Finance & Administration Officer - Sana'a, Yemen
Location: Sana'a, Yemen
Posting Date: 04/01/2013
Deadline Date: 04/30/2013
Starting Date: 05/15/2013
Description:
THIS POSITION IS BASED IN SANA'A YEMEN.
The USAID | DELIVER PROJECT is a worldwide program managed by John Snow, Inc. and funded by the United States Agency for International Development (USAID). The USAID | DELIVER PROJECT strengthens the supply chains of health and family planning programs in developing countries to ensure the availability of critical health products to customers.
JSI is seeking a Finance and Operations Officer for the USAID |DELIVER PROJECT, to be based in Sana’a, Yemen. The Finance and Operations Officer will be responsible for managing all day-to-day operations of the project in Yemen, including finance, administration, procurement contracts, and human resources, and will report to the Country Director.
THIS POSITION IS BASED IN SANA'A YEMEN.
The USAID | DELIVER PROJECT is a worldwide program managed by John Snow, Inc. and funded by the United States Agency for International Development (USAID). The USAID | DELIVER PROJECT strengthens the supply chains of health and family planning programs in developing countries to ensure the availability of critical health products to customers.
JSI is seeking a Finance and Operations Officer for the USAID |DELIVER PROJECT, to be based in Sana’a, Yemen. The Finance and Operations Officer will be responsible for managing all day-to-day operations of the project in Yemen, including finance, administration, procurement contracts, and human resources, and will report to the Country Director.
RESPONSIBILITIES
General Management and Compliance
• Ensure donor compliance through the development and implementation of a financial management system based on USAID and JSI policies and procedures and other donors’ requirements.
• Under the overall direction of the Country Director, participate in the successful implementation of the Project assuring that all operational functions fully support project activities and are compliant with JSI and USAID policies and procedures.
• Provide leadership and management during project start-up with regard to the project office, bank account, operations and logistics, staff administration, telecommunications etc.
• Perform other duties as assigned by the Country Director and Home Office team.
Accounting and Financial Management
• Oversee the timely and accurate preparation and submission of regular financial statements and other cost reports to headquarters.
• Review and process Field Office’s monthly expenses and as well as enter them into QuickBooks.
• Oversee monthly financial reporting to Home Office, assuring accuracy and timeliness.
• Prepare the monthly financial packs and send them to the Home Office.
• Prepare monthly cash flow projection and submit to Home Office for processing and approval.
• Provide feedback to the Home Office on issues and corrections to the field accounts.
• Manage funds through local bank account, including balance monitoring, daily transaction posting and monthly reconciliations; review and approve expenditures in accordance with JSI and USAID rules and regulations.
• Process travel advance request and reimbursement for staff for field expenses and maintain advance records for all field trips.
• Provide necessary input during annual budgeting and work planning processes.
Procurement and Asset Management
• Establish and manage a project-wide system for the procurement of project goods and services, in compliance with USAID and JSI rules and regulations.
• Contract and manage local individuals/organizations for identified tasks according to donor and agency procedures, assuring best value in all transactions; negotiate consultancy agreements, provide training and/or develop capacity of local administrative staff and partners.
• Maintain and manage Project inventory according to USAID and JSI rules and regulations.
• Protect the organization’s resources and assets and ensure efficient usage in accordance with project goals.
• Approve transport requests and schedule project vehicle use.
• Ensure that security guidelines and procedures are established, maintained, updated regularly and adhered to by the project team. Monitor the security situation and provide leadership for staff in emergencies.
• Establish information technology systems that are compatible with JSI home office IT systems, and operational facilities to support project staff and programming.
HR Administration
• Maintain an effective office country filing system including personnel files.
• Review and update, on an annual basis, the project’s Local Hire Employee Manual, in compliance with JSI and USAID policies and local labor law.
• Develop management policies and procedures that comply with local laws and USAID rules and regulations. Enforce policies and procedures to ensure efficiency, quality of service, and availability of resources.
• Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing.
• Oversee the preparation of local payroll and benefits, administer benefits plan and maintain current standing with all mandated tax and registrations, including submission of payments and required reports.
• Track and maintain records of staff leave balances.
