ICAP at Columbia University (CU) seeks a Finance and Administration Manager who will oversee the overall financial functions, as well as office management duties, of the ICAP office in Mozambique. Under the supervision of the Project Director, the Finance and Administration Manager will be 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 program activities.
The Finance and Administration Manager ensures that financial management, personnel, administrative, and contractual operations systems are conducted according to ICAP regulations, standard operating procedures, and good business practices. It may be necessary that he or she supervise administrative staff and drivers, and provide management support to the technical assistance team to facilitate the implementation of program activities.
The Finance and Administration Manager safeguards ICAP’s assets (financial and physical) 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, ICAP Policy, and any cost principles imposed by ICAP or the funder. 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 ICAP’s mission.
This position is contingent upon project award and funding.
Duties
- Oversee all project-specific financial planning, budgeting, and reporting
- Prepare accurate project budgets, track expenses, ensure that required project financial controls and cost performance monitoring mechanisms are in place and adhered to, prevent over expenditure of budgets, ensure proper safeguards of funds, and ensure compliance with established USG and headquarters’ financial and accounting procedures
- Apply detailed financial reporting and project costs reimbursement process in accordance with established financial system
- In collaboration with the Project Director, manage all sub-grants to local grantees ensuring sub-awardees’ compliance and reporting
- Provide guidance and support for contracts development and management
- Ensure that funder resources are appropriately directed to project priorities and are in line with project work plans
- Manage cash flow, including funds transfers and petty cash.
- Estimate upcoming cash needs and accrue expenditures as appropriate
- Issue and collect project advances
- Obtain authorization for and pay local costs
- Reconcile bank accounts and field advance accounts each month
- Record all financial transactions into an approved ICAP Field Expense Accounting System, and submit timely reports each month
- Maintain thorough documentation of all field financial transactions
- Ensure that all paid invoices agree with supporting documentation, including price quotes, purchase orders, and shipping receipts
- Apply internal systems for obtaining purchase approvals and use of assets ensuring the adequate application of internal controls
- Maintain current standing with all mandated tax and registrations, including submission of payments and required reports
- 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 Kenya, as well as with ICAP and funder regulations
- Assist in the preparation and management of project budgets and pipeline expenditures
- Maintain inventories and controls over project office fixed assets, such as furnishings and computer equipment
- Manage timesheets for office staff, ensuring timely submission, approval, accuracy, and filing
- Prepare country activity travel advances and process travel claims (TEFs) and work with country program staff to resolve accounting related issues
- Maintain an effective office country filing system, order and replenish office and stationery supplies
- Provide logistic support in booking staff and consultant travel and accommodations, and in processing required authorizations
- Provide support to country staff and consultants in coordinating appointments, preparing/disseminating materials, and translating and formatting letters, technical documents, reports, and presentations
- Process local payroll and benefits and administer benefits plan
- Perform other duties as assigned
Requisites
- Master’s Degree in finance and accounting and certified public accountant or equivalent
- Demonstrated experience managing USAID or other donor-financed projects
- Strong familiarity and command of USAID regulations and compliance
- At least three (3) years of experience in an independent administrative position with advanced bookkeeping responsibilities
- Work experience with projects supported by international organizations
- Computer skills, including proficiency in Microsoft Office Suite applications (Excel spreadsheets, word processing, and electronic mail along with data entry experience) and Quickbooks
- Demonstrated translation/interpretation skills and relevant experience
- Ability to work independently, prioritize tasks, and meet deadlines
- Experience with organizing workshops and training courses and with preparing and monitoring budgets
- Excellent communication skills
- Fluency in oral and written English and Portuguese
- Ability to work in a team
- Experience developing and interpreting standard financial reports (Balance Sheet, Income Statement, Cash Flow) and creation of Journal entries preferred
Notes
Please send an application letter and CV by email with a subject title “Finance and Administration Manager” to the address available on the right side of this page.