United States of America: Finance Administrator, Accounts Payable (IFES)

The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands and work environment conditions. Position descriptions are reviewed and revised to meet IFES’ changing needs, at the sole discretion of management.

TITLE: Finance Administrator, Accounts Payable

DIVISION/DEPARTMENT: Financial Operations/Business Operations

DATE PREPARED: 2015

GRADE: 7

EXEMPT: X NON-EXEMPT:

PRIMARY FUNCTION/PURPOSE**:**

The Finance Administrator will lead a team of Accounts Payable staff and will be responsible for the overall Accounts Payable function within IFES, for both domestic and international transactions. IFES’ receives its funding from a variety of donors/sources which include awards (both contracts and grants) with the US Government, other bilateral and multilateral donors such as DFID and CIDA, the UN, European Union, multilateral development banks, as well as foundations and other private sector donors. The Finance Administrator in coordination with others in the Business Operations department, will help to build and to manage the Accounts Payable team in order to support all IFES’ programmatic areas and both its HQ and global field offices and sites.

MAJOR DUTIES AND RESPONSIBILITIES:

· Provides administrative management and analysis for the reconciliation and processing of advance accounts: travel, consultant, and accounts payable.

· Monitors status of all accounts payable entries.

· Posts accounts payable entries.

• Works closely with Project Accountants to reconcile/resolve issues on field issued travel advances.
• Ensure all account payable vouchers are up-to date before close of fiscal period.

· Ensures disbursements are released timely.

· Reconciles various General Ledger (G/L) accounts.

· Prepares journal entries and cash receipts as necessary.

· Assists with monthly bank account reconciliations.

· Reviews company credit card accounts and ensures payment and documentation is accurate.

· Assists in gathering supporting documents for auditors during annual and project audits.

· Works closely with the Contracts and Grants department to resolve any issues with purchase order invoices and/or consultant agreements prior to payment.

· Works closely with Project Accounting to reconcile and resolve issues.

· Works closely with Treasury Manager for cash availability for urgent payment requests.

· Handles “petty cash” functions as needed for IFES HQ staff.

• Backstops other related Finance staff duties as requested and appropriate.

• Supervises and provides training and guidance to Accounts Payable staff.

• Other duties as assigned

POSITION SCOPE: Implements and provides oversight and technical expertise in the execution of the Accounts Payable function. Provide varied financial support functions and perform moderately complex job duties requiring familiarity with contract compliance and financial controls. Contribute to the development of work plans that ensure contractual compliance and successful delivery of project outcomes. Coordinate work activities with internal and external partners.

DECISION MAKING/PROBLEM SOLVING:** Guides the work of the Accounts Payable team and supports its members’ ability to work independently. Identify multi-faceted problems affecting achievement of goals, requiring research into internal and external factors. Analyze and interpret issues and propose alternative solutions relying on knowledge of professional standards and principles. Consult with necessary stakeholders to develop or introduce new and improved methods or procedures.

FISCAL RESPONSIBILITY:** Authority to implement procedures for the Accounts Payable function. Perform regular tracking, analysis and reporting of AP accounts. Prepares month-end reporting and account reconciliations. Processes, records, verifies, reconciles and prepares advanced reports of transactions, requiring access to controlled systems

RELATIONSHIPS:** Maintain collaborative working relationship with team members and other staff, both within the headquarters and field offices. Initiate contact with staff in other departments to exchange detailed, substantive information and coordinate activities necessary to achieve work goals. Requires highly-developed interpersonal skills, involving active listening, creativity and problem solving, to assure desired outcomes.

SUPERVISION EXERCISED: Supervise entry level staff. Participate in planning and implementing work activities with internal and external partners and contribute to evaluation of results.

POSITION REQUIREMENTS

Education: Bachelor’s degree in Accounting, Finance, or related discipline; or 4 years of work related experience.

Experience: Minimum of 4 years of progressive experience in the finance or accounting field, preferably with USAID and non-USG donor business development and government grants and contracts if individual has a Bachelor’s Degree. In lieu of a Bachelor’s degree, candidate should have 6 years of progressive experience in the finance or accounting field, preferably with USAID and non-USG donor business development and government grants and contracts. Experienced collaborator and contributor to successful proposal development efforts.

Related Skills or Knowledge: Experience working in international development with an NGO and/or for-profit in the development sector, with the administration of USG and non-USG awards (both contract and assistance) working with the FAR/AIDAR, CFRs and relevant OMB circulars, donor regulations, etc. USAID, Dept. of State, and other international development donor experience highly preferred.

Proficiency with Microsoft Office and Excel required, Deltek Costpoint proficiency desired. Strong analytical, written and verbal communication skills, proven organizational skills and a capacity to handle multiple tasks under tight deadlines. Demonstrated leadership, management and team mentoring skills. Team player with excellent interpersonal skills; Experience in dealing with both Headquarters and Field offices.

LANGUAGE SKILLS: English required. Proficiency in another language (Spanish, French, Arabic) strongly desired.

TRAVEL: Limited

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Ԥ��m~�

To Apply:

You must go tohttp:*www.ifes.org/*to the Careers section and apply online. Applications are only accepted in this way. Make sure you upload all papers together (ie. cover letter and application, etc.). Resumes are only reviewed and accepted if submitted through our careers page. t