Thinking of a Career in Emergency Management?
- BY Nicole Pelette
Financial Management and Accounting
• Design and/or update and implement systems and procedures following Pact and US Government standards to ensure operational effectiveness and internal control.
• Make timely payments to suppliers (petty cash, checks, and electronic payments) and check accuracy of the transactions.
• Manage cash through in-country bank account(s) including monitoring the cash levels in the bank accounts and requesting funds on a monthly or as need basis from Pact DC.
• Maintain accurate cashbooks, bank reconciliation and transactions recorded in journals entries and in Serenic financial system
• Compile a monthly financial report for approval by the head of the Pact Liberia office and submit to Pact DC.
• Reconcile local financial records with specified financial reports provided by Head Office and submit findings on discrepancies.
• Liaise with the Senior Finance Specialist based at Pact DC to ensure that financial reports are in compliance with Pact policies and desired standards.
• Liaise with the Deputy Director of Global Finance and Global Finance manager, Africa Region, to resolve financial management issues that require additional input of a technical nature or regarding which the Finance Manager requires a judgement regarding the application of USG rules or regulations, including HQ audit documents.
• Review monthly Project Status Reports (PSRs) received from headquarters, and provide the head of the Pact Liberia office with up-to date financial status information and pipeline projections to ensure that project spending is in line with the budget and work plan and trigger actions for additional funding requirements.
• Ensure that the Pact Liberia office compiles accurate and complete VAT reimbursement submissions;
• When necessary interact with government officials, auditors and other finance professionals..
• Participate in proposal budget preparation, amendment and extension.
• Ensure that all financial procedures, files, accounting practices and procurement of goods and services are in compliance with Pact, Government of Liberia, and US Government regulations.
• Ensure compliance with Liberian laws for payment of statutory employee benefits, registration fees, tax submissions, etc and keep abreast with changes in the Labor / related Acts for the same purpose.
• Update the inventory register with all required financial data and ensure that an inventory of assets is recorded with this data.
• As needed, assist grantees to meet special award conditions and conduct on-going reviews of grantees financial systems to identify and address issues relating to (non-) compliance.
• Interact with grantees in ensuring compliance with Pact’s financial regulations.
• Oversee proper and routine filing of financial documents, electronically and paper copies.
Grant Management, Sub-grant Monitoring and Capacity Building (future projects only)
• In coordination with those responsible for grants and contracts and the program team in country and in Pact DC, manage the all aspects of the grants cycle.
• Review monthly financial reports, supporting documents and cash advance requests by selected grantees and approve requests reviewed by program team.
• As requested by the programs team, assist in reviewing and compiling budgets for sub agreements or obligations.
• Oversee grantee financial close outs by reviewing financial books and reports, checking compliance with own policies, and calculating and booking final exchange gain/loss on awards.
Operations, Administration, Human Resources
• Procure goods and services as requested by programs staff and according to available budget to support program implementation.
• Maintain service agreements with vendors and partners to ensure smooth operation of the office.
• Execute Pact’s procurement policies and procedures, and ensure sufficient competition for efficient use of project funds and strong internal controls.
• Maintain fixed asset inventory of Pact Liberia Office as per Pact fixed asset policy and USG rules and regulation
• Oversee the preparation of payroll, payslips and all personnel reports on a monthly basis and present these to the head of office for final approval.
• Develop and supervise compliance with a Pact Liberia HR policy in compliance with local labor law.
• Facilitate recruitment of local staff as needed and according to available budget to support program implementation.
• Facilitate HR performance management systems in coordination with Pact DC.
• Liaise with counterparts at partner organizations to ensure effective and efficient collaboration on all matters related to operations, human resources, administration and logistics, including when space and resources are shared.
• Bachelor’s degree in Finance, Accounting, Business Administration or related field.
• 6 years of relevant experience in finance, accounting, operations.
• Sound knowledge of Generally Accepted Accounting Practices (GAAP).
• Strong written and verbal English communication skills.
• Proficient in Microsoft Office, including Excel, Word, PowerPoint and complex accounting software systems.
• Ability to travel.
• Liberia resident (Liberian nationals strongly preferred).
• Knowledge of US government rules and regulations; experience managing finances and compliance for USAID and other donor programs
• Experience and/or training in office management, administration, logistics, and procurement.
• Experience and/or training in human resource management, Liberian labor law and payroll and benefits management.
• Direct experience with accounting software systems; knowledge of Serenic Navigator accounting software desirable.
• Experience working with international NGOs and social development projects.
• Ability to work independently and produce timely and high quality results.
• Highly detail-oriented.
• Cooperates and work well with others in the pursuit of team goals; shares information and supports others.
• Able to establish and maintain relationships with people at all levels; puts others at ease; promotes harmony and consensus through diplomatic handling of disagreements and potential conflict.
• Adaptable; receptive to new ideas; willing and able to adjust to changing demands and circumstances.
• Remains calm, objective and in control in stressful situations; maintain a stable performance under pressure; accepts criticism without becoming over-defensive.
• Able to communicate with, relate to, and see issues from the perspective of people of different cultures.
• Maintains high ethical standards both professionally and personally; shows integrity and fairness in dealings with others; is reliable and trustworthy.
• Seeks all possible relevant information for problem solving and decision making; consults widely; probes the facts, analyses issues from different perspectives.
• Produces written communications which are clear, fluent, concise and readily understood by the intended recipient(s).
• Enthusiastic and committed; demonstrates capacity for sustained effort and hard work over long time periods.
• Committed to the achievement and maintenance of quality; sets high standards of performance for self and others.