POSITION DESCRIPTION

TITLE: Sr. Finance and Operations Manager
LOCATION: Monrovia, Liberia

REPORTS TO: Country Director, Liberia

LENGTH: 12 months, with the possibility of extension based on
performance and funding availability

Americares is a health-focused relief and development organization that saves lives and improves health for people affected by poverty or disaster. Each year, Americares reaches more than 90 countries, including the United States, with life-changing health programs, medicine, and medical supplies. Americares is the world’s leading nonprofit provider of donated medicine and medical supplies. For more information, visit americares.org.

Position Summary
Under the supervision of the Country Director, and DSVP, Country Team Liaison, the Sr. Finance and Operations Manager is responsible and will oversee the day-to-day financial and operational matters for Americares Liberia including, logistics, physical inventory, administrative, and operations functions. In support of the Country Director, the Sr. Finance and Operations Manager will provide management support to staff and partners on financial management, logistics, programs, proposal development, human resources, and staff development and administration. In this capacity, the Sr. Finance and Operations Manager will ensure efficient, transparent, and reliable finance and operations processes in compliance with Liberia’s legal requirements and Americares HQ’s financial management and accounting policies and procedures. The incumbent will directly supervise the Finance and Operations Assistant and through Partnership with the Country Director, supervise the following departments: Procurement, and Medicine Security.
Ensure straight adherence to Americares and Donor policies. She/He will play a key role in supporting program operations, and work with Ministry of Health central and Local County Health Teams to provide all requisite support.
The Responsibilities of the Sr. Finance and Operations Manager will include, but are not limited to the following:

Finance: Lead all financial management and reporting in the Liberia office, including supporting the Country Director in maintaining efficient financial controls and budget development, management, and tracking, including donor reporting.
Review and maintain a strong system of internal controls to ensure accurate financial reporting.
Monitor and, as necessary, coordinate compliance activities of all country offices to remain abreast of the status of all compliance requirements and to identify trends.
Ensure financial integrity of the data due diligence, review, and follow-up.
Manage payroll and ensure Americares is meeting all related legal payroll tax requirements.
Proactively engage in budget development, implementation, and revision.
Provide regular financial analysis and prepare fiscal year expenditure pipeline on each project after each period closing to give recommendations for the budget holders and to track the approved fiscal year spending
Review the fiscal year approved budget spending and advise relevant staff on spending status and ask for feedback on all over or under-spending
Lead in the preparation of all financial reports and verification for accuracy of documentation.
Support the program team in the preparation of annual and project budgets while also providing sound financial management guidance.
Ensuring that Americares complies with all Liberian legal regulations as they apply to financial management at an NGO operating in Liberia including managing NGO registrations, work permits, visas, insurance issues, etc.
Ensure liquidation of activity and travel advances according to Americares field financial policies and update advance tracking tool accordingly.
Ensure timely, accurate, and complete documentation that supports financial transactions, to be uploaded and maintained.
Alert Country Director and HQ-based Finance Managers on any outstanding advances not liquidated according to Americares field finance procedures/policy.
Collaborate with HQ-based finance team and legal for internal and external audits as required.
Prepare and provide supporting schedules and month-end balance reconciliation and maintain records of checks, mobile money payments, and wire transfer transactions using Americares approved accounting software.
Prepare monthly budget requests and submit them to HQ.
Prepare Bank Reconciliation monthly and submit it to HQ.
Operations and Coordination:
Collaborate and coordinate with Programs and Finance to ensure integrated and harmonized operational systems.
Collaborate with the field Team to ensure that internal controls are met with a minimum of bureaucracy.
Work with Field Office Staff to ensure effective implementation of the Americares standard operating policies and procedures.

Fleet and Transport Management:
Work with the Finance and Operations Assistant to design and equip transport functions to support the Americares vehicle operations and policies.
Implement and direct Americares standard Vehicle policies and procedures, with particular attention to safety and security issues.
Work with the Field Team to ensure the field-based vehicle is prepared for routine and emergency security requirements.
Ensure that all vehicles are secure when not in use.
Be familiar with local regulations/laws.
Ensure that the fleet is well always maintained and, and that there is a good filing system for all vehicles.

Procurement Management:
Ensure effective management of the list of Authorized/approved Suppliers, using Americares selection and pre-qualification processes.Support Procurement Assistant to ensure the suppliers’ list is updated regularly with support from HQ and circulated to relevant staff.
Ensure the conduct of minimum Due Diligence checks (supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers.
Supervise the management of Contracted and Authorized Suppliers in terms of quality, delivery time, value for money, etc.
In liaison with the Procurement Assistant, regular market surveys are conducted in key procurement categories to ensure that Americares is receiving the best value for money.
Monitor procurement records to ensure that each procurement request is fully documented according to Americares policy.

Medicine Security and Inventory Management:
Record and conduct Physical Inventory of GIK Shipment, Verify actual Value and Post into QuickBooks.
Undertake (documented) unannounced ad-hoc physical inventory spot-checks.
Ensure that full and accurate inventory records are maintained
Conduct documented Bi-annual job performance reviews of Medical Warehouse staff, providing appropriate feedback.

Others:
Proactively develop the skills of Americares staff to understand and utilize operations tools and services to design and implement quality programming.
Ensure all Finance, Operations, and Program staff are aware of and in compliance with Americares procurement, and financial policies.
Act as a security focal person for Americares Liberia and notify the Country Director as Head of the Security Management Team of any security breaches and regular updates.
Build the financial management capacity of the project team through training, orientations, mentoring, and coaching.
Oversee maintenance and protection of all Americares assets at the Grand Bassa Sub-office and compile incident reports as necessary.
Provide additional support and perform additional duties as requested.