controls over project office fixed assets, such as furnishings, and computer equipment.

14, Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing.

15, Prepare country activity travel advances and process travel claims.

16. Work with country program staff to resolve accounting related issues.

17. Maintain communication with the SPS Budget/Contract Analyst and SPS Program Coordinator supporting Benin project, to seek guidance on financial and contractual issues. Facilitate communication between country technical staff and MSH offices in Arlington and elsewhere.

18. Maintain an effective office country filing system, order and replenish office and stationery supplies and manage the document courier service between Mali office and MSH/Arlington.

19. Provide logistical support in booking staff and consultants travel and accommodations, and in processing required authorizations.

20. Provide support to country staff and consultants in coordinating appointments, preparing/disseminating materials, translating and formatting letters, technical documents, reports and presentations.

21. In the absence of a contracted local accounting firm, process local payroll and benefits and administer benefits plan.

22. Perform other duties as assigned.


QUALIFICATIONS


or’s degree in business management, accounting, or office management preferred. Solid experience in accounting is required.

least three years experience in an independent administrative position with advanced bookkeeping responsibilities.

ence developing and interpreting standard financial reports (Balance Sheet, Income Statement, Cash Flow) and creation of Journal entries preferred Work experience with projects supported by international organizations.

er skills including proficiency in Microsoft Office Suite applications (Excel spreadsheets, word processing, and electronic mail along with data entry experience).

trated translation/interpretation skills and relevant experience.

y to work independently, prioritize tasks, and meet deadlines.

ence with organizing workshops and training courses, preparing and monitoring budgets.

ent communication skills.

h and French skills fluency required including speaking, writing, understanding, and reading and the ability to conduct business in both languages.

10. Ability to work in a team.

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled or Vietnam Era veteran of the U.S. Armed Forces.