Finance and Operations Lead (m/f)

Description

• Transparency and Accountability for Inclusive Development (TAcID) is a programme funded by the UK Foreign, Commonwealth and Development Office (FCDO). The objective of this programme is to contribute to national efforts for increased government transparency, accountability and responsiveness to civic demands, including through better allocation of resources and more participatory and inclusive planning and decision-making processes
• Chemonics International is the Lead Supplier for pillar 1 of this programme, known as POTENCIAR, which seeks to address accountability and governance issues that are undermining the delivery of basic services. POTENCIAR will support Pro-Accountability Initiatives aimed at strengthening civic engagement and supporting multi-stakeholder platforms and coalitions that can drive change on these issues and contribute to improvements on the provision of key services. Through the empowerment of women, youth, and marginalized groups and civil society at-large to engage with government at all levels, the programme will focus on improved access to and quality of public services such as education, healthcare and family planning, water, sanitation and hygiene/WASH, nutrition, social protection, extractive sector development, and rural infrastructure

Duties

• The Finance and Operations Lead will be responsible for leading POTENCIAR’s finance, administration, human resources, and grants management functions. Under the guidance of POTENCIAR’s Team Leader, this person will be responsible for the following duties:

Finance

• Maintain oversight and compliance of all financial procedures and processes
• Review deposits and wire transfer requests to the bank
• Oversee the issuance of checks of payment for processed transactions, logs payments, distribute and/or mail checks to the appropriate vendor
• Review Chemonics staff timesheets and process monthly payroll
• Calculate and processes any tax payments, when appropriate
• Liaise with Mozambican accounting firm in performing local financial management and the appropriate local accounting reporting needed
• Prepare and maintain all the programme financial reporting for Mozambican authorities
• Review expenses entered into Chemonics’ accounting system and provide supporting documentation for expenses entered
• Review petty cash fund, including disbursing of funds, recording expenses and ensuring receipts are received
• Support the purchase of office supplies and other small to mid-size procurements
• Collect and review expense reports submitted by programme staff for accuracy
• Review procurement transactions to ensure that all supporting documentation and approvals are accurate
• Review and monitor monthly subcontractor invoices submitted by local partners
• Prepare and submit monthly accounting reports to the head office, respond to questions from the head office finance and accounting division and programme management unit
• Maintain transparent and audit-proof record keeping systems per Chemonics and FCDO policies as well as Mozambican laws
• Review, process, and enter accounting activity
• Support the continuous monitoring and review of the programme’s value for money offer

Operations and Administration

• Develop and maintain basic administrative systems to ensure compliance with FCDO and Chemonics policies
• Serve as a resource to programme leadership regarding Mozambican regulations related to taxation, accounting, HR, and work and residency permits. Propose and implement compliant solutions to obstacles posed by the Mozambican operating environment as required
• Represent the field office to Mozambican government officials on an as needed basis
• Establish and maintain systems and processes to ensure downstream partner compliance
• Oversee maintenance of programme office(s) and procurement of all office equipment, furniture, supplies and services
• Ensure accurate maintenance of tracking systems such as procurement and approvals
• Ensure the maintenance of the programme's filing system by regularly conducting spot reviews of hard and soft copy technical, logistics/procurement and administrative files to ensure all required documentation is on hand in audit-ready condition
• Liaise with the head office programme management unit for personnel and administrative support and reporting
• Foster and demonstrate a workplace that is transparent and accountable. Also support a workplace that is inclusive of creative opportunity, serving others, building trust, innovation, and exceeding expectations
• Work with head office IT team to ensure the IT and communications systems are fully functioning at all times
• Performs other duties and responsibilities as required

Human Resources

• Oversee the recruitment processes in compliance with Chemonics established procedures, including but not limited to supporting development of job descriptions and interview questions, shortlisting and pre-screening candidates, scheduling interviews and conducting reference checks, negotiating offers of employment, and collecting required documentation from candidates
• Maintain personnel records in compliance with the client’s regulations and local laws, including leave accrual and use, and ensuring timesheet accuracy
• Manage all onboarding processes. Ensure new hires are provided with adequate training and orientation regarding the programme and relevant Chemonics policies in order to perform the job to the best of their ability
• Work closely with Team Leader on staff communication, including policy updates, programme initiatives for staff, and labor law compliance
• Oversee annual performance assessment process, ensuring procedures are communicated to staff and followed accordingly
• Work with employees and supervisors to prevent and/or resolve employee relations issues in coordination with
• Chemonics’ Employee Relations as well as the Ethics & Compliance Office
• Directly supervise finance, administration and grants staff

Grants Management

• Oversee the development, implementation and administration of the grants programme
• Monitor grant disbursements and payment schedules to make grant payments in a timely and compliant manner
• Review grant packages/grantee financial reports to prepare payment requests in compliance with Chemonics procedures and FCDO regulations
• As needed, participate and assist in assessing grantee capacity and participate in grant kick-off meetings to serve as a resource for any questions related to grant administration and compliance
• Ensure full compliance with corporate grants policies and applicable donor regulations and manage the issuance of solicitations for grant proposals, if applicable
• Assist in evaluating applications for grant funding, including preparation of written reports on the process of evaluation and results of selection, if applicable
• Support in the production of grant agreements and modifications, supervising the compliance and financial documentation and general grants management

Safety and Security

• Update the emergency contact list and/or calling tree each time long- or short-term project staff enter or leave the country
• Maintain and update the Emergency Action Plan (EAP), with support and direction from the regional Security Management Unit (SMU)
• Support regional SMU in the routine completion of required safety and security documentation, including Security Risk Assessments (SRAs) and the Project Assessment of Safety and Security (PASS)
• Conduct safety and security-related networking, information management (proactive collection, analysis, distribution), and incident reporting
• Support the conduct of basic fire drills, incident management drills, or rehearsals of other relevant procedures
• Provide relevant safety and security briefings to new staff and visitors, as appropriate
• Any other security-related duties as designated by the Team Leader

Requisites

• The qualifications for the Finance and Operations Lead include:
• Bachelor’s degree in Business Administration, Economics or other relevant field preferred
• Minimum five years’ experience in programme administrative and finance management leadership
• Previous professional experience with international donor programmes
• In depth knowledge of the operating environment and employment regulations in Mozambique
• Experience in bookkeeping and accounting
• Results-oriented professional capable of achieving targets and goals set in cooperation with the client, counterparts, and stakeholders
• Knowledge of the FCDO and its contractual and reporting requirements preferred
• Possess excellent organizational and multi-tasking skills
• Excellent interpersonal and communications skills, with demonstrated diplomacy and the ability to communicate effectively in a cross-cultural environment
• Computer skills including strong knowledge of Microsoft Excel, Word and Office applications
• Excellent English and Portuguese communications skills, demonstrated leadership, and the ability to work collaboratively

Notes

• Only shortlisted applicants will be contacted
• The Finance and Operations Lead is a Fixed-Term (long-term) position under the POTENCIAR programme. This position will be based in Maputo, Mozambique and may require periodic travel outside Maputo
• Reporting: The Finance and Operations Lead will report to the POTENCIAR Team Leader or their designee for the duration of this assignment