Administration and Finance Officer--Mozambique

Administration and Finance Officer, Health Social Marketing Program in Mozambique To be considered for this position, you must be a citizen and current resident of Mozambique. Expatriate allowances are not provided. Job Description: Position Summary: Pact seeks an Administration and Finance Officer (AFO) for a USAID Health Social Marketing Program in Mozambique. The program will focus on developing and strengthening a local network of partners committed to (1) changing behavior and increasing access to health products and services in the following areas: HIV prevention, malaria, family planning reproductive health and maternal and child health products; (2) increasing the use of products and practice of health behaviors; and (3) generating support from all sectors for social marketing as an important part of total market approach. Once established, the network will tap into local knowledge, foster coordination with other activities of network members, and extend the reach of social marketing in Mozambique. The successful candidate will be responsible for managing all aspects of finance and accounting for Pact’s capacity building component of the project, including: ensuring the accuracy, consistency, and compliance of the monthly financial reports; ensuring financial management and accounting policies and procedures are up to date; ensuring that staff are appropriately trained and understand financial management and accounting policies and procedures; and ensuring proper document maintenance and file retention. In addition, the Administration and Finance Officer provides support in the areas of human resource management and is responsible for all aspects of office administration, procurement, property and IT management. This position reports directly to the Pact Program Manager/Capacity Development Director. Specific Duties and Responsibilities will include: Administration and Human Resource Management (25% of time): Support the PSI Mozambique Program Manager with all office administration aspects and human resources management. • Office and IT Management: o Ensure Admin and IT policies and procedures are in line with best practices and compliant with Pact global policies o Receive all incoming calls and dispatch correspondence for the program staff as appropriate o Overseas the travel and logistical arrangements (including visa and other immigration requirements) for ex-Pat staff and for international visitors as necessary o Monitor security conditions throughout the country and advise the Mozambique Program Manager and other staff with respect to travel conditions assist in convoy travel and maintain and supervise the emergency contact system between Pact, grantees and others as appropriate o Oversee and ensure the proper functioning and maintenance of the office equipment, including information technology hardware and software o Ensure system for back-up and security of IT data is up-to-date and meets Pact’s standards • Procurement and Property Management: o Ensure Procurement policies and procedures are in line with best practices and compliant with Donor and Pact global policies. o Negotiates, with the cooperation of appropriate staff, acquisition and assistance funding mechanisms, including consultant agreements, grants, contracts, purchase orders and other agreements necessary for programmatic activities and functioning of the office o Maintains property inventory list and ensures physical inventories are undertake as required by Pact policy o Ensures equipment and property are properly insured • Human Resources Management: o Ensure HR policies and procedures are in line with best practices, and compliant with Pact global policies and Mozambican labor law o Ensure transparency of the staff recruitment and hiring process and that established policies and procedures are followed. o Ensure gender equity and equality within the area of work, particularly in recruitment/selection and challenge any non-compliance to the policy and procedures • General Administration and Program Support: o Liaises with Pact’s Global Finance Team regarding financial policies and procedures and other finical related issues. o Be responsible for informing Mozambique Program Manager of any office and staff issues pertaining to the responsibilities of the Administration and Finance Officer; o Participate in global Pact staff meetings and Finance trainings. Accounting & Finance (75% of time): • Review invoices/receipts and other supporting documents to ensure that expenses were properly incurred, the calculation is mathematically correct, the amount and items claimed are in agreement with the document authorizing the claim. • Prepare payment/receipt/journal vouchers and ensure that the G/L account number, project code and other related accounting codes are correctly assigned, and that all vouchers are supported by appropriate source documentations. • Ensure that the finance files are maintained properly, are accessible and are in accordance with Pact policies and procedures. • Regularly enter all financial transactions into accounting system “QuickBooks Pro – Multi Currency”, at least on a weekly basis and generate the monthly financial reports using Pact’s financial reporting standard for Program Managers’ review and approval. • Submit the month-end financial reports to Pact Washington DC by the fifth (5th) business day of the following month. • Take lead in setting up the financial and administrative systems of the office, monitor internal controls and suggest improvements on the system as necessary. • Ensure all expenses and procedures are in compliance with Pact and donors regulations, Mozambican law, budget restrictions, and generally accepted accounting principles. • In coordination with Pact DC, review PSR reports on a monthly basis for all Pact Mozambique’s programs. • Work closely with Programs team to ensure alignment of work plans, budgets, and actual activities by providing feedback on variance between the approved budget and actual income and expenditures. • Prepare cash advance/drawdown requests for Pact Mozambique and make sure that cash projections cover expenditures for the following period with careful monitoring of cash balances reported at month-end not to exceed 2 weeks of cash reserved. Submit the cash advance request to Pact Washington DC. • Prepare and Handle monthly payroll. Ensure that the staff eligible benefits are correctly allocated to each individual staff. • Prepare annual reconciliation for the tax returns and other locally required forms. • Advise the Mozambique Program Manager on budgetary and financial issues. • Maintain banking relationships and oversight of filing appropriate financial reports with donors and local tax / government authorities. • Work closely with the Mozambique Program Manager and proposal development team to prepare and develop proposal budgets as well as budget revision for the current awarded programs. • Perform other relevant duties as assigned by the Mozambique Program Manager. Qualifications, Skills and Knowledge: • Knowledge of financial management systems and controls • Non-profit accounting experience a plus • Accounting software, aptitude for QuickBooks Multi-currency package • Excellent Portuguese and English, oral and written • Ability to work independently with little or no supervision • Ability to train and coach others in financial management • Experience with budgets, projections, and budget tracking • Excellent team player • Analytical problem-solver • Supportive approach to supervision, mentoring and delegation • Passion for organizing, supporting and improving office management systems and procedures Requirements: • 3-5 years of experience with a USG or internationally funded NGO in the accounting and finance function or 5 or more years progressive finance experience • Two years finance supervision experience preferred • Knowledge of US Federal Regulations: OMB Circular A -122, A-133 a plus • USAID rules and regulations knowledge a plus • Accounting system and financial management experience • Advanced degree in Accounting or a related discipline • Absolute integrity, highest standard of ethics and trustworthiness • Knowledge of Mozambican labor Law and taxes is a plus for this position
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Administration and Finance Officer--Mozambique