Senior Finance & Operations Manager-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 around the world.  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 around the world.  Together we tackle the toughest problems and hold fast to the possibility of a more peaceful world.

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 Senior Finance & Operations Manager is responsible for overseeing all financial and operational aspects of and ensure efficient management of the operational and financial aspects of USIP projects in Tunisia, as well as overall compliance with contractual requirements, USIP policies, USG regulations and local law. Senior Manager will oversee finance, procurement, asset and record management for activities and operations in Tunisia. The Senior Finance & Operations Manager will identify process gaps and compliance risks and will work with the Country Director/Officer in Charge (OIC) to develop and streamline processes and procedures.

This is a full-time Host Country National Personal Services Contractor position based in Tunis, Tunisia. The Senior Manager will report directly to the Country Director/OIC and will supervise finance and operations staff.  The Senior Manager will also have a direct line of reporting to USIP Finance in the Headquarters office.

Major Duties and Responsibilities

Operations Management:

• Manage the administrative operation contracts for the office, including overseeing facilities, procurement, IT, and record and file management. This includes oversight of the Tunisia office as well as start-up and closedown of the Tunisia office.
• Increase efficiency by enhancing local operational procedures and systems through understanding USIP-wide workflows and business processes.
• Manage and support key HR operations including staff training and HR related regulatory compliance in coordination with HQ Human Resources.
• Participate in monthly meetings with HQ Finance teams.
• Supervise local administrative, finance and operations staff, provide guidance and direction to staff members, coordinate process and policy implementation, develop and execute operational strategy, and work with the Country Director/OIC in collaboration with other team leads to ensure smooth operations-level support across the entire office.

Financial Management:

• Manage USIP’s Tunisia Office finances, which includes working remotely (online) with USIP HQ to systematically record and track all office expenses, and local payment approvals.
• Prepare monthly reporting on all cash flow and Tunisia Office accounting, which may include reconciliation reports as requested by USIP HQ.
• Review of all financial transactions for accuracy and completeness.
• Prepare and assist in month-end and fiscal year-end closing, i.e., monthly cash account reconciliation.
• Prepare regular international fund transfer requests in coordination with USIP HQ and Country Director.
• Process and disburse local travel voucher reimbursements for Tunisia field office staff.
• Ensure compliance with USIP finance, procurement, and operations policies as well as Government of Tunisia rules and regulations, wherever program activities may take place.
• As necessary, oversee prospective contractor and local implementing partner office visits to verify information submitted in the financial management assessment form and financial reports are factual and verify their financial and procurement process.
• Coordinate process for review of requests for payments and invoicing and expense reports in coordination with HQ support team to ensure compliance with USIP and finance and accounting policies and procedures.
• Maintain and track list of Value-added Tax charges on purchases and contracts.

Compliance and Risk Management:

• Coordinate with the appropriate Headquarters team(s) to ensure up to date regulatory filings and other requirements.
• Coordinate the maintenance of administrative records, including project procurement, recruitment, asset, and finance documentation.
• Ensure standard operating internal controls are established and implemented in accordance with the USIP Overseas Operations Guidance, USIP policies, and the terms of interagency agreements.
• Build capacity across technical and operational teams for operations, financial management, and compliance to establish local standard operating procedures that focus on risk management and compliance with USIP standard policies and procedures.
• Assist with external or internal risk audits as necessary.

Human Resources and Administration

• Support key HR operations including personnel actions, performance reviews, health insurance, personnel recruitment efforts, including developing job descriptions, interviewing, and onboarding and training new staff training and HR related regulatory compliance in coordination with HQ HR.
• Ensure project personnel records are properly maintained; including project procurement, recruitment, and finance documentation; maintaining a rational, straightforward hierarchy in accordance with the project records map and local law requirements.
• Ensure that all new and current staff are trained on policies and procedures as required.
• Manage and maintain inventory list of Tunisia office supplies, equipment, and furniture in accordance with USIP inventory policy.

Systems and Process Management

• Define, develop, and document new office processes, as needed, to guide customized solutioning and ensure local compliance with USIP Overseas Operations Guidance; and periodically revisit local processes and systems to identify areas for improvement or change.
• Work with HQ, Country Director and MENA Management team, and other programs to share best practices and lessons learned.
• Work with project staff to communicate changes, receive and implement feedback, and ensure necessary change management principles for smooth process adoption.

Procurement Management:

• Ensure that goods and services are contracted in accordance with federal rules and institute policies and procedures.
• Work closely with the program team and Finance office to support contract opportunity competitions, organize technical committee meetings and help document the selection.
• Review contract budget submissions by prospective implementing partners and other vendors to ensure it is accurate and reflects market rates.
• Review and provide feedback on contractor and implementing partner financial management assessment forms.
• Provide feedback on implementing partners monthly and quarterly financial and progress reports.
• Coordinate with HQ to develop financial benchmark guidelines for recurring expenses so that the budgets submitted by prospective implementing partners can be evaluated for costs.

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 finance, business administration, economics, public administration, or related fields.
• Certification in utilizing financial management systems such as QuickBase, Quick Books, and excel.
• Advanced accounting and/or procurement/acquisition qualifications are strongly preferred.
• Minimum of six (6) years of experience in financial management and procurement working on complex US Government-funded projects.
• Demonstrated experience managing operations of US Government-funded project(s), budget management, HR and administration management, and process management.
• Three (3) years of supervisory experience.
• Experience leading and managing the financial, procurement, and subcontracting aspects of US Government projects.
• Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local subcontract agreements, etc.)
• Experience in an international organization and/or US government funded organization preferred.
• Strong understanding of procurement policies and procedures, including understanding of Federal Acquisition Regulations (FAR).
• In-depth knowledge of US Government operations, policies, and procedures, and operations and compliance policies and procedures (e.g. procurement, local subcontract agreements, etc.) preferred.
• Strong interpersonal skills with the ability to engage with a wide range of organizations, beneficiaries, and related parties.
• Excellent organizational and communication skills (oral and written), ability to liaise with internal staff, external partners, and vendors.
• Proficiency in Arabic and English, both written and oral required. Proficiency in French is preferred.
• Proficient in Excel and other Microsoft programs.