Finance and Operations Manager

Project HOPE is an international NGO of engaged employees and volunteers who work in more than 25 countries, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients and provided more than $3 billion worth of medicines to local health care organizations around the world. We have helped build hundreds of health programs from the ground up and responded to humanitarian crises worldwide.

Code of Conduct

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency

POSITION SUMMARY:

The Finance and Operations Manager will be expected to develop and manage the project financial plan to include monitoring and reporting systems that meet USG requirements and manage grant and contracting activities. The Finance and Operations Manager should also be involved and lead the value for money and other cost-effective/costing analysis that will be required under this award to monitor financial expenditure and Activity results.

This position is contingent on funding.

PRINCIPAL RESPONSIBILITIES:

• Ensuring compliance with organizational, donor and/or sub regulations and procedures; establishing financial and support function policies, systems and procedures, and directing or carrying out their development, documentation and implementation.
• Responsible for monthly and annual accounting closings. Bank reconciliations, petty cash, etc.
• Support internal and external audits.
• Responsible for the review of payroll and taxes and payments to governmental institutions.
• Responsible for budget monitoring and accurate monthly projections.
• Responsible for ensuring the availability of financial resources for the team’s local payments, in coordination with the Global Operations Finance Team (GOF).
• Oversee and ensure that day-to-day accounting operations and financial management functions in the field offices are performed in accordance with internal policy and procedures.
• Review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control of payments.
• Ensure the maintenance of accurate records of financial transactions of the response office and other field sites to monitor the financial status of all project activities.
• Ensure that financial reporting meets the requirements of both field management and senior management by submitting reports on or before the established deadlines and including relevant information for all users of financial reports.
• Direct the preparation of all financial reports for external purposes with respect to accounting, legal and contractual requirements.
• Maintain the organization’s accounting system ensuring that all accounting data is up-to-date, reconciled and fully supported on a daily basis.
• Preparation of budgets for new proposals together with the Country Manager.
• Present and facilitate review of actual versus budgeted expenditures with line manager, senior management and field teams.
• Make recommendations on budget realignments, as appropriate.
• Conduct frequent visits to field offices. Train financial staff on internal procedures and requirements.
• Manage purchases according to the needs and in compliance with the organization’s rules and regulations

Training/Capacity building:

• Oversee the training of finance staff and provide technical support to the national program and logistics.
• Determine the training needs of financial personnel.
• Train national staff to increase their responsibilities to build capacity and ensure program sustainability.

Administration/Coordination:

• Maintain frequent communication with the Chief of Party and Deputy Chief of Party to ensure that financial activities and objectives are communicated.
• Participate in the selection processes of the vacancies corresponding to their area, as well as in processes of related areas through the review of applicants for the position, pre-selection of profiles and intervention in technical interviews in order to ensure the selection of suitable personnel for the organization.
• Work in a liaison, communicative and cooperative manner with the regional team, as well as with the head office liaisons.
• Work with line manager, senior management and field teams to ensure that program coordination is in line with budgeted objectives.
• Attend coordination meetings relevant to the country’s activities.
• Interaction with the national government and relevant agencies to ensure compliance with various government regulations.
• Serve as primary liaison with donors on program-related matters to ensure financial and programmatic accountability to donors.
• Establish and update contact information for potential donors in the country.
• Participate in donor meetings and communicate pertinent information to the Head Office.
• Work with key donor staff to develop and maintain an optimal financial and programmatic relationship.
• Ensure maximum visibility of the agency among the NGO community.
• Directing the preparation of reports and ensuring the timeliness and accuracy of the information provided, as well as ensuring the confidentiality of sensitive information.
• Contribute to creating a positive image and overall credibility of the organization, especially through the application of the Code of Conduct, ethics, values and the organization’s point of view with respect to internal and external stakeholders.
• Promotes and fosters a culture of compliance and ethics throughout Project HOPE. As appropriate to the position, maintains a clear understanding of and adheres to Project HOPE and donor compliance and ethics standards.
• Work with the highest level of integrity.

MINIMUM QUALIFICATIONS:

• Minimum university degree in accounting; preferably a master’s degree.
• A minimum of five (5) years of experience in similar positions in a non-profit organization; or equivalent experience, training and education.
• Extensive experience in administrative and financial management.
• Extensive experience working with computerized accounting systems, such as QuickBooks.
• Extensive knowledge and work experience with international donors such as USAID, World Bank, EU, DfID or other donors.
• Experience in the management of procurement and logistics procedures and policies.
• Skills and knowledge in program sustainability and capacity building, public-private partnerships, and project monitoring and evaluation (quantitative and qualitative methods).
• Strong writing and presentation skills.
• Demonstrated leadership ability is required.
• Strong negotiation, interpersonal and organizational skills.
• Ability to read, write, analyze and interpret, both technical and non-technical, in English.
• Ability to effectively present information and respond appropriately to questions from senior managers in the field and at headquarters, counterparts, senior government and rebel leaders and other related regional stakeholders.
• Fluency of Spanish and English in reading/writing/speaking (Level IV) is required:
  1. Able to use the language fluently and accurately on all levels normally pertinent to professional needs to:
  2. speak effortlessly and smoothly,
  3. perform extensive, sophisticated language tasks, including tasks which do not bear directly on a professional specialty,
  4. read “beyond the lines”,
  5. read and understand the intent of writers’ use of nuance and subtlety,
  6. discern relationships among sophisticated written materials in the context of broad experience,
  7. follow unpredictable turns of thought readily in editorial texts in any subject area directed to the general reader,
  8. recognize all professionally relevant vocabulary known to the educated non-professional native, although may have some difficulty with slang,
  9. read reasonably legible handwriting without difficulty.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands:

• While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
• Must be able to communicate in verbal and written form

Work environment:

• Office and field environment.

Due to the substantial number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.

However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.

Thank you very much for your interest in Project HOPE.