Overview
International Business & Technical Consultants, Inc. (IBTCI), a U.S. based international development consulting company established in 1987, has worked in over one hundred countries and has implemented over two hundred projects. IBTCI has served governments, private sector companies and several donor agencies in the practice area of Monitoring & Evaluation (M&E) across many sectors including education, health, economic growth and democracy & governance. We pride ourselves on the quality of our work. Respect and integrity are the basis of our core values.
Responsibilities
Position Title: Operations and Finance Manager
Reports to: Chief of Party (COP)
Position Description :This is a full-time exempt position.
The Operations and Finance Manager will be responsible for all Financial Management, Logistical operations, and Human Resources Management for West Africa E4D. S/he will assist the COP with administration, contract compliance, and payroll to ensure that the E4D team achieves and reports on all benchmarks and deliverables.
The Operations and Finance Manager works collaboratively with other members of the project team and other IBTCI offices to ensure that the necessary planning, development, management and field activities function smoothly and efficiently.
This position will be based primarily in the IBTCI E4D Field Office in Accra, Ghana, with some time spent traveling in the West African region.
Qualifications
Required Knowledge, Skills and Abilities:
- Must be a team player and work well in groups.
- Outstanding written and oral communication skills.
- Experience with budget development and monitoring preferred.
- Well-organized, attentive to detail, and able to handle multiple tasks simultaneously
- Demonstrated ability to problem-solve complex issues using strong analytical skills and proactively anticipates work requirements.
- Works well with minimal supervision.
- Flexibility and adaptability required.
- Excellent skills in teamwork and interpersonal communication.
- Mastery of word processing, spreadsheets, Quickbooks, database use, and presentation software (Microsoft Office); and experience with using and researching the Internet
Minimum Requirements
Experience:
- At least 10 years of experience in successful management (financial, administrative, logistical) of international projects.
- Deep understanding of policies and regulations related to USAID project funding, sub-contracting and reporting requirements.
- Prior experience with USAID awards.
- Demonstrated skills in financial and administrative oversight of USAID funded projects.
- Fluency in speaking, reading, and writing both English and French.
Education
Master’s Degree in Business Administration, Accounting or related field required.
Nationality
Ghanaian or bona fide Ghanaian residents preferred.
Essential Duties/Tasks and Responsibilities
Project Management:
- Provides day-to-day financial project management; ensures financial and contractual compliance with USAID regulations and IBTCI corporate policies and procedures; and serves as primary point of contact for financial, administrative and logistical matters for field-based long term staff, consultants, and local staff.
- Oversees the administration and operations of the E4D Accra office; develop, implement, and follow up all budget and finance processes; prepares and submit to the COP and IBTCI Home Office monthly, quarterly and annual reports including financial reports from the partner organizations.
- Serves as the main point of contact for designated Task Orders (TOs) and liaising with other Program’s staffs in Ghana and the COP to respond to administrative and logistical Task Order requirements.
- Maintains full knowledge of the TO issues, including current information on the operational environment and potential risks.
- Maintains regular communication, through frequent phone calls, with project employees, consultants and/or country field offices; and, based on needs assessments, procure necessary equipment and supplies to ensure that IBTCI staff and consultants are supported throughout the course of their assignments facilitating smooth work implementation.
- Ensures compliance with all USAID’s procurement procedures; respects budget line items, and inform COP and IBTCI Home Office in advance of budget constraints.
- Supports IBTCI employees and consultants securing appropriate work permits and visas as needed.
- Trains/Orients TO staff and consultants on IBTCI operations, procedures and tools.
- Coordinates preparation of TO-related employment and other agreements and tracking payments.
- Tracks expenditures and carefully monitoring overall award level budget:
- Manages internal TO financial reporting and systems and provides information for external reporting to USAID or client:
- Review monthly costs (from subcontractors, field office reports, local consultants’ timesheets, TERs, invoices, etc.).
- Develop cost projections.
- Manage the project budgets and propose realignment when necessary.
- Manages HR, and professional service contracts maintaining organized files; supervises and monitors local legal and logistical providers’ contracts and services, as necessary.
- Assists TO staff employees and consultants in the development of financial reports, and ensuring timely submission and quality of content;
- Ensures TO related intellectual capital is properly captured, filed and disseminated.
Specific TO/assignment tasks as follows: Planning and Logistics Preparation
- Assists in the TO/assignment planning process, which includes refining scopes of work and cost estimates, developing implementation timelines, etc.
- Assist in recruitment of short- and long-term consultants.
- Arranges logistical support for USAID technical experts, consultants, and teams both in the United States and overseas.
- Works with project consultants to ensure completion of financial forms and other paperwork.
Implementation
- Monitors and tracks assignment and task order progress.
- Provides initial review of consultant forms and invoices.
- Maintains communication with consultants and clients to ensure that consultants are supported throughout the course of their assignments and to ensure smooth implementation.
Close-out
- Implements clerical close-out of TO/assignment files.
- Supports timely and orderly TO and project-related closeout, including ensuring satisfactory completion of the activity and completion of performance evaluation forms from both clients and employees.
- Ensures completion of activity and consultant performance evaluation forms.
Additional Duties/Tasks and Responsibilities
- Works closely with the Chief of Party to manage and distribute workload between Program Associates and Interns.
- Review the monthly invoices and submit to COP for approval;
- Manage the International staff’s lease agreements, including Tax withholding and reporting to IBTCI HO.
- Delegates tasks to Program Associate and Intern(s); provide oversight and monitor their performance.
- Provides logistical support for workshops, meetings, trainings, and E4D-sponsored conferences and other events.
- Responds to other requests as directed by the Chief of Party.
- Participates in team-wide meetings and initiatives.
- Promotes integration and cross fertilization of ideas and information across and among TOs and projects.
- Participates in initiatives within IBTCI related to assisting corporate Operations with developing standards, policies, management tools, training based on project experience.
- Supervises up to three employees.
Options
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Working Conditions: Work is performed in a typical corporate office environment.
Physical Requirements: Ability to lift up to twenty five pounds.
No phone calls please. Applications will be acknowledged, but only final candidates for particular activities will be contacted.
We are an equal opportunity employer. Prospective employees will receive consideration without discrimination of race, creed, religion, gender, national origin, sexual orientation, disability, or veteran status. We are an E-verify employer.
More Information
- Job City Accra
