Senior Operations & Grants Manager aka Finance and Operations Manager

USAID/Liberia Land Management Activity

ECODIT is an international development firm working with governments, businesses, and local communities to advance environmentally- and socially-responsible development around the world. We provide technical assistance services ranging from quick-turnaround assessments and evaluations to design and implementation of long-term multi-million-dollar projects. Since its founding in 1993, ECODIT has provided professional services through more than 250 projects/contracts to diverse clients in more 50+ countries. Building on our track record of success, we have continuously expanded the depth and breadth of our expertise in the energy, water, environment, and urban and local governance sectors.

PROJECT OVERVIEW

The purpose of the Land Management Activity is the effective and inclusive management of communal land through land tenure processes. Its aim is to support Liberian communities in obtaining deeds to their customary land per the 2018 Land Rights Act (LRA) and support the improved use of customary land for sustainable, equitable economic benefit. In doing so, the activity will ensure the adherence to standard land governance principles such as gender empowerment, access to justice, equal participation, tenure security, and productive land use.

DUTIES & RESPONSIBILITIES

The Senior Operations and Grants Manager will be responsible for overseeing all finance, accounting, procurement, administrative and human resources functions under the project. This includes managing the project’s operations, finance and administrative staff, and its implementing partners. S/he will be responsible for effective, efficient, and timely submission of financial reports and for ensuring that administrative, financial and contracting systems are functioning to support the project’s success. S/he will oversee financial management, non-technical procurement, logistical, human resources, information technology, and administrative support to the project team, in compliance with USAID regulations, ECODIT policies and procedures and local laws and regulations. The SOGM will report to the COP. The SOGM also will work closely with the ECODIT Home Office (HO) team on accounting and payments to subcontractors, consultants, and grantees.

Responsibilities of the SOGM include but are not limited to:

Administration and Logistics

• Implement and continuously improve operational systems, processes, and policies including management reporting, information flow and management, business process and organizational planning;
• Ensure per diem, travel advance, and other policies are strictly enforced;
• Support mobilization of expatriate staff for onboarding (travel, housing, logistics, work permits and exemption, visa etc.) and ongoing needs;
• Ensure compliance with local labor laws and associated rules and regulations;
• Serve as point of contact for and liaise directly with:
  • Government agencies with regard to taxes, regulations, insurance, etc.
  • Project office building managers/landlord
  • Legal advisors
  • The bank/financial institutions
  • Health insurance provider, etc.

• Review and provide input on draft subcontracts with partners;

• Manage the project’s vehicles and ensure proper usage and maintenance in line with USAID and ECODIT rules and regulations;
• Manage and supervise the driver pool and ensure their tasks and responsibilities are conducted accurately and in a timely manner; and
• Other duties as reasonably appropriate.

Procurement

• Supervise the issuance of requests for proposals, requests for quotations and all other procurement mechanisms issued by the project
• Supervise all procurements and purchases under the project and ensure they are in line with USAID and ECODIT rules and regulations; and
• Ensure timely and complete vetting of vendors and supervise staff responsible for maintaining vendor due diligence documentation up to date; and
• Ensure that all project equipment, transport, and supplies are procured in a timely and appropriate manner and in accordance with the budget. This includes supervising and updating of the non-expendable property (NXP) inventory and verification of proper coding and tagging of NXP, per USAID branding and marking requirements.

Compliance

• Provide compliance backstopping support to the project’s operations and finance team;
• Remain up to date on USAID and ECODIT rules and regulations and ensure project expenses remain in compliance;
• Provide training and backstopping support for all project partners and ensure they remain in compliance with USAID rules and regulations; and
• Supervise and support project staff on interrelated compliance matters to ensure consistency with the company, regional, and donor rules and regulations.

