2 Job Positions at U.S Pharmacopeia Convention: (Deadline 31 January 2022)

· Analyze and prepare financial and administrative reports as required by Finance and Operations Manager and headquarters.

· Complete the month-end close process in close coordination with Finance and Operations Manager, including preparation of account reconciliations, journal entries, and variance analyses and submit package to Global Finance at HQ in timely manner.

· Ensure transactions are properly recorded and reported using appropriate accounting software system and maintain all computerized accounting systems and records.

· Ensure each payment has the relevant supporting document/s, payment documents are prepared accurately, and processed in timely manner.

· Review and process payroll and employees’ expense/petty cash payments update new hires and terminations in payroll system. Manage timesheets of all office staff ensuring timely submission, approval, accuracy and filing.

· Process returns and all other local tax obligations (including payroll tax, pension deduction and all other local statutory taxes) to the appropriate government agencies.

· Maintain proper documentation for relevant financial transactions including scanning and maintaining a comprehensive and efficient filling system.

· Track/monitor monthly expenditures against approved budget. Prepare monthly financial expense reports and cash and bank reconciliation statements. Serve as the focal point for project banking matters.

· Prepare day to day VAT coupon usage report and maintain internal tracking of VAT-related expenses.

· Support the annual work plan budgeting process and assist the development of proposal budget for new business opportunities.

· Review budget submitted by program staff for each upcoming activity, ensure accuracy, process for approval, and ensure appropriate advance/payment is made in timely manner.

· Maintain all financial and accounting files and documents according to USP document management policies and procedures.

· Assist in the preparation and coordination of the audit process.

· Ensure that procurement activities are conducted in a timely and compliant manner and manage inventory and office supplies in line with relevant regulations with consultation with USP HQ Global Finance.

· Perform logistics function including management of travel arrangements, meeting/workshop logistical arrangements, etc. to support effective and efficient project implementation

· Manage office inventory /assets and government property, as applicable in compliance with USAID rules and regulations.

· Maintain a comprehensive and efficient filing system for good records keeping and document management.

· Perform other related tasks as required.

· reports to all staff in department to facilitate decision making about new project assignments.

· Coordinates external consultants, vendors and internal presenters to ensure a high level of quality combined with overall value to USP.

· Develops, monitors and reports on the effectiveness of programs by establishing relevant evaluation metrics and collection capabilities; demonstrates use of quality improvement in daily work and operations.

· Applies knowledge of current trends in public health to prepare information for Expert Committee to facilitate decision-making.

Basic Qualifications

· Bachelor’s degree in finance and/or accounting and local equivalent of chartered accountant certification

· Three (3) or more years progressive professional accounting and/or financial management experience, preferably in the non-profit and/or development sector

Preferred Qualifications

· Demonstrated working experience on a USAID or other international donor-funded project in Rwanda.

· Knowledge of applicable local and national rules and regulations, and policies governing financial and administrative processes

· Demonstrated experience with MS Excel, word PowerPoint, and accounting software, experience with QuickBooks preferred but not required

· Meticulous attention to detail, as well as outstanding critical thinking and problem-solving skills

· Demonstrated ability to work both independently and as a member of a team, show initiative, solve problems, prioritize, and handle multiple tasks simultaneously, meet deadlines, and remain calm under pressure

· Proven ability to work in a team

· Fluency in national language and proficiency in written

· Monitors the field offices cash balances and submits monthly cash requests to USP home office for approval. Manages day-to-day accounting operations to include review of all accounting transactions to ensure adequate supporting documentation, accuracy of amounts and project coding, and necessary internal controls over payments

· Maintains USP’s system of accounts ensuring all accounting data are updated, reconciled and fully supported

· Manages preparation and submission of required monthly reconciliation and financial reports to USP HQ and coordinates with PQM+ Finance & Operations Director and Director Eastern and Southern Africa on financial reports requested by USAID.

· Serves as Liaison with external auditors, facilitates internal and external audit undertakings, prepares responses to audit findings and follows-up on the implementation of audit recommendations in collaboration with Global Finance

· Processes and manages VAT Exemptions via USAID mechanism

· Liaise with USP headquarters, USAID, partners, banks, and Government official (Ministry of Finance – Tax Office)

· Maintains accounting controls by ensuring the implementation of USP financial management policies and procedures.

· Performs other tasks as assigned.

Human Resources Management

· Manages local Human Resources processes in accordance with local labor laws in collaboration with USP HQ, including contracts, compensation packages and working hours

· Manages in-country recruitment process to ensure compliance with USP policies and procedures and leads new hire onboarding in collaboration with USP HQ

· Overseas performance management process and support in ensuring high engagement of staff

· Acts as point of contact in country for any performance management issues that may arise and partner with HQ-HR on resolution of issues

· Ensures staff complete timesheets per USP’s policies, and systems are in place to track accrued vacation/personal leave

· Maintains employee records and files in country

Administration

· Oversees logistics including management of travel arrangements, meeting/workshop logistical arrangements, etc. to support effective and efficient project implementation

· Manages office inventory /assets and government property, as applicable in compliance with USAID rules and regulations

· Manages IT vendors and coordinates with USP regional IT staff to address any issues related to IT operations (hardware, software, and access to systems)

· Serves as in-country Security Focal Point and coordinates with USP Global Security to maintain safety and security of staff and visitors

· Ensures that the in- country legal registrations are current and adequate, and that the country office is in compliance with local labor and other relevant regulations.

· Ensures that the country office management is efficient, effective and conducive to promoting an enjoyable place to work where staff can thrive and engage one another.

· Develops and maintains a comprehensive and efficient filing system for good records keeping and document management.

· Trains and mentors finance and operations staff in an effort to continuously build capacity of the in-country staff

· Performs other duties as necessary.

Basic Qualifications

· Bachelor’s degree in finance, accounting or a professional equivalent

· Minimum of 8 years of progressive professional accounting experience and /or financial management or master’s degree in finance, accounting, or related field with 6 years’ experience. Membership of a professional accounting body is an added advantage.

· Minimum of 5 years of management experience (Including people management) in finance and administration/operations of a USG funded project

Preferred Qualifications

· Knowledge of applicable Rwandese, rules and regulations, and policies governing financial and administrative processes.

· General knowledge and understanding of donor funded business development.

· Experience filing statutory Rwandese taxes and managing office financial environment.

· Demonstrated experience with MS Excel, word PowerPoint, and accounting software, experience with QuickBooks preferred.

· Meticulous attention to detail, as well as outstanding critical thinking and problem-solving skills.

· Demonstrated ability to work both independently and as a member of a team, show initiative, solve problems, handle multiple tasks simultaneously and remain calm under pressure

· Ability to work independently and as part of a team.

· Ability to influence without direct authority.

· Ability and desire to work well with diverse employees and customers in a cooperative and friendly manner.

· Ability to handle multiple priorities in a fast-paced environment and meeting deadlines; results-oriented.

· Excellent written and verbal communications skills.

· Proven capability to productively support internal and external staff and be a team player.