Accountant/Finance Officer at Management Sciences for Health (MSH)

Overall Responsibilities:

• The Accountant in collaboration with Tamatisha TB Program Manager, Regional Finance & Administration Director and focal US-based  Finance support team will participate in preparation of reports for the Prime Award Recipient as required.
• S/he will provide hands-on support in budget management, financial analysis, accounting, operational and management support for Tamatisha TB project, under the supervision of the regional Finance and Administration Director. To this end, s/he will assist RFD to develop routine and ad hoc reports, budget updates for different technical activities to ensure the regular flow of accurate and relevant financial information for enhanced project management and planning. This position will prepare and enter in accounting transactions, prepare payroll, and make vendor payments.
• S/he will provide hands-on support on all operational and administrative services for the Tamatisha TB and other Projects in country.  S/he ensures that the Tamatisha TB project in country operates as a cohesive, neutral, functional unit that provides high-quality, responsive, timely and cost-effective services within the framework of local laws, MSH policies and standard operating procedures, and donor requirements. S/he is a member of the country Project Management team and is expected to play an active role in assisting the Tamatisha TB Program Manager develop a strong and strategic country presence, as necessary.
• S/he will safeguard the assets (financial and physical) of MSH and ultimately the U.S. Government or other donor against fraud, loss or misuse. This position is responsible for ensuring that any money expended in the field is done in accordance with Generally Accepted Accounting Principles, MSH policy, and any cost principles imposed by the Prime Award Recipient or donor agency.  H/She is aware of, and adheres to, MSH’s procurement integrity standards in all activities.
• This position has primary responsibility for ensuring that MSH operations in country are functioning efficiently and effectively, and aligned to support attainment of project results, donor regulations and client expectations and MSH policies. 
• S/he will oversees core systems by implementing and proactively engaging, coordinating and working with the following HO colleagues:  human resource management in conjunction with the HO Human Resources Manager, financial budgeting and budget management with Director of Finance and Operations, and the TB Finance Manager, general management and operations with the HO  Senior Manager and HO Project Officer field accounting and cash management in conjunction with MSH’s regional office; payment of payroll; management of local contract, consultant and vendor agreements; procurement and purchasing with HO Procurement; travel, fleet management and logistics; security; and facilities and communication services.
• S/he will participate in preparation of payroll information. The Accountant 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.

MAIN DUTIES AND RESPONSIBILITIES

Operations Management (20%)

• Collaborate with Country Tamatisha TB Program Manager and the Regional Finance and Admin Director ensure that MSH activities and management operations are implemented as per MSH Mission, values, policies and standard operating procedures, and local laws and regulations and to safeguard MSH’s reputation – financial, contractual, and political integrity.
• Development and execution of responsive and appropriate operations management systems (for office management, local procurement, fleet management and logistics, consultant and subcontractor administration, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements.
• Assist the regional Finance and Admin Director in providing equitable, effective, timely, cost-effective, and responsive and high-quality operations and administrative support to all MSH in-country projects within local laws and available resources, and in an environment with adequate internal controls, adherence to contracts regulations, MSH policies and standard operating procedures.
• Proactively engage, coordinate, communicate and collaborate with the key HO and regional based staff issues to ensure consultation, accountability, notification and resolution of important information and issues.
• Supervise the maintenance of controls over project office fixed assets such as vehicles, with the assistance of the operations staff. 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.

Financial Management (20%)

• In collaboration with Tamatisha TB Program Manager, Regional Finance & Administration Director and focal US-based TB Finance team will prepare reports for donor agencies and Primes, as per agreed frequency of when required.
• Preparation of project budgets and pipelines and in collaboration with the technical team, estimate upcoming cash needs, prepare expense projections and accrue expenditures as appropriate.
• Perform analysis of financial data to identify financial risks in country.
• Manage cash flow, including funds transfers from MSH headquarters, local currency exchange, and petty cash, as per MSH policies and procedures.
• Provide support to monitor, mitigate or control financial risks in country.
• 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.
• Work with Regional Finance and Administration Director so h/she assists 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.
• Maintain current standing with all mandated tax liabilities and organization registrations including submission of payments and required statutory reports.
• Provide support in 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 the country, MSH standard operating procedures and USAID regulations.
• Assist the Tamatisha TB Program Manager and the Regional Finance and Administration Director in providing an audit interface between MSH Corporate Accounting, MSH Internal Audit Department, MSH external audit firm, and donor auditors, and ensure timely follow up to reviews or audits conclusions and recommendations that are relevant to operations in collaboration with the Project Delivery Group.
• Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing, as per MSH procedures for recording of time worked.
• Work with the contracted local vendors to administer, process and record local payroll, taxes and pension contributions and benefits.

Accounting (50%)

• Undertake the recording of financial transactions and record 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.
• In collaboration with the Country Tamatisha TB Project management team and corporate accounting, monitor MSH Country bank account transactions and reconcile account with project expenditures as part of the month end close process
• Prepare payment vouchers and properly code all transactions.
• Payment of activity expenses, including per diem and transport to participants during activities in the field.
• Prepare and control advances and ensure timely reconciliation, liquidations and review of vouchers and capture into the QuickBooks Online
• Maintain accounting files.
• Control consumption of project (petrol, electricity, water, telephone,…)
• Participate in the improvement of the accounting system and the system of internal control.
• Create all financial reports as requested by supervisor.
• Preparation of forms for payments of taxes and social security

General (10%)

• Ensure accurate and timely submission of required administrative reports and other information as needed to the Tamatisha TB Program Manager, HO Senior Manager, Global Health Projects, Project Officer project, or corporate offices.
• 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.
• 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.
• 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.
• Work with the HO Project Officer in providing administrative and logistics support for all short term consultants, serving as the liaison between MSH/Country and home office on administrative and financial matters related to these contracts.
• Any other duties as assigned by management and as required by the position.

QUALIFICATIONS

REQUIRED MINIMUM EDUCATION

• The ideal candidate should have a minimum of a bachelor’s degree in accounting or business management

OR

• Accounting, and a similar field and 7 years of relevant work experience

REQUIRED MINIMUM EXPERIENCE

• Advanced spreadsheet skills required. Familiarity with accounting or business information systems software strongly preferred. Database skills desired. (Microsoft Office applications preferred).
• Experience in office management required.
• Experience in working with USAID funded projects required and knowledge of applicable regulations and requirements.
• Work experience with projects supported by international organizations preferred.
• Ability to create and monitor budgets. Understanding of the basic tenets of Cash Control, Asset Management, and Bank Reconciliation.
• Minimum of 7 years’ experience as an Accountant
• Understanding of key aspects of accounting
• Understanding of key aspects of accounting
• Experience creating and analyzing journal entries.
• Ability to use basic accounting software i.e. Quickbooks Online