Finance Manager at Creative Associates International

Job Description

PROGRAM DESCRIPTION
Creative Associates International (Creative Associates) is implementing the USAID/West Africa’s program Partnerships for Peace (P4P).  The five-year program will partner and consult with stakeholders at the regional, national, and sub-national level across several West African countries, to develop a shared foundational understanding of counter violent extremism (CVE) in the region. The findings will improve institutional capacity of organizations and governments to implement more effective and coordinated CVE approaches.

To lead and support the implementation of Partnerships for Peace, Creative Associates seeks to engage a highly qualified and motivated team.  All positions are full time and require a willingness to travel. Creative Associates is especially interested in receiving submissions from women applicants. Only qualified candidates who follow the application instructions will be contacted.

Position Summary
Working under the leadership of the Chief of Party (COP), the Finance Manager (FM) will supervise all financial management aspects of the P4P Program in compliance with Creative policies and procedures and USAID regulations.  The Finance Manager’s tasks include preparation and tracking of budgets; budget projections; timely payments to vendors and consultants, daily recording of all expenses, weekly or bi-weekly reporting of transactions to Creative headquarters; revision and checking of monthly invoices prior to their submission to USAID, preparation of VAT and Duty reimbursement and/or exoneration requests.  The Finance Manager, based in Accra, Ghana, will be responsible to (1) ensure contractual requirements are met, based on USAID/WA policies and procedures; (2) develop and implement financial procedures in compliance with Creative policies and procedures and USAID regulations; (3) oversee procurement actions, activity execution, subcontracts and consulting agreements are consistent with Creative policies and procedures and USAID regulations, (4) provide financial training and guidance to Creative staff and partners.

Reporting & Supervision
The Finance Manager reports to the Chief of Party in Accra, Ghana.

Primary Responsibilities
Primary responsibilities include but are not limited to the following:

General

• Manage all finance and accounting systems in the Accra, Burkina Faso, Chad and Mauritania offices
• Develop and put in place written guidelines and systems for efficient and effective accounting and payment processes.
• Process electronic funds transfer/check requests for payments to vendors in compliance with Creative policies and procedures and USAID regulations and ensure all payments are entered accurately into Creative accounting system.
• Ensure timely payment of all invoices, bills, and collections; analyze and reconcile accounts; and coordinate with Creative headquarters on requests for funds, as required.
• Review and approve all disbursement/payment vouchers, including a thorough review of all supporting documents to ensure the goods and services being paid are adequately documented and approval thresholds are being followed and procurement documentation, if required, is attached.  
• Participate in planning, installing, and maintaining of the accounting systems, procedures, and record keeping of the Creative offices in Accra and program satellite offices.
• Establish and maintain accounting records for all goods and services paid for in Ghana and ensure strong internal review and controls are in place and being followed by the Creative team.  
• Manage accounting and finance records of in-country expenses, including developing tracking and monitoring all financial project activities, and maintaining current project expense data to ensure compliance with relevant Creative policies and procedures and USAID regulations.
• Track expenditure and payments for the procurement of goods and services, subcontracts, accounts payable, and recurrent bills.
• Prepare monthly bank reconciliations and follow-up and track all un-cleared checks.
• Coordinate with Creative headquarters on requests for funds as required and track the transfer of funds between Accra office and the field offices.
• Ensure that there is adequate liquidity of funding in Ghana at all times to support timely payment of all program and operations expenses and prepare and submit funds requests in a timely manner to prevent any disruptions in activities. 
• Ensure that the project meets all USAID/WA contractual requirements and ensure compliance with Creative policies and procedures and USAID regulations. 
• Provide financial oversight, including the maintenance and monitoring of the project budget. 
• Manage financial systems, files, and maintain Creative’s online accounting system.
• Liaise between Creative field and headquarters offices in Washington regarding all program financial matters and all internal or external audit requests, as needed. 
• Manage finance personnel and payroll procedures. 
• Participate in ongoing analysis, forecasting and review of project expenses.
• Prepare and consolidate monthly field expense reports and submit monthly expense reports to Creative headquarters. 
• Provide COP with project’s current financial status  
• Provide financial management and systems training for project staff. 
• Travel to satellite offices as necessary and provide oversight to financial systems and processes across all Creative offices.
• Provide training and guidance to grantees, local partners, and beneficiaries, as needed
• Review and approve the financial close-out of program activities, and verify documentation and information is complete. 
• Additional assignments, as instructed by the Chief of Party and/or Deputy Chief of Party.

