Head of Finance, Administrative and Operations (m/f)

Description

• Abt Associates seeks a qualified Head of FAO for the USAID-funded LHSS Namibia Activity. Working under the supervision of the Chief of Party (CoP), the Head of FAO will manage and supervise the Finance and Admin. (F&A) staff, and oversee all aspects of financial management, human resources, procurement, contracts, security, administrative, and operational support for the LHSS Namibia program. LHSS Namibia is a relative small country program and the Head of FAO is expected to work with staff at all levels and project counterparts, and be hands-on in the managing and administering all aspects of the country program operations

Duties

Financial Management, Administration and Operations

• Lead and guide the F&A team to support contract administration, finance, human resources, procurement, subcontracting, grant management, space management, inventory, information technology, security and office equipment and supplies
• Act as the lead from the site office with the development of work plan budgets, preparing the site office operations budget and providing guidance to the CoP and technical staff with activity budgeting
• Work closely with the CoP and Home Office Project Management in managing and monitoring project budgets, and overseeing site office financial reporting and analysis; preparing budgets and revenue plans for project plans/programming and corporate reporting; and preparing budgets and financial reports for project deliverables as required over the course of project implementation
• Ensure the financial and administrative integrity of all business transactions
• Establish and implement the financial, administrative and reporting/tracking systems and support functions required for sound management of project financial and material resources, in adherence to both US government and Abt Associates policies
• Ensure adherence to local laws and policies set forth by the Namibian government such as those related to procurement, labor, taxes, anf financial management and reporting
• Liaise with Home Office F&A staff on all aspects of site office financial and administrative procedures and guidelines to help ensure smooth, orderly and timely project operations
• As needed, develop and institute procedures for logistical support of all project activities; activities to include but not limited to: local and international travel; procurement; office management; support for local and international short-term technical assistance (STTA)
• Manage and/or oversee logistics for workshops and other events including hotel and travel arrangements, establishing standard operating procedures and guidelines to ensure smooth and timely operations
• Support the technical staff and project general operations in the contracting of vendor, consultant and subcontractor services, and procurement of goods by managing the solicitation process and coordinating with
• Home Office Project Management support and Department counterparts
• Act as Security Focal Point for the project to liase with Global Security and home office operations manager
• Lead close out operations of the project with the local authorities during the process
• Coordinate closely with the Abt Associates home office Project Management support team to ensure compliance with USAID and Abt contractual and reporting requirements

Human Resource Management and Development

• Serve as the project’s human resources manager, responsible for leading the recruitment, development, promotion, and separation of staff, in consultation with the CoP
• Provide training to staff on project procedures as well as building skill-levels of project staff in the area of finance, administration, and project management
• Train F&A staff and orient CoP and program staff on the correct use of the financial system and accurate and timely preparation of monthly financial reports and cash projections
• Directly supervise and manage the performance of the project’s F&A staff
• Accounting

Working closely with the F&A staff

• Records expenditures, income, and all other financial transactions
• Prepares payment vouchers and corresponding checks, and processes per diem payments to staff, consultants and event participants and sponsored counterparts
• Prepares payroll and other regular vendor payments with due consideration to withholdings for advances, loans, taxes, etc).
• Prepares monthly bank reconciliations
• Checks petty cash payments and periodically reconciles petty cash balances
• Ensures that the books of the account are up to date at all times, orderly, well kept, and readily available for reference and audit, when required
• Per USAID and Abt Associates guidance, assure that the project maintains the highest administrative, financial, and operational standards for compliance and audits
• Prepares the monthly site office accounting reports in accordance with Abt Associates procedures and policies.
• Prepares monthly cash requests, and manage office cash flow to ensure sufficient funding is available to support ongoing site office project activities and operations.
• Ensures that government taxes are remitted and reported as required in a timely manner
• Able to ensure required government fillings in coordination with other in country project finance lead and
• Abt’s home office finance, inernational accounting, compliance and tax team
• Other tasks as assigned by the CoP, if any

Requisites

• Minimum of a Bachelor’s Degree with 9 years relevant work experience (Master’s Degree with 7 years preferred) in Finance, Business, Administration, or other relevant field
• 5 or more years of work experience managing financial and contractual aspects of large international development programs
• 2 or more years as F&A and operations management of a USAID-funded projects highly preferred
• Proven track record as financial, administrative and operations manager
• Human resource management experience
• Previous direct supervisory experience
• Demonstrated effective management of staff and project office.
• Computer literacy (MS Office -Word, Excel, PPT, Outlook, etc.) Teams, WebEx, PDF, Etc.)
• Experience using Quickbooks for project financial accounting highly preferred
• Knowledge and understanding of US Government Cost Accounting Standards, FARs, and AIDARs is highly preferred
• Strong analytical and computer skills, with an emphasis on budget and financial analysis
• Ability to independently plan and execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines and strategy
• Excellent leadership and management skills
• Strong interpersonal and written/oral communication skills, initiative, and good judgement. Experience in the management of logistics and procurement are highly desirable. Contracts and Grants management experience highly desirable
• Minimum Qualifications:
• Bachelor’s Degree + Nine years of relevant experience, or Master’s Degree + Seven years of relevant experience, or PhD + Four years of relevant experience

Notes

• Only shortlisted applicants will be contacted
• Indicate the source of this job post: working.co.na
• Abt Associates is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce. Abt Associates provides market-competitive salaries and comprehensive employee benefits. Local candidates strongly encouraged to apply