Finance & Operations Manager at U.S Pharmacopeia Convention: (Deadline 31 January 2022)

· 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.