[Hiring] Finance & Operations Officer @FHI 360

Role Description

Under the supervision of the Finance and Operations Manager, the Finance and Operations Officer coordinates financial operations and administrative processes, including:

• General financial monitoring and support/guidance to project and finance staff.
• Operational support for core P&C functions in the country office.
• Management of procurement processes.
• Providing high-level analytical expertise and developing strong customer relationships.

Accountabilities

• Interacts with industry representatives, co-workers, and officials to analyze or resolve issues.
• Maintains a variety of professional working relationships.
• Conducts the initial review of employees’ communication/internet and travel expense reports (liquidations and reimbursements), vendor invoices, and all supporting documents.
• Reviews and processes assigned payment requests (vendors and consultants) and journal entries (liquidation) to ensure documentation and process are in line with FHI 360 cost principles requirements.
• Ensures costs are charged to correct codes before releasing them to the accounting system.
• Assists in payment notification of vendors and prepares & releases vendors’ withheld tax certificate as applicable.
• Supports subaward development including conducting pre-award assessments, review of subrecipient budget and budget narrative, preparing and updating templates, conducting cost analysis, and ensuring alignment across the program description, targets, and budget.
• Coordinates reimbursements and develops and manages sub-recipient financial monitoring plans.
• Ensures SFR, OCIA, internal control, and other systemic findings under sub-recipients are addressed and fixed in a timely fashion.
• Works in partnership with technical, finance, and project management teams to ensure subrecipients achieve successful and compliant performance.
• Supports development of grant packages and processes sub-award data in sub-award database.
• Prepares and/or reviews modifications to sub-awards.
• Monitors sub-award compliance with flow-down provisions in partnership with project staff.
• Manages timely sub-awardee advance and liquidation process.
• Maintains finance and grantee files up to date.
• Documents complex issues and effectively articulates written conclusions; interacts with staff officials and executives.
• Works with the program team on seamless start-up and/or close-out processes of sub-awards.
• Supports the Finance and Operations Manager with coordination of employee-related functions such as recruitment, payroll, and benefits processing and maintenance of People & Culture (P&C) policies.
• Provides procurement support, including:
• Prepares, maintains, and reviews purchasing files, reports, and price lists for the department.
• Assists with developing bid specifications.
• Reviews requisition orders to verify accuracy, terminology, and specifications.
• Contacts suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met.
• Approves bills for payment and calculates costs of orders, forwarding invoices to appropriate accounts.
• Maintains policies and procedures of organizational and government regulations affecting purchases and shares information with management, staff members, and vendors.
• Checks shipments to ensure orders are filled correctly and goods meet specifications.
• Compares prices, specifications, and delivery dates to determine the best bid among suppliers.
• Performs other duties as assigned.

Qualifications

• Bachelor's Degree or its international equivalent in Accounting, Business, Finance, or a related field.
• 5 - 8 years of progressively responsible accounting, finance, and operational management experience in a government contracting environment.
• Knowledge of U.S. Government grants, contracting, and auditing standards as they apply to effective management of multi-year funds.
• Articulate, professional, and able to communicate in a clear, positive manner with clients and staff.
• Fluent in reading, writing, and speaking English.
• Non-governmental organization (NGO), government, or private sector experience preferred.

Requirements

• Proficient knowledge of Generally Accepted Accounting Principles and Internal Control Fundamentals.
• Proficiency in spreadsheet software required.
• Thorough knowledge of external regulations as well as internal corporate policies and procedures.
• Knowledge of subaward management under USG funding.
• Excellent oral and written communication skills.
• Excellent quantitative and analytical skills.
• Strong critical thinking and problem-solving skills.
• Ability to analyze and interpret financial data, identify/resolve errors, and prepare reports.
• Ability to motivate and work well with others.

Typical Physical Demands

• Typical office environment.
• Ability to spend long hours looking at a computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements

• Less than 10%.

Salary Information

The expected hiring salary range for this role is JMD 3,200,000 - 4,500,000 annually for basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget.

Company Description

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 is committed to preventing any type of abuse, exploitation, and harassment in our work environments and programs, including sexual abuse, exploitation, and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development, and policies and programs that support a healthy work/life balance.