Overall responsibilities :

This position contributes to MSH’s overall mission by leading and supporting USAID/MTaPS DRC finance and operations, including human resource management procedures and processes. The ideal candidate will have a solid process and financial management skills, knowledge of non-profit and fund accounting, and a working knowledge of operations management, including human resource laws and best practices. The FAM will play a critical role in helping the Country Project Director (CPD) and the leadership team in strategic decision-making. In addition, they will have excellent written and oral communication skills and a keen interest in USAID’s mission. The Finance and Administration Manager (FAM) reports to the Country Project Director.

They also interact with the regional and Head Office teams as appropriate on finance and administration-related issues. The FAM has primary responsibility for overseeing all budget, accounting, and financial functions, and supervises all operations-related activities (procurement and logistics management) and compliance with policies and procedures. The FAM also oversees human resource functions and organizes office administration.

Main Duties and Responsibilities :

Finance :

• Lead the annual budget development process, monitor expenditures and variances, and proactively update income and expense projections
• Prepare monthly and ad hoc financial reports and submit on a timely manner as required
• Manage annual audit process and serve as the primary liaison with audit services
• Oversee tax preparation and filing.
• Supervise the Finance and Operations junior staffs to ensure timely and accurate bookkeeping, bank transactions (receivables and payables)
• Ensure that the suppliers’ invoices are dealt with and paid within 30 days as per MSH related procedures
• Negotiate, prepare, and monitor all vendor and consultant contracts
• Perform all balance sheet reconciliations (bank accounts, investments, prepaids, deposits, accruals, depreciation, etc.) and prepare month-end closure
• Ensure that the finance management tools such as QuickBooks are used appropriately and updated daily
• Exercise final review for all organizational budgets, and final review and approval for all grant budgets and annual reports
• Oversee and reconcile travel budgets and compliance with procedures and cost containment
• Develop and manage general ledger and fund accounting systems and procedures, coding of payroll and other expenses to various programs through monthly cost allocations
• Select, set up, and manage fiscal and payroll systems to ensure timely and accurate use and reporting
• Ensure all fiscal policies, procedures, and documentation requirements are adequate to protect the organization.

Operation management :

• Provide full oversight of technical assistance, procurement management, ensuring that program implementation is in accordance with USAID and MSH regulations, procedures, and specifications
• Supervise procurement and administrative operation activities
• Coordinate with the regional finance Manager to ensure timely and efficient implementation and accomplishment of project objectives
• Travel to field locations as required and work in close collaboration with the provincial representatives to support the implementation of the project’s activities in the field; identify challenges and implement troubleshoot mechanisms
• Manage and oversee project inventory, capital equipment, project procurements; and issues related to office property management
• Ensure that Purchase Orders are issued to suppliers on a timely manner, and supplier invoice are paid as per MSH related requirements
• Perform other duties as assigned by the Country Project Director.

Human resources :

• Oversee payroll, benefits administration, recruiting, onboarding, off-boarding, employee check-ins and exit interviews, and other human resource needs
• In collaboration with the HR partner, the FOM will supervise all human resources (HR) functions including hiring practices, employee review policies, professional development, and other HR activities
• Assure compliance with applicable HR, employment, and personnel laws and regulations
• Maintain updated personnel and operations policies and procedures and ensure compliance
• Ensure strict confidentiality with respect to staff’s personal data and other matters requiring confidentiality.

• A Bachelor’s degree in an accounting field (a postgraduate degree in Business Administration is preferred); broad experience in Finance and Administration Management is preferred as well
• Minimum of 7 years of experience in financial management and operations in managing complex health or development programs in Francophone countries
• Experience managing significant USG-funded programs and comprehensive knowledge of applicable regulations and requirements
• Demonstrated success and familiarity experience in DR Congo is particularly relevant.

Knowledge and skills :

• Demonstrated leadership and management skills; experience mentoring and supervising staff at all levels within the organization
• Strong leadership, analytical and organizational skills demonstrated by ability to work both independently and within a team, assess priorities, negotiate partnerships, and manage a variety of activities with attention to detail
• Demonstrated experience in building and maintaining partnerships with other projects, local organizations, host country governments, donors, and international agencies
• Strong oral and written communication skills in French and English is required.

Competencies :

• To continue process innovation, must be determined, self-motivated, and with excellent interpersonal skills
• Group facilitation
• Capable of managing work with shifting priorities
• Able to manage and coordinate a variety of activities simultaneously
• Can work in a team-oriented environment while driving for results
• Able to meet deadlines and work under time pressure
• Able routinely to have after hours conference calls
• Perform logical analysis
• Creative problem-solving
• Organized, well-structured and detail-oriented
• Process oriented.