Finance and Operations Officer

PACT, Monrovia, Liberia

Skill Required:, Finance and Accounts
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
14th December, 2015

Job Description

Key Responsibilities

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.

Basic Requirements

• 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).

Preferred Qualifications

• 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.

Competency requirements

• 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.

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