Job Summary:
Under the supervision of the Chief of Party (COP), the Finance and Operations Manager will be responsible for overall financial management of the project in Haiti. The Finance and Operations Manager will work closely with the COP, technical staff, and RTI regional and home office staff to ensure project resources are effectively and efficiently used in order to achieve project objectives and results.

The Finance and Operations Manager must ensure that project implementation is done in an environment of strong controls and that the project complies with RTI and USAID rules and regulations and all applicable local laws. S/he will ensure appropriate systems and procedures (payroll, cash management, vendor payments, budgeting and forecasting, procurement, property management, grants management and other related financial and operational tasks) are in place to properly disburse, account, budget, and report project funds in a timely and cost-effective manner. The Finance and Operations Manager is responsible for financial quality control and reporting and must ensure financial and operational information is provided to project leadership, technical staff, and regional and home office staff for timely decision making.

This position supervises the project’s Accountant, Finance & Operations Assistant, HR & Admin Assistant, and Procurement & Logistics Manager. This position reports to the COP.

Essential Duties:
Financial Management
• Ensure compliance with RTI finance, accounting and procurement policies and procedures as well as local laws (i.e. taxes, customs, registration, minimize unbillable expenses);
• Ensure timely submission of monthly accounting reports (preliminary & final extracts) including trial balances, balance sheets, P&L statements to project leadership and RTI Home Office, and review balance sheet reconciliations;
• Review, approve and pay out cash disbursements to vendors in a timely manner and ensure that all expenses are allowable, allocable, reasonable and documented per RTI/USAID policy and have adequate support documentation.
• Responsible for management of financial documents and maintaining a proper filing system that ensures documents can be retrieved with ease;
• Manage and oversee project’s internal and external financial audits, follow up on implementation of audit and compliance review recommendations;
• Manage and monitor performance of office petty cash system, supervise the management of cash available amount in safe, check balances, and ensure financial security instructions are followed;
• Facilitate monthly payroll and remit required withholdings and other benefit management;
• Assess monthly cash flow needs for the project and communicate cash requests to Home Office according to planned activities;
• Oversee the management of bank accounts: follow transfers, check balances, check authorized expenses and online transactions, advise COP on changes in bank account signatories;
• Ensure bank reconciliations of all accounts are performed monthly and compliance issues addressed in a timely fashion and advise project leadership accordingly
• Ensure value added taxes (VAT) are treated properly, compile annual report submitted to the US government, and maintain and update protocol;
• In collaboration with IGAPPs team, ensure adherence to RTI’s standard operating procedures for the procurement of commodities as described in the project’s Field Office Operations manual and RTI’s Global Operations website;
• Ensure that proofs of purchase are valid (contracts, orders, bills, invoices, delivery receipts, etc.);
• Issue advances and ensure staff comply with RTI’s advance liquidation policies;
• Utilize/review monthly financial and operational monitoring tools (forecast, procurement tracker, activity tracker, etc.);
• Review and provide financial inputs for monthly forecast updates;
• Analyze gaps between planned budgets and actual expenses and report to COP, Home Office staff and activity leads;
• Identify project financial risks and consult with the COP for rectifying these and, where necessary, seek regional finance controller support and/or home office support.
• Timely response to questions or quick follow up on recommendations made by the Regional Office on Costs on hold, Pre Paid advances and Mobile payment etc.

Budget Management
• Lead the development of the annual work plan budget, working closely with the implementation team and home office project coordinator;
• Maintain/review monthly financial and operational monitoring tools (forecast, procurement tracker, activity tracker, etc.) to maintain up-to-date knowledge on financial status of program implementation;
• Work closely with home office project coordinator to provide detailed financial inputs for monthly spending forecast updates;
• Analyze gaps between planned budgets and actual expenses and report findings to COP, home office staff and activity leads;
• Identify project financial risks and consult with the COP for rectification and, where necessary, seek regional finance controller and/or home office support;

Team Leadership
• Ensure all staff adhere to financial and operational policies outlined in the Field Operations Handbook, train project staff as necessary on RTI/USAID financial and operational policies and procedures (advances, expense reports, travel policy, allowable versus unallowable costs, etc.)
• Maintain strong and open communication between the finance and operations department and the technical staff within the Haiti project;
• Update the TORs of the finance department in collaboration with the COP and Human Resources Manager as needed;
• Oversee the daily operations of the finance and procurement departments and undertake appraisals of directly supervised colleagues;
• Provide oversight to the procurement team to ensure adherence to RTI and USAID’s procurement guidelines;
• Oversee the daily operations of the HR & Admin Assistant to ensure adherence to RTI’s HR policies and procedures;
• Ensure capacity building for finance and procurement team members in order to increase the level of technical ability and skills within the departments to deliver financial, operational, and procurement outputs;
• Engage with financial staff from other RTI/Haiti projects to provide support, coordinate tasks, share best practices and lessons learned, and collaborate on process improvements.

Minimum Required Education & Experience

Master’s degree and 10 years of professional experience or Bachelor’s Degree and 12 years of professional experience in Business Administration/Financial Management or equivalent combination of education and experience. CPA, ACCA preferred.


Skills & Abilities
• Prior experience overseeing finance and administration for a USAID-fund project of a similar size and complexity is highly desirable;
• Knowledge of applicable USG and PMI procurement, assistance, rules and regulations, as well as administrative policies and techniques
• Advanced knowledge and prior experience using QuickBooks;
• Excellent track record of good interpersonal, supervision, leadership and managerial skills;
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members;
• Excellent financial and analytical skills;
• Ability to monitor and evaluate financial and monitoring skills of communities through capacity-building efforts;
• Results-oriented and team player and ability to follow guidelines and controls required of the position;
• Ability to build effective relationships with all clients, peers, and stakeholders;
• Strong oral and written communication skills in French and English;
• Ability to coordinate activities with officials from host country government, US Government, NGOs, and other agencies;
• Proficiency in MS Excel, Word, PowerPoint and Access plus working knowledge of accounting and procurement software
• Willingness to travel to the field (travel dependent on security situation).

Resume
Motivation letter

2023-10-04