Finance

• Manage and supervise all members of the finance team and ensure the team’s tasks and responsibilities are conducted accurately and in a timely manner;
• Build the capacity of the finance staff, where needed;
• Monitor implementing partner submissions for quality, accuracy and compliance, and build the capacity of partners where needed;
• Establish and maintain finance systems according to ECODIT and USAID standards;
• Plan, implement, manage, and evaluate the project’s internal financial and accounting controls to ensure prevention and detection of fraud and errors according to ECODIT and USAID standards;
• Track financial and administrative performance of local subcontractors and maintain a clearly documented audit trail;
• Oversee financial audits of the program;
• Support the Chief of Party (COP) in analyzing and preparing budgets and financial reports, and monitor operations throughout the year to ensure adherence to budgets;
• Ensure timely and accurate processing of transactions, conforming to established accounting standards, Company policies and donor regulations;
• Prepare and monitor cash flow, advance requests, subledgers, reconciliations, Field Office inputs to monthly project invoices, and other financial reports / documents requested by HO and local government;
• Supervise and administer payroll on a monthly basis, ensuring that the staff receive salary payments in timely fashion, and that all appropriate deductions are made;
• Manage and organize financial documents such as:
  • Leases – ensure complete, compliant and timely payment as well as documentation of modifications and scheduled renewals, ensuring that deposits are refunded.
  • Travel – supervises and ensures that tickets are procured and per diem is administered in a compliant and timely fashion
• Liaise with ECODIT HO accounting and finance staff as needed;
• Maintain close and ongoing communications with the project’s banking institution to ensure accounts and transactions are regularly monitored and balances verified; and
• Oversee the management of the project’s petty cash account

Grant Management

• Contribute to the development and any updates of the Grants Under Contract (GUC) manual;
• In close cooperation with the technical team, oversee the process to prepare and issue Request for Applications (RFAs) and solicit concept notes and proposals;
• Oversee the process to ensure that grant applications are reviewed and awarded in a timely manner and per established processes and procedures provided in the GUC manual;
• Oversee the process to draft grant agreements, amendments/modifications, and other contractual documents in compliance with USAID regulations and ECODIT operations standards, in coordination with the HO Contracts Manager or Director;
• Manage the process that ensure timely and complete vetting of grantees and ensure due diligence documentation is up-to-date;
• Oversee acceptable conducting training sessions on grant process and orientation to grantees including the preparation of grant application, financial management and reporting requirements;
• Oversee and ensure that financial and administrative performances of grantees and subcontractors are tracked, and that a clearly documented audit trail is maintained; and
• Oversee and ensure maintenance of grantee database, financial tracking tools, records of grants issued and ensure that all hard copy and electronic records are in compliance with USAID and ECODIT regulations and standards.

Human Resources

• Train and supervise administrative support staff, perform recruitment functions for other local hires in support of other team members’ technical functions, and perform employee onboarding and exit procedures, in consultation with Home Office staff;
• Ensure that all staff comply with ECODIT ethics trainings, HR policies, and related requirements;
• Mange staff leave record and monitor the leave tracker;
• Manage staff health insurance coverage;
• Manage staff timesheets and ensuring time off is properly recorded;
• Monitor staff probational and annual evaluations, ensure they are conducted in a timely manner, and process any modifications to staff employment agreements; and
• Liaise with ECODIT HO HR staff as needed.

The SOGM will be based in Monrovia and may be expected to travel to other locations in Liberia as needed, to execute the above duties and responsibilities.

MINIMUM REQUIREMENTS

• A bachelor’s degree in finance, Accounting, Business Administration, or a relevant topic and at least eight years of experience;
• At least eight years of experience in accounting and administration role with development projects financed by international donors (at least two years of experience on USAID contracts desirable);
• Demonstrated experience and familiarity with financial and administration best practices in Liberia, and;
• Strong English Communication skills (both verbally and in writing);

This position is a long-term, full-time position and offers an excellent opportunity for professional and career development within a reputable small business poised for significant growth. Compensation is commensurate with background and experience. Please submit an up-to-date resume/CV and a cover letter in English.

To apply, please send an updated resume/CV and cover letter in English through the System“Click the apply button below” section of the ECODIT website. The deadline for applications is August 15th, 2023. However, the selection process will occur on a rolling basis. Applicants who fail to meet the application criteria may be disqualified. Only shortlisted candidates will be contacted. No phone calls please.

ECODIT is an Equal Opportunity Employer. Only select candidates will be contacted; no phone calls or emails please.

Please note that ECODIT is looking to fill this vacancy as soon as possible.