Finance and Operations Specialist-USIP Retour vers les opportunités

Description

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

Summary

The Finance and Operations Specialist is responsible for supporting the day-to-day financial and operational activities of the Tunisia office.

This is a full-time Host Country National Personal Services Contractor position based in Tunis, Tunisia. The Finance & Operations Specialist will be supervised by Senior Finance and Operations Manager in Tunisia and have direct reporting to USIP Finance in the Headquarters office.

Major Duties and Responsibilities

Administration and Logistics:

• Provide administrative and logistical support for USIP events, both offsite and at field office for workshops/training/convenings/meetings.
• Provide guidance and support on travel and logistical arrangements for staff and visitors, transportation, hotel bookings, car rentals, visas, and airfare.
• Manage repairs & maintenance of office machinery, equipment, and other systems.
• Oversee office inventory and stocks of office supplies.
• With guidance from HQ Human Resources, Resource Management Personnel, support staff in leave management questions and personnel related documentation and maintaining timesheets.

Finance and Local Procurements

• Prepare vouchers for payments made to staff for per diems and reimbursements and prepare vouchers for payments to vendors for the purchase of goods and services.
• Attain prior approval on vouchers by Senior Finance and Operations Manager and Country Director/Officer in Charge (IOC) for payments.
• Ensure all required documents are enclosed with the voucher and attached to the financial system.
• Disbursement of payments to vendors/staff
• Post voucher/entries in the PxQ cash register.
• Assist the Senior Finance and Operations Manager in monitoring and recording expenditure/disbursement of funds.
• Assist the Senior Finance and Operations Manager in preparing monthly cash requests for Tunisia.
• Manage Tunisia petty cash for daily operational activities.
• Manage cash flows with supervisor to bring about field operation effectively.
• Coordinate with HQ Finance for relevant accounting details: receiving of funds, bank statements and other related issues.
• Monitor the asset management tracker to ensure all procurement and disposal of USIP property is done and recorded accurately and in accordance with established policies and procedures.
• Scan all hard copy documents and maintain electronic record of financial data.
• Track local taxes charged on vendor payments and contracts.
• In coordination with the Senior Finance and Operations Manager and HQ Finance, ensure that all invoices are received, reviewed, and paid within agreed timeframes.
• Mange local procurements, competing purchases of goods and supplies to ensure fair competition.
• Compare and evaluate offers from the suppliers/vendors, negotiate prices, and make all necessary arrangements for delivery of goods and services under the supervision of Senior Finance and Operations Manager and HQ Finance.
• Perform evaluation/assessment of the initially proposed budget submitted by implementing partners and contractors and subsequent financial reporting for payments in close coordination with Senior Finance and Operations Manager.
• Assist staff with startup and closeout meetings with implementing partners, vendors, and contractors and complete site visits to verify information submitted in the financial management assessment form and financial reports are factual.
• Support the Country Director/OIC on Tunisia registration and work closely on relevant issues with government institutes, liaison with government offices/ agencies and other assigned tasks.

Perform other duties as assigned.

Qualifications

Applicants are encouraged to demonstrate how prior experience, qualifications, and/or training address the following selection factors through a Cover Letter and detailed Curriculum Vitae:

• Bachelor’s degree in business management, operations, logistics, or related field.
• A minimum of four (4) years of business/financial/operations experience preferably in an international organization.
• Knowledge of accounting and financial systems.
• USG operations, implementation, financial management experience, reporting requirements, and procurement regulations desired.
• Knowledge of operating standard office equipment.
• Demonstrated track record of the project, business, and/or administrative management.
• Strong organizational and time management skills with the ability to prioritize work and meet deadlines.
• Excellent record-keeping skills and attention to detail.
• Proficiency in English and Arabic required, both written and oral required. Proficiency in French preferred.
• Proficiency in Microsoft Office, Word, Excel, Outlook required.

All applicants must be US citizens to be considered for positions with USIP. 

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.