Finance and Administration Manager (m/f)

Description

• Background:  The overall goal of GHSC-PSM is to procure and provide health commodities for all USAID health programs, including but not limited to, HIV/AIDS, Malaria, Family Planning, and Maternal & Child Health, as well as provide systems strengthening technical assistance to improve supply chain management and commodity security in Mozambique
• The finance and administration manager will manage the financial and accounting functions necessary to implement project activities in Mozambique
• Supervision: The Finance and Administration Manager will report directly to the Operations Director or his/her designee

Duties

Finance

• Lead the day-to-day activities of the GHSC-PSM Mozambique Finance team (manager), ensuring strict adherence to Chemonics policies and USAID rules and regulations. Review all accounting activity
• Provide leadership to ensure a well-functioning accounting team
• Supervise accounting cycle to include preparation and appropriate documentation of journal entries, payment requests, and general ledger reconciliations.
• Prepare and submit wire transfer requests to the bank. Maintains relationship with banking institutions
• Review and ensure proper authorization and approval and timely processing of payment/reimbursement requests via check or wire for employees/suppliers/vendors
• Process monthly staff payroll including calculation of appropriate tax withholdings, using high familiarity with labor laws and Mozambican tax system
• Prepares and maintains all project financial reporting for Mozambican authorities and others. Ensures that all financial transactions and practices related to PSM activities in Mozambique adhere to Government of Mozambican regulations
• Oversee preparation and submission of accurate, complete and timely financial reports into ABACUS (Chemonics accounting system) to the Home Office, and ensure supporting documentation for expenses entered exists. Enter expenses into the system in absence of other staff
• Review petty cash fund, including disbursing of funds, recording expenses and ensuring receipts are received
• Review employee expense reports for accuracy
• Conduct monthly financial forecasting analysis, and budgeting of expenditures for each project unit in collaboration with unit directors
• Plan, perform and supervise internal audits of accounts payable, accounts receivable, payroll, fixed assets, and petty cash
• Maintain transparent and audit-proof recordkeeping systems per Chemonics’ policies. Take a lead role during external audits as required
• Conduct accounting-related duties in place of other team members when they are out on leave

Administration

• Develops and maintains administrative systems to ensure compliance with USAID and Chemonics policies
• Tracks, prepares and submits financial reports to USAID under the supervision of the Operations Director
• Ensures project compliance with Chemonics home office related to financial management. Maintain labor-related financial records in compliance with USAID regulations and local labor laws, including tax, payroll, and leave records
• Supervise maintenance of an accurate inventory of all project equipment, showing location, user, owner, and condition
• Put in place a working system for tracking and/or exemption of local taxes
• Supervise the maintenance of the project's financial filing system for PSM Mozambique
• Liaise with the home office project management unit and GHSC-PSM team in Maputo for financial and administrative support and reporting
• Supervise the finance and accounting team, including the F&A Advisor and bookkeeper. Plan, organize, assign, review, and evaluate the work of finance staff and provide staff guidance and mentoring. Conduct performance reviews for finance staff
• Serve in an acting capacity for the Operations Director as needed
• Perform any other administrative tasks assigned by supervisor to ensure efficient and smooth support to the project

Requisites

• University degree (Bachelor equivalent) in financial management, or an accounting-related field. Master’s degree preferred
• Minimum of five years of experience in program administrative and finance management
• Previous professional experience with international donor programs. USAID experience preferred
• In-depth knowledge of the operating environment and employment/tax regulations in Mozambique
• Experience in bookkeeping and accounting
• Results-oriented professional capable of achieving targets and goals set in cooperation with the client, counterparts, and stakeholders
• Demonstrated ability to work productively within a team
• Possess excellent organizational and multi-tasking skills
• Ability to communicate clearly and effectively

Notes

• Only short listed applicants will be contacted
• Working Conditions/Duration of Assignment: This is a long-term position for the life of the contract based in Maputo, Mozambique