Finance and Operations Manager

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Overall Responsibilities

The Finance and Operations Manager provides financial analysis, accounting, operational and management support for SIAPS and other MSH projects in Swaziland project, under the supervision of the Country Project Director. To this end, s/he develops routine and ad hoc reports for different technical activities to ensure the regular flow of accurate and relevant financial information for enhanced project management and planning.
The Finance and Operations Manager supervises the preparation of payroll information for submission to MSH Swaziland outsourced Payroll services. He or she assists the Country Project Director with financial oversight. S/he is aware of and adheres to the MSH Procurement Integrity policy and is responsible for safeguarding the assets (financial and physical) of MSH and ultimately USAID against fraud, loss, or misuse. S/he supports the following core areas: human resource management in conjunction with the MSH Human Resources Partner located in Pretoria, South Africa; Operations Officer and the Operations Support Team (OST); field accounting and cash management; payment of payroll; management of local contract, consultant and vendor agreements; procurement and purchasing; travel, fleet management and logistics; security; facilities management and communication services

Specific Responsibilities

1. Manage cash flow, including funds transfers from MSH headquarters, local currency exchange, and petty cash, as per MSH policies and procedures.
2. Assist in preparation of project budgets and pipelines and in collaboration with the technical team, estimate upcoming cash needs and accrue expenditures as appropriate.
3. In collaboration with MSH/HQ, participate in preparation of reports for donor agencies, as required.
4. Oversee the issuance and collection of project advances, reconciling advance accounts each month. Follow up on outstanding advances which have not been liquidated in the timeframe prescribed by the SOP and local office policy and resolve any queries through dialogue with individual employees and their supervisors.
5. In collaboration with the Country Project Director and corporate accounting,  Monitor MSH Swaziland bank account transactions and reconcile account with project expenditures as part of the month end close process
6. Create and interpret financial reports (Pipelines, Budgets) and create journal entries. Create vendor identification numbers and records as necessary.
7. Recording of financial transactions into the approved MSH Field Expense Accounting System, QuickBooks; submit each month’s expenses by the 5th business day each month for upload by Corporate Accounting into MSH’s Corporate Accounting System, Navigator. Ensure on-time, accurate data entry, completing the journal entries for non-routine expenses as necessary. 
8. Conduct the final review of vouchers and vendor invoices to ensure the maintenance of thorough documentation on all field transactions.  Ensure that all paid invoices agree with supporting documentation, including price quotes, purchase requests, purchase orders, EPLS and ATTUS checks and shipping receipts, as per MSH procedures for procurement.
9. Facilitate the processing of documentation for obtaining VAT exemption certificates for procurements made with USAID and other donors’ funds, conducting quality control checks on and filing all documents for reimbursement.
10. With support from MSH/HQ and as part of regular voucher analyses, aid in enforcing existing written policies on internal control systems for procurements, inventory maintenance and asset use which will ensure compliance with MSH policies and standards.
11. Maintain current standing with all mandated tax liabilities and organization registrations including submission of payments and required statutory reports.
12. Provide support in overseeing local procurement and the execution and proper recording in QuickBooks of all approved payments for local vendors, contractors and consultants for goods and services received, in accordance with the laws and regulations of Swaziland, MSH standard operating procedures and USAID regulations.
13. Supervise the maintenance of controls over project office fixed assets such as vehicles, with the assistance of the Admin Coordinator. Directly manage the maintenance of controls on MSH inventory such as furnishings and computer equipment, in accordance with MSH and donor standards for inventory tracking.
14. Assist the Country Project Director in providing an audit interface between MSH Corporate Accounting, MSH external audit firm, and donor auditors. Ensures timely follow-up to reviews or audits conclusion and recommendations that are relevant to operations in collaboration with OST
15. Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing, as per MSH procedures for recording of time worked.
16. Work with the contracted local accounting firm to administer, process and record local payroll, taxes HSV and pension contributions and benefits.
17. Works with Project Directors to ensure that the human resources functions are coordinated with the HR Partner for Southern Africa and MSH/HQ HR Management office
18. Review and prepare as necessary country activity travel advances and process travel claims (TEFs) and work with country program staff to resolve accounting related issues, as per MSH policy and procedures for request for advances and reimbursement (TEF) procedures.
19. Supervise the country operations team in providing administrative and logistics support for all short term consultants, serving as the liaison between MSH/Swaziland and home office on all matters.
20. Provides administrative supervision to all operations staff and is accountable for their performance management (including regular results, check-ins, formal appraisals, supportive supervision, rewards and empowerment, training, coaching and career development support).
21. Coordinate and collaborate with the Operations Officer and country OST to achieve resolution of pending operations issues, questions and home office operations support requests. Communicate with other MSH HQ-based parties (Centers, projects, corporate offices) as needed to ensure proper consultation and notification of important information and issues, and participate in routine management team or other meetings which are relevant to the operations activities, including country OST meetings.
22. Any other duties as assigned by project Director and as required by the position
23.  

Qualifications

• Master’s degree in Business Administration, Accounting, or a similar field and 2–4 years of relevant work experience OR
• Bachelor’s degree in Business Administration, Accounting, or a similar field and 4–6 years of relevant work experience.
• Advanced spread sheet skills required. Familiarity with accounting or business information systems software strongly preferred. Database skills desired. (Microsoft Office applications preferred).
• Experience in office management preferred.
• Experience in working with USAID funded projects required.
• Work experience with projects supported by international organizations.
• Expert skills in Microsoft Word, Excel, and QuickBooks or similar accounting packaging, comfortable in a Windows PC environment.
• Ability to create and monitor budgets. Understanding of the basic tenets of Cash Control, Asset Management, and Bank Reconciliation.
• Understanding of the principles of adequate documentation and of audit, and of the procedures necessary to ensure audit compliance.
• Experience creating and analyzing journal entries.
• English fluency required (including speaking, writing, understanding, and reading and the ability to work with vendors, staff and stakeholders).
• Excellent communication skills.
• Ability to work in a team and willingness to travel

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