Senior Finance and Operations Officer

International Foundation for Election Systems (IFES)

Description
About the International Foundation for Election Systems (IFES):

IFES advances democracy for a better future. We collaborate with civil society, public institutions and the private sector to build resilient democracies that deliver for everyone. As the global leader in the promotion and protection of democracy, our technical assistance and applied research develops trusted electoral bodies capable of conducting credible elections; effective and accountable governing institutions; civic and political processes in which all people can safely and equally participate; and innovative ways in which technology and data can positively serve elections and democracy. Since 1987, IFES has worked in more than 145 countries.

The greatest assets of IFES are our team members. IFES offers competitive benefits and pay, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High Quality Decision-Making, Accountability, Teamwork and Collaboration.

PRIMARY FUNCTION/PURPOSE:

The Senior Finance and Operations Officer will be responsible for all financial transactions, expense tracking and record keeping, day-to-day office administration, management of local contracts and purchase orders, and other general support to program activities of the IFES Malawi field office.

MAJOR DUTIES AND RESPONSIBILITIES:

  • Lead all project finance and operations, including general administrative processes, financial management, procurement, accounting, and logistics; 
  • Advise Senior Elections Advisor and take steps to maintain IFES NGO registration and bank account; 
  • Establish and maintain sound and transparent accounting and fiscal control procedures;  
  • Ensure compliance of financial and operations systems with IFES policies and procedures, USAID rules and regulations, and Government of Malawi’s laws;  
  • Provide guidance to new country office staff on administrative procedures to support compliance. 
  • Prepare local procurement packages together with the program team and ensure procurements and expenditures are in accordance with USAID and IFES policies and regulations; 
  • Monitor program budgets and forecast project expenses;  
  • Liaise with internal and external auditors in the review of project financial management;  
  • Collect office bills and make payments for regular office expenditures; 
  • Ensure that all deposits and expenses are supported by appropriate documentation as required by IFES policy and donor regulations and are allocated to the appropriate budget category/ Chart of Accounts; 
  • Prepare vouchers in QuickBooks, and prepare checks for all project expenditures into QuickBooks accounting system; 
  • Prepare monthly financial reports with supporting documentation for all accounts, to be sent to IFES Headquarters as required; 
  • Draft VAT and other tax or financial reports required by the Government of Malawi, in consultation with IFES HQ;  
  • Preparation of end-of-month bank reconciliation and processing of monthly payroll including withholding and payment of the necessary taxes to the authorities; 
  • Forecast field office monthly operational costs for cash flow management and prepare monthly wire transfer requests; 
  • Review petty cash custody and reconciliation as required; 
  • Maintain project inventory and administrative files in field office; 
  • Provide financial reporting guidance to subgrantees as needed; monitor subaward expenditures against contractual terms; 
  • Responsible for the day-to-day management of all suppliers/vendors and managing all contracts/leases; 
  • Liaise with IFES headquarters on financial and procurement matters; 
  • In collaboration with the program team, provide administrative support to the organization and implementation of project activities. 
  • Other duties as assigned. 

QUALIFICATIONS:

Education

Minimum of bachelor’s degree in accounting, finance, business administration or related required; Master’s Degree preferred.

Experience

  • Minimum of 8 years of experience working with international NGOs, or combination of education and experience. 
  • Demonstrated knowledge of USAID rules and regulations on financial management and procurement is required;  
  • Knowledge of Generally Accepted Accounting Principles (GAAP), budgeting and fiscal control principles;  
  • Ability to maintain and apply strong internal controls for finance and procurements; 
  • Demonstrated experience with developing and managing budgets;  
  • Experience processing payroll, tax withholdings, tax reports, and documentation for registration; 
  • Excellent interpersonal skills and experience establishing and maintaining good relationships with a wide variety of professionals, vendors, and organizations. 
  • Legal status to work in Malawi. 

Related Knowledge and Skills

  • The ability to remain highly organized while handling multiple tasks under tight deadlines; 
  • Relevant skills and proficiency in automated accounting software systems and database spreadsheets, including MS Office and QuickBooks; 
  • The ability to complete tasks with limited supervision; 
  • Excellent reporting and document handling skills; 
  • Excellent communication skills in order to be able to work with IFES program and finance staff to identify and resolve issues; 
  • Willingness to adhere to all principles of confidentiality. 
  • Must value operating in a collaborative and cooperative environment; 
  • Ability to show initiative, good judgment, and resourcefulness; 

Language Skills: Fluency in English required.

Travel: Travel outside Lilongwe may be required.

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.