• Ensure donor compliance through the development and implementation of a financial management system based on USAID and JSI policies and procedures and other donors’ requirements.
• Under the overall direction of the Country Director, participate in the successful implementation of the Project assuring that all operational functions fully support project activities and are compliant with JSI and USAID policies and procedures.
• Provide leadership and management during project start-up with regard to the project office, bank account, operations and logistics, staff administration, telecommunications etc.
• Perform other duties as assigned by the Country Director and Home Office team.
Accounting and Financial Management
• Oversee the timely and accurate preparation and submission of regular financial statements and other cost reports to headquarters.
• Review and process Field Office’s monthly expenses and as well as enter them into QuickBooks.
• Oversee monthly financial reporting to Home Office, assuring accuracy and timeliness.
• Prepare the monthly financial packs and send them to the Home Office.
• Prepare monthly cash flow projection and submit to Home Office for processing and approval.
• Provide feedback to the Home Office on issues and corrections to the field accounts.
• Manage funds through local bank account, including balance monitoring, daily transaction posting and monthly reconciliations; review and approve expenditures in accordance with JSI and USAID rules and regulations.
• Process travel advance request and reimbursement for staff for field expenses and maintain advance records for all field trips.
• Provide necessary input during annual budgeting and work planning processes.
Procurement and Asset Management
• Establish and manage a project-wide system for the procurement of project goods and services, in compliance with USAID and JSI rules and regulations.
• Contract and manage local individuals/organizations for identified tasks according to donor and agency procedures, assuring best value in all transactions; negotiate consultancy agreements, provide training and/or develop capacity of local administrative staff and partners.
• Maintain and manage Project inventory according to USAID and JSI rules and regulations.
• Protect the organization’s resources and assets and ensure efficient usage in accordance with project goals.
• Approve transport requests and schedule project vehicle use.
• Ensure that security guidelines and procedures are established, maintained, updated regularly and adhered to by the project team. Monitor the security situation and provide leadership for staff in emergencies.
• Establish information technology systems that are compatible with JSI home office IT systems, and operational facilities to support project staff and programming.
HR Administration
• Maintain an effective office country filing system including personnel files.
• Review and update, on an annual basis, the project’s Local Hire Employee Manual, in compliance with JSI and USAID policies and local labor law.
• Develop management policies and procedures that comply with local laws and USAID rules and regulations. Enforce policies and procedures to ensure efficiency, quality of service, and availability of resources.
• Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing.
• Oversee the preparation of local payroll and benefits, administer benefits plan and maintain current standing with all mandated tax and registrations, including submission of payments and required reports.
• Track and maintain records of staff leave balances.
QUALIFICATIONS
• Bachelors degree in accounting or management with a minimum of 5 years relevant work experience in accounting and/or financial management.
• Proven expertise with USAID rules and regulations on procurement and financial management.
• Demonstrated ability in analyzing financial documents, projections, expenditures, and accruals.
• Strong knowledge of Microsoft Excel as well as accounting software, preferably QuickBooks.
• Proven ability to manage, motivate, and mentor staff at all levels and create a positive team environment.
• Experience in successfully coordinating and collaborating with multiple partners, to achieve expected results.
• Excellent diplomatic, interpersonal, communication and presentation skills.
• Strong verbal and written English and Arabic communication skills.
• Yemeni citizenship.
• Ability to travel throughout the country as needed.
• Proven expertise with USAID rules and regulations on procurement and financial management.
• Demonstrated ability in analyzing financial documents, projections, expenditures, and accruals.
• Strong knowledge of Microsoft Excel as well as accounting software, preferably QuickBooks.
• Proven ability to manage, motivate, and mentor staff at all levels and create a positive team environment.
• Experience in successfully coordinating and collaborating with multiple partners, to achieve expected results.
• Excellent diplomatic, interpersonal, communication and presentation skills.
• Strong verbal and written English and Arabic communication skills.
• Yemeni citizenship.
• Ability to travel throughout the country as needed.
Salary commensurate with experience.
Interested candidates should submit their resumes and cover letters online by 04/30/2013.
http://www.jsi.com/JSIInternet/Work/jobdescription.cfm?id=59205&intern=0
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