Support to Activity Management

• Provide advice and guidance to program teams and senior management staff on the financial management aspects of the program and any financial implications of the implementation of existing or contemplated activities.
• Assure that invoicing and financial reporting procedures conform to Creative home office and USAID’s systems and are understood by all Creative employees and consultants, grantees, short-term technical assistance consultants, sub-contractors, service providers, and vendors.
• Participate with program teams and senior management staff in the review and monitoring of activity implementation, to assess whether financial management of activities is efficient, effective, and supports the achievement of program and activity objectives.
• Provide timely reports on the transactions charged to activities and provide regular updates on activity disbursement in coordination with Creative home office and/or USAID/WA.
• Assure confidentiality of information about the program and finances. 
• Share and train staff and partners, as required, on USAID and Creative policies, procedures, and forms.

Management and Supervision of Finance Staff

• Participate in the recruitment and hiring processes for finance staff as required. 
• Supervise, train, and mentor staff according to identified needs.
• Implement Creative performance monitoring system for all finance staff and establish clear standards for and expectations of performance.

Contractual Financial Management Requirements

• Request and review monthly invoice prior to Creative submission to USAID.  Discuss any unclear postings with Chief of Party and/or Creative home office.  
• Prepare monthly VAT reports, if VAT is paid on goods and/or services procured in Ghana or other countries.  As required, submit VAT invoices to US Mission in Ghana to ensure timely onward submission to the Ghana Tax Directorate.  Liaise regularly with USAID regarding and track pending VAT reimbursement requests.
• Support Chief of Party, Deputy Chief of Party, and Creative headquarters Project Director to update monthly budget versus actual expenditure and forward cost projection tracker.  
• Update and circulate activity disbursement upload tool to Grants Manager for upload to the USAID/OTI Database. 
• Update and circulate financial tracking spreadsheet for USAID/WA and Creative staff to compare actual activity expenditure against detailed budgets and support program teams to analyze activity budgets at least monthly to ensure budget modifications are prepared and submitted to USAID/WA in a timely manner.  
• Support P4P leadership and Creative home office staff to prepare pipelines and budget modification requests, if required, for incremental funding obligations.  
• Work closely day-to-day with the DCOP and respond to any additional assignments given by the DCOP or Chief of Party.

Required Skills or Experience

• Four-year university degree in finance, accounting, business, or a related field required.
• Master’s degree in finance or accounting and chartered public accountant certification preferred.  
• Minimum of six (6) years’ general work history is required.
• Minimum of four (4) years’ progressively responsible experience doing the accounting, financial management, and budget forecasting for a USAID or other international donor-funded program(s) or project(s) required.
• Minimum three (3) years of supervisory experience working in complex and challenging field operational contexts.
• Prior experience working on a program which included grants or small grants under contract, preferably in-kind grants, and focused on rural and insecure areas. 
• The candidate should be fluent in USAID’s policies and procedures regarding financial management, financial reporting, and procurement processes, systems, and grant management. 
• Experience with USAID project finances and budgeting (preferred) or similar work for other donors/U.S. Government agencies. 
• Detail oriented, meticulous, and methodical in the approach to financial management. 
• Capable of quickly performing multiple tasks simultaneously and working efficiently in complex environments is required. 
• Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people.
• Sensitivity in working with multiple cultures and beliefs, and commitment to gender equity.
• Willingness and ability to travel throughout the West Africa and the Lake Chad region.
• Strong ability to use and develop financial and budget management and tracking systems.
• Problem solving, stress management and time management skills are required.
• Proficient at using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc.  Prior experience using accounting software and web-based financial management systems preferred.  
• Excellent record keeping and documentation skills are required.
• Experience of working in a conflict environment is a plus.
• Written and spoken fluency in English. Proficiency in French is highly desired.