Senior Administrative Officer (Finance and HR) (m/f)

Description

• International Business & Technical Consultants, Inc. (IBTCI) is a global consulting firm working some of the most complex and impactful development problems worldwide. We work on programs that help government agencies, private companies and donors improve the lives of others. At IBTCI you will be part of an inclusive team that provides expert solutions and advice to understand and address critical problems while giving you opportunities to succeed and grow
• IBTCI is looking for a Senior Administrative Officer to support an upcoming USAID/Mozambique Monitoring Evaluation and Learning Activity. In close collaboration with the Chief of Party, the Senior Administrative Officer will manage financial, human resource, and administrative tasks to support the project implementation team at the main office in Maputo and satellite offices in Nampula and Quelimane City. The anticipated period of performance of this activity is 5 years. Mozambican nationals are encouraged to apply
• Reports to: Chief of Party

Duties

Financial Responsibilities

• Responsible for all day-to-day accounting functions of the project
• Coordinate and oversee the designated finance managers/accountants in regional offices
• Monitor project budget, prepare activity and task level budgets, and prepare burn-rate forecasts
• Prepare and review for accuracy all project financial documents, scan all hard copy expense documents, and thereafter send end-of-the-month financial reports and supporting documents by courier to the IBTCI Home Office (HO)
• Maintain all project financial records and prepare transfer requests as required
• Monitor all project expenses according to the project budget
• Prepare monthly project fund requests for IBTCI HO, in close coordination with the COP
• Prepare payroll documentation and carry-out payroll payments
• Prepare, execute, and document all statutory payments as required by local law
• Ensure the safe storage and disbursement of project petty cash fund, in close consultation with the COP
• Ensure that all financial functions of the project are carried out within the framework of
• IBTCI and USAID guidelines, policies, and procedures
• Any other finance relates tasks as assigned by the COP or IBTCI HO

Administrative Responsibilities

• Responsible for the day-to-day administrative and logistics functions of the project office in Maputo
• Maintain ongoing relationships with the local bank office, government authorities, and security and police offices
• Meet with potential vendors, seek quotations, and assess merchandise quality as needed, for the project procurement and purchase orders (POs) in accordance with USAID regulations
• Maintain and update a database of suppliers frequently used by the project
• Create POs for the project, following approval by the COP
• Prepare letters and memos for the project business and office needs Scan, file, and translate (if needed) key project documents, as requested by the COP
• Maintain adequate office supplies for the project offices, maintain inventory tracker and equipment issuance, per USAID guidelines and protocols
• Assist the COP with program related tasks when necessary

Human Resource Management Responsibilities:

• Maintain and update project human resources and administrative files in an orderly and confidential manner, as directed by the COP in accordance with IBTCI and USAID guidelines and protocols

Requisites

• Bachelor’s degree in accounting, finance, or business administration, MBA/CPA is preferred
• Five years of experience working in finance and administrative roles
• Proficient skills in QuickBooks Accounting Software
• Proficient computer skills, with a working knowledge of the MS Office suite
• Excellent command of English and Portuguese
• Ability and willingness to be mobile and agile at a moment’s notice in case of an emergency required
• Familiarity with USAID guidelines, rules, policies, and protocols on finance management and procurement
• Excellent communication and interpersonal skills, including excellent relationship-building skills, the ability to prioritize, negotiate, and work with a variety of internal and external stakeholders
• Personal maturity, tact, courtesy, patience, adaptability, initiative, cooperativeness, and resourcefulness
• Sound judgment and decision-making skills, with a hands-on problem-solving approach, while demonstrating the ability to perform well under pressure
• Ability to work as part of a team as well as independently
• Personal qualities of integrity, credibility, and dedication

Notes

• Only shortlisted applicants will be contacted
• Working Environment: Work is performed in a typical corporates office environment.
• Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs
• Supervisory Responsibility: This position does have supervisory responsibilities
• Travel: Position is permanently located in Maputo. In-country travel is essential