• Job Description

  Req#: 104288

  The World at Abt

  Solving the world’s most pressing issues and improving the quality of life for people worldwide is what we do every day at Abt Associates. Creating a more equitable world is no small task, but we are driven by big challenges.

  We are a team of 3,000+ people in over 50 countries working in unison and focused on the bigger picture. Only by sharing our commitment, energy, and innovation do we affect change and push the boundaries of what’s possible. We welcome diverse ideas, backgrounds, and viewpoints – joining Abt means access to exceptional thinkers at the top of their game.

  To thrive at Abt is to embrace flexibility and collaboration. Our open culture allows you to balance your work and personal life as needed to optimize personal well-being. Creating a more equitable world starts from within – we look after people around the world, and we’ll do the same for you.

  Ready to embrace rewarding and meaningful work? Now’s your chance.

  The Opportunity

  As the finance and administrative manager, is responsible for the primary oversight and in-country leadership of all financial reporting, human resources, and administrative operations through the life of the program. In particular, s/he will oversee financial operations for the program; conduct continual reporting to ensure the financial health of the program and the correct usage of funds.

  The PMI Evolve Project supports the U.S. President’s Malaria Initiative (PMI) and USAID to plan and implement an integrated vector control strategy with the overall goal of reducing the burden of malaria while promoting equity to sustain malaria gains. Abt has implemented integrated vector control for PMI since 2011, delivering high-quality indoor residual spraying (IRS), technical assistance for insecticide-treated net (ITN) distribution and durability monitoring, and new approaches for larval source management (LSM). Additionally, Abt’s PMI-funded work manages the most comprehensive malaria vector entomological surveillance programs in 21 African countries to inform malaria vector control trends, strategies, and impact. Under the PMI Evolve Project, Abt will further its delivery of integrated vector control programs by partnering with local communities, organizations, and governments to co-design and co-implement tailored malaria vector control programs. The end goal is fighting malaria while strengthening local capacity to sustain malaria gains.

  Core Responsibilities

  Accounting and treasury management

  • Proficient in QuickBooks and/or Quicken
    • Create new vendor records or update existing vendors
    • Match vendor invoice to received goods
    • Prepare payment authorization form
    • Compile and upload supporting documents into accounting system
    • Prepare bank reconciliation
    • Record expenditures, income, and any other transactions in accounting system
  • Prepare site funding request
  • Maintain project bank accounts to include requesting to open new accounts, modify signatories, or close accounts as needed.
  • Ensure controlled cash management of bank and mobile accounts as well as petty cash
  • Ensure all expenses and supporting documents are compliant with Abt and USAID policies and procedures
  • Review expense reports and ensure all advances are cleared within 30 days of travel per Abt policies
  • Ensure all government taxes are paid and filed timely in accordance to local law
  • Prepare and initiate site payroll by applying the appropriate deductions

  Project financial cycle management, budget control, and commitment of expenditures

  • Develop, manage, and monitor project budgets and annual workplans in collaboration with global support team to provide data measurements on financial performance and recommend cost cutting and compliant strategies to implement the project with less resources
  • Prepare revenue projections and update budget tracker forecast monthly
  • Collaborate with procurement team to ensure international and local purchases are within the approved budget
  • Develop and implement systems to streamline financial practices and procedures
  • Provide ongoing financial administration to the project, including the processing of approvals for procurements, consultant agreements, and vendor invoices.

  Procurement of local and international commodities

  • Collaborate with Global Support Team to initiate international procurements.
  • In collaboration with COP, process customs clearance and liaise with USAID on tax waivers, as needed.
  • Develop procurement strategies including how to manage the volume of procurements, create a procurement timeline, etc.
  • Develop, maintain, and update on a regular basis a procurement tracker for all ongoing and new procurements to provide visibility into on-going purchases
  • Draft, issue, and review request for quotes (RFQs)
  • In collaboration with technical teams, obtain and review product specifications or scope of work for services; ensure that specifications and scopes are clear, objective and complete.
  • Draft or review purchase orders and local consultant agreements for execution
  • Facilitate the review and evaluation of bids, ensuring participation of relevant technical staff and consistency with evaluation criteria
  • Conduct and document vendor pre-qualifications for repetitive purchases such as lodging, catering services, office supplies, water, vehicle service; when practical, prepare master service agreements in consultation with Abt Home Office.
  • Conduct standard orientation for all new staff about how procurement function operates and their role in any purchase
  • Ensure that procurement files are complete and audit ready as soon as the procurement process is complete; Develop a system to check completeness of procurement files using Home Office provided procurement checklist
  • Follow standards for filing and handling of procurement documents. Work with the home office procurement department and back stop team to obtain requisite approvals.
  • Enter procurement transactions into QuickBook and iProcure entries
  • Prepare bid matrix and source selection memorandum (when required) which includes competition process, names of evaluators and adequate justification for award recommendation.
  • Collaborate with Global Support team when needed to plan and execute several types of procurements with short lead times while adhering to policy.
  • Stay current with changes in US Government and Abt Associate policies and procedures related to procurement of goods and services.
  • Document all correspondence with vendors and maintain comprehensive procurement files.
  • In collaboration with technical leads, ensure that quality control is performed when receiving materials and that any inconsistencies with the original order are noted before payment.
  • Monitor all ongoing contracts and service agreements.

  Team leadership and other task

  • Support the startup, general operations, and closedown of the PMI Evolve project
  • Provide costing as needed for new business department
  • Lead recruitment, orientation, and training of new administrative or accounting staff
  • Prepare budgets and administrative and logistical arrangements to support project activities, including travel arrangements and visa requirements
  • Oversee financial audits
  • Perform any other related activities as assigned by immediate supervisor
  • Inform and ensure global support team is updated on all contractual, financial and legal issues affecting the project
  • Update government property asset registry with new, broke, or lost items; report any incidents of stolen or lost equipment; perform random audits of inventory to make sure always accurate and up to date
  • Assist with the clearance of international procurements including working with clearing agent as needed
  • Support global support team preparing corporate and client financial deliverables such as the cost study, VAT, NXP, and accrual reports
  • Ensure that contractual and internal approval requirements (e.g., waivers, approval memos) are met, and prepare justifications supporting these actions in coordination with project leadership and business support groups

  What We Value

  • Master’s degree in Finance, Accounting, Business Administration, or other relevant field.
  • Bachelor’s Degree + Five years of relevant experience, or Master’s Degree + Three years of relevant experience, or PhD
  • At least 6 years of professional experience managing financial and contractual aspects of international development projects, preferably USAID-funded projects.
  • Excellent analytical and computer skills, with strong experience in Excel and QuickBooks or Quicken
  • Well-developed and effective organizational skills, including to ability to multi-task and work in a high-pressure environment
  • Significant experience managing and supervising financial and procurement management personnel.
  • Familiarity with US Government Cost Accounting Standards.
  • Experience in logistics, procurement, and supply chain management highly desirable.
  • French language skills (reading, writing, speaking) at the FS3 level

  What we Offer

  We foster an environment where you can Thrive Your Way. Our innovative total rewards programs are designed to help balance your work and personal life. The approach toward your wellbeing centers around comprehensive benefits and professional development.

  Abt Associates is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce. Abt Associates provides market-competitive salaries and comprehensive employee benefits. Local candidates strongly encouraged to apply.

  Disclaimer: Abt Associates will never ask candidates for money in exchange for an offer of employment.

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• About the company

  Abt Associates uses data and bold thinking to improve the quality of people’s lives worldwide. From increasing crop yields and combatting infectious disease, to ensuring safe drinking water and promoting access to affordable housing—and more—we partner...

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