Finance and Administration Manager

JOB DESCRIPTIONS

Core Responsibilities  

Accounting and treasury management 

• Proficient in QuickBooks 
• Create new vendor records or update existing vendors 
• Match vendor invoice to received goods
• Prepare payment authorization form 
• Compile and upload supporting documents into accounting system 
• Prepare bank reconciliation 
• Record expenditures, income, and any other transactions in accounting system
• Prepare site funding request 
• Maintain project bank accounts to include requesting to open new accounts, modify signatories, or close accounts as needed. 
• Ensure controlled cash management of bank and mobile accounts as well as petty cash
• Ensure all expenses and supporting documents are compliant with Abt and USAID policies and procedures 
• Review expense reports and ensure all advances are cleared within 30 days of travel per Abt policies 
• Ensure all government taxes are paid and filed timely in accordance to local law 
• Prepare and initiate site payroll by applying the appropriate deductions 

Project financial cycle management, budget control, and commitment of expenditures

• Develop, manage, and monitor project budgets and annual workplans in collaboration with global support team to provide data measurements on financial performance and recommend cost cutting and compliant strategies to implement the project with less resources 
• Prepare revenue projections and update budget tracker forecast monthly 
• Collaborate with procurement team to ensure international and local purchases are within the approved budget 
• Develop and implement systems to streamline financial practices and procedures
• Provide ongoing financial administration to the project, including the processing of approvals for procurements, consultant agreements, and vendor invoices. 

Procurement of local and international commodities

• Collaborate with Global Support Team to initiate international procurements.
• Provide costing as needed for new business department 
• Lead recruitment, orientation, and training of new administrative or accounting staff
• Prepare budgets and administrative and logistical arrangements to support project activities, including travel arrangements and visa requirements
• Ensure all files are ready for financial audits 
• Perform any other related activities as assigned by immediate supervisor
• Inform and ensure global support team is updated on all contractual, financial and legal issues affecting the project 
• Update government propery asset registry with new, broke, or lost items; report any incidents of stolen or lost equipment; perfrom random audits of inventory to make sure always accurate and up to date
• Draft, issue, and review request for quotes (RFQs)
• Facilitate the review and evaluation of bids, ensuring participation of relevant technical staff and consistency with evaluation criteria
• Follow standards for filing and handling of procurement documents. Work with the home office procurement department and back stop team to obtain requisite approvals.
• Assist with the clearance of international procurements including working with clearing agent as needed  
• In collaboration with technical leads, ensure that quality control is performed when receiving materials and that any inconsistencies with the original order are noted before payment.
• Support global support team preparing corporate and cilent finacial deliverables such as the cost study, VAT, NXP, and accrual reports 
• Ensure that contractual and internal approval requirements (e.g., waivers, approval memos) are met, and prepare justifications supporting these actions in coordination with project leadership and business support groups

Minimum Qualifications

• Bachelor’s Degree in Accounting, Finance, Business, Management, or other relevant field 
• At least 4 years of professional experience in accounting and program financial management.

Preferred Qualifications

• Bachelor’s degree in accounting, finance, management, business, or another relevant field
• At least 6 years of professional experience in accounting and program financial management.
• Experience working at international development programs, with experience at USAID-funded programs highly desirable.
• Excellent analytical and computer skills, with strong experience in Excel and QuickBooks or Quicken 
• Well-developed and effective organizational skills, including to ability