MCDI is a division of Medical Care Development, Inc. (MCD), a private, non-profit development organization incorporated in the state of Maine, U.S. in 1966. MCD established the International Division, doing business as Medical Care Development International, in 1977 with an office in Silver Spring, Maryland.
The Administrative/Financial Unit is responsible for the administrative and financial management of MCDI’s portfolio of projects, financial report writing, and liaising with Corporate Financial Services.
The Finance Officer is expected to manage the financial aspects of the projects to which the officer is assigned as well as to assist the Administrative/Financial Unit in day-to-day financial matters. The position works closely with and under the direct supervision of the Senior Administration and Finance Manager.
Essential Job Functions:
1) Field expenditure reports and bank statements a) Review the electronic reports and analyze for consistency and accuracy b) Review the scans of the supporting documentation for the electronic expense reports from the field, ensuring that they are legible c) Update the tracking sheet with expenses d) Track the monthly submission of bank statements and reconciliations e) Review the bank statement and the reconciliation
2) Home Office and procurement expenses a) Compile the home office monthly expenses; these expenses include communications, supplies, travel, procurement, salaries, etc. b) Working with the Procurement Officer, ensure that all vendors are paid on a timely basis c) Enter the expenses into the project tracking sheet
3) Data entry and cross-verification/reconciliations a) Enter the data from the electronic expense reports into the project’s tracking sheet b) When the bank statement is received, cross verify with the expense report to ensure that the expenses reported match the relevant bank transactions c) Verify that tracking sheet matches up with the BlackBaud reports d) Following the established desktop procedures (“SOPs”), perform monthly account reconciliations e) If discrepancies exist, as requested by the Senior Administration and Finance Manager, work with both the field team and Senior Administration and Finance Manager, and then engage with Corporate Financial Services department to resolve the discrepancies
4) Invoice/report preparation
a) Enter the relevant financial data in the invoice or report template provided b) Through the reconciliation process, ensure that all expenses have been captured in the invoice/report, as well as any other financial data the donor may require on an ad hoc basis c) Track payments of invoices, ensuring that payments match the invoiced amounts
5) Field accounting and financial management a) Periodically consult with the field office financial management team in order to assist them in addressing any difficulties they may be experiencing b) Provide remote training and guidance to field project management staff on the Foreign Corrupt Practices Act; continually monitor field activities to ensure compliance with the FCPA c) On a yearly basis assess the financial management instruments in use in the field (including software) and recommend improvements or changes to the Senior Administration and Finance Manager
6) Budget management and advance management a) Maintain a pipeline analysis which is to be updated on a monthly basis after the submission of the invoice/financial report b) Working with the project management team, compare the available funding levels with the expected activities over the period covered by the pipeline c) For multi-year projects, produce a “Life of Project” pipeline at the end of the project’s fiscal year d) In coordination with the project management team, prepare all travel advances for project travel e) Manage advances to the field for field expenditures
7) Partner/subcontractor management a) Assume primary responsibility for the financial management of all subcontractors and sub awardees b) Review the subcontract/sub award/agreement c) Ensure that the subcontractor/sub awardee understands all the provisions of the subcontract/sub award/agreement d) Manage the financial closeout of the subcontract/sub award
8) Audit a) In January of every year, prepare for the organization’s annual audit b) Working with the project management staff, assemble file of all contractual deliverables, including reports or other work product that were due during the period being audited c) With the project management staff, review program implementation over the period and take note of any substantive changes or issues that arose over the course of implementation
9) New project start-up a) Review the contract/award/agreement b) Create a chart of accounts for the project c) Create a tracking sheet using the standardized templates with the CoA d) Communicate the budget and the CoA to Corporate Finance e) Over the first six months of implementation, provide close support to the field staff and work with them on a daily basis to address issues as they arise
10) Project close out a) Nine months prior to the end of the contract/agreement, produce a financial closeout plan in coordination with the project management staff b) Ensure that the financial closeout plan is followed c) After project closure, provide the Senior Administration and Finance Manager with a closeout report
11) Communications and reporting a) Maintain contact with donor’s financial management staff b) SharePoint is to be used for managing all internal workflows c) Check e-mail on a daily basis and frequently throughout the day d) Response to all communications must be rapid and accurate e) Assist the project management team in preparing monthly, quarterly and annual project reports, specifically as it pertains to the financial management of the project f) Prepare annual project financial reports for the Division management team, including gross revenue, expenses, outstanding advances, account balances, and indirect cost revenues
Projected start date: 15 May 2016
Qualifications, skills and experience
General requirements for this position include attention to detail, ease working with numbers and accuracy in entering data, ability to follow instructions, and ability to complete tasks as instructed.
Required:
- Bachelor’s degree in accounting, business, finance or a related field, or 5 -8 years’ related accounting, bookkeeping or finance experience
- Hands-on experience in budgeting and financial monitoring; financial management
- Excellent computer skills (Word, Excel, Outlook)
- Expertise in Excel as an accounting and financial management tool as well as the ability to prepare and analyze complex spreadsheets
- Detail-oriented with accurate data entry skills
- Excellent communication skills, verbal and written
- Ability to work both independently and as a member of a team
- Willingness to occasionally work evenings
Preferred:
- Familiarity with U.S. Government grant and contracts regulations (USAID), OMB, African Development Bank, and World Bank regulations is an advantage
- International experience and/or ability to speak French, Spanish, or Portuguese a plus
- Familiarity with Financial Edge/BlackBaud software
- International accounting experience
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