Management Systems International, Colombo, Sri Lanka
Closing Date for Applications:
MSI is implementing a USAID/Sri Lanka activity to strengthen the civil society sector with an emphasis on working in all regions of Sri Lanka and supporting CSO participation in national and local governance processes. The anticipated length of the activity will be three (3) years through February 7, 2021.
The Finance Manager based in Colombo will be a senior member of the IDEA team responsible for overall financial management, planning and management, financial elements of grant administration; fiscal monitoring and evaluation; office management; human resource management; logistical operations; and procurement services.
Overall Financial Management
- Design, implement and monitor all financial operations while ensuring full compliance with MSI and USAID policies, procedures and regulations; under the overall supervision of the Chief of Party (COP).
- Provide general orientation, training, and compliance of financial systems to all IDEA staff.
- Responsible for the safe guarding of data, financial records, petty cash, and banking materials.
- Supervise and ensure that all operational financial plans, budgets, and reports are prepared in a timely and accurate manner.
- Responsible for facilitating relevant project payments, financial reports, cash replenishments, fund transfers, and bank reconciliation.
- Ensure the adequate availability of operating and grant administration funds (in cooperation with the Grants Manager) at all times and at least monthly reconciliation of petty cash, bank accounts and overall accounting.
- Serve as primary liaison with local banks and MSI’s Home Office on fiscal matters.
- Supervise and develop the capacity of financial support staff in the regional office as well as others.
Planning and Management
- Contribute to overall IDEA planning and management, especially representing the financial priorities, policies, procedures and needs.
- Prepare program financial projections, operating budgets, and timely fiscal reporting to enhance planning and management by the COP.
- Represent IDEA in appropriate external financial matters such as VAT, customs, and other duties as appropriate
- Primary responsibility for preparing and coordinating required MSI and USAID audits and special reporting.
Fiscal Elements of Grant Administration
- Review all payments received for fiscal compliance and audit worthiness.
- Prepare and process all program support and grant payments.
- With the Grants team complete final grant financial reconciliation and report information to all staff.
- As needed, provide direct field support to field staff and grantees from a financial management perspective. Travel to field offices, grantee and sub-contractors in provinces required.
- Conduct pre-award assessments of potential grantees to determine grant award worthiness and complete and submit assessments reports.
- Develop and maintain program support operations plan and corresponding budgets to ensure effective office and field support.
- Supervise financial staff in regional field offices and other personnel as assigned by the COP.
- Overall responsibility to develop, maintain and report on property inventory and management.
- Logistical Operations; review vehicle insurance and vehicle usage logs and ensure regulatory compliance and billing of official and authorized personal usage.
- Human Resources Management
- Supervise and ensure the maintenance of work, leave, sick records and database and prepare reports as directed by the COP.
- In consultation with the COP develop and maintain office policy and procedural manuals for all staff.
- Prepare, implement and regularly re-evaluate the compensation, benefit and allowance system.
- Ensure in consultation with COP and local lawyer, compliance with Sri Lankan labor laws and tax regulations.
- Supervise the administrative staff.
Procurement Services for Program Support
- Overall supervision of the procurement system for program operation costs ensuring robust quality control and due diligence in full compliance with MSI and USAID policies, procedures and regulations.
- Prepare requests for procurement waivers as appropriate or necessary for program operation commodities as directed by the COP.
- Maintain effective procurement documentation and records in compliance with MSI and USAID policies and procedures for all program operation costs.
- Coordinate with the COP on addressing procurement issues pertaining to VAT processing and reporting for program operation costs.
- Approve all office expenses.
- Minimum 10 years’ experience managing finances for largo NGO programs.
- Knowledge of USAID policies and business practices and direct experience managing the finances and administration of a USAID-funded project are required.
- Experience with project financial management, including financial controls, accounting, and audit, as well as reporting on accruals, pipeline, and expense validation and reimbursement to service providers.