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Finance and Administration Manager

5 months ago

Amman, Jordan : Management Sciences for Health Full time

Overall Responsibilities:

The Finance & Administration Manager of MTaPS (Medicines, Technologies, and Pharmaceutical Services) Project Jordan provides financial analysis, accounting, operational and budget management support for MTaPS Jordan, under the supervision of the Country Project Director.

To this end, s/he develops routine and ad hoc reports for different technical activities to ensure the regular flow of accurate and relevant financial information for enhanced project management, planning, budgeting, expenditure projection and tracking and funding projections.

The Finance & Administration Manager leads and manages the country operations overseeing all administrative services for the MTaPS project in Jordan. S/he ensures that MTaPS Jordan operates as a cohesive, neutral, functional unit that provides high-quality, responsive, timely and cost-effective services to projects within the framework of local laws, MSH policies and standard operating procedures, and donor requirements. S/he is a member of the country management team and is expected to play an active role in assisting the Country Project Director develop a strong and strategic country presence, as necessary. S/he is overall responsible for in-country payroll; management of local contracts, consultant and vendor agreements; travel, fleet management and logistics; security; and facilities and communication services etc.

Financial Management (40%)

  • Manage cash flow, including funds transfers from MSH headquarters, local currency exchange, and petty cash, as per MSH policies and procedures.
  • Assist in preparation of project budgets, pipelines and forecasting and in collaboration with the technical team, estimate upcoming cash needs, prepare expense projections and accrue expenditures as appropriate.
  • In collaboration with MTaPS/HQ, participate in preparation of reports for donor agencies, as required.
  • Perform analysis of financial data to identify financial risks in country based on monthly BMR and provide support to monitor, mitigate or control financial risks in country.
  • Oversee the issuance and collection of project advances, reconciling advance accounts each month. Follow up on outstanding advances which have not been liquidated in the time frame prescribed by the SOP and local office policy and resolve any queries through dialogue with individual employees and their supervisors.
  • In collaboration with the Country Project management team and corporate accounting, monitor MSH/MTaPS project bank account transactions and reconcile account with project expenditures as part of the month end close process
  • Create and interpret financial reports (Pipelines, Budgets) and create journal entries. Create vendor identification numbers and records as necessary.
  • Supervise the recording of financial transactions and record financial transactions into the approved MSH Field Expense Accounting System, QuickBooks; submit each month’s expenses by the 5th business day each month for upload by Corporate Accounting into MSH’s Corporate Accounting System, Costpoint. Ensure on-time, accurate data entry, completing the journal entries for non-routine expenses as necessary.
  • Conduct the final review of vouchers and vendor invoices to ensure the maintenance of thorough documentation on all field transactions.
  • Ensure that all paid invoices agree with supporting documentation, including price quotes, purchase requests, purchase orders, CSI Check and shipping receipts, as per MSH procedures for procurement.
  • Maintain current standing with all mandated tax liabilities and organization registrations including submission of payments and required statutory reports.
  • Provide support in overseeing local procurement and the execution and proper recording in QuickBooks of all approved payments for local vendors, contractors and consultants for goods and services received, in accordance with the laws and regulations of the country, MSH standard operating procedures and USAID regulations.
  • Assist the Country Project Director in providing an audit interface between MSH Corporate Accounting, MSH external audit firm, and donor auditors, and ensures timely follow up to reviews or audits conclusions and recommendations that are relevant to operations in collaboration with the Project Delivery Group.
  • Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing, as per MSH procedures for recording of time worked.
  • Work with the contracted local accounting firm to administer, process and record local payroll, taxes and pension contributions and benefits.
  • Ensure timely filing to Sharepoint and set up appropriate filling structures
  • Work with the management team to budget work and implementation plans and costing of activities.
  • Prepare and submit monthly financial report (MFR) and respond to any questions and clarifications for the monthly financial control reviews conducted by the Global Service Unit (GSU)

Administrative Management (35%)

  • Collaborate with Country Project Director to ensure that MSH activities and management operations are implemented as per MSH Mission, values, policies and standard operating procedures, and local laws and regulations, and to safeguard MSH’s reputation - financial, contractual, and political integrity.
  • Develop and execute responsive and appropriate operations management systems (for office management, local procurement, fleet management and logistics, consultant and subcontractor administration, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements.
  • Responsible for providing equitable, effective, timely, cost-effective, and responsive and high-quality operations and administrative support to all MSH in-country projects within local laws and available resources, and in an environment with adequate internal controls, adherence to contracts regulations, MSH policies and standard operating procedures.
  • Proactively engage, coordinate, communicate and collaborate with the key HO and regional based staff issues to ensure consultation, accountability, notification and resolution of important information and issues.
  • Active participation in routine management team or other meetings with HO staff which are relevant to the program and operations activities.
  • Provides administrative supervision to project staff Supervise the maintenance of controls over project office fixed assets such as vehicles, with the assistance of the operations staff. Directly manage the maintenance of controls on MSH inventory such as furnishings and computer equipment, in accordance with MSH and donor standards for inventory tracking.
  • Work with Country Project Director and other key managers to develop a project closeout strategy and timeline to roll out, implement, oversee and monitor progress in the last year of the project.