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project-implementation-officer
Finance and Operations Manager
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26 Sep 2023
Finance and Operations Manager
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Company: AM Partners Consulting
Duration: Permanent till December 2026
Start Date: 01 December 2023
Deadline: 10 October 2023

JOB DESCRIPTION : 

The Finance and Operations Manager will be responsible for overseeing all aspects of finance and operations for the SIGMA team and offices. The Finance and Operations Manager will manage the day-to-day financial needs of the project, develop and implement programme policies and practices ensuring organizational effectiveness by providing leadership on the programme’s financial, operational and administrative functions. The Finance and Operations Director reports to the Team Leader but will work closely with the DAI Home Office Project Manager and Project Accountant.

RESPONSIBILITIES : 

Responsibilities of the Finance and Operations Manager include, but are not limited to the following:

Programme Oversight
- Oversee all SIGMA programme finances;
- Manage the DAI Global UK bank account in Armenia;
- The post holder will work closely with the Team Leader and the UK-based Project Accountant, to put in place and manage the programme’s finance and accounting, administration, procurement, and human resources functions and reporting, ensuring full compliance with the SDC and DAI’s policies, procedures and high standards;
- Conduct tax and administrative accounting and bookkeeping of the SIGMA Project implementation in accordance with the RA legislation, international accounting standards, DAI and SDC requirements;
- Assist in developing, and keep up to date, all operations and finance manuals, and ensure that they are being implemented appropriately by the team – provide capacity building to team members as needed to ensure they can effectively implement SIGMA finance and operations procedures;
- Ensure compliance with SIGMA's Project Schedule of Authorities (PSOA) – acting as reviewer and approver of identified processes as per the PSOA and ensuring compliance with the PSOA by the wider SIGMA team;
- Provide inputs to progress reports and other outputs and information requirements for SDC and other stakeholders.

Financial Management
- Oversee daily financial operations of SIGMA in conjunction with the operations and finance manuals, including cash flow management, time sheet recording, forecasting, budgeting, reporting to DAI on the financial aspects of the project, and daily monitoring of expenditures;
- Responsible for ensuring the management of programme finances and management practices are in compliance with DAI and SDC contractual rules and regulations;
- Work directly with DAI Head Office on programme, implementation, personnel, and budget issues;
- Execute bank reconciliations in accordance with DAI Global UK's policies and procedures; prepare cash projections on a monthly basis;
- Track project expenditures and ensure consistency with the approved budget; make budget projections and track project expenditures against projections as required by HQ;
- Reconcile and monitor the asset and liability account balances, with reconciliation occurring at least once a month;
- Initiate, request approval, make disbursements, and account for funds from petty cash and bank accounts in compliance with the SIGMA’s internal procedures and Schedule of Authorities;
- Prepare and submit monthly funds requests to the Team Leader and Home Office PM for approval before submitting to DAI at least two weeks prior to the date of receipt of funds;
- Finalise Accounts Return (Bank and Cash), Labour Tracker (per monthly Timesheets), and Bank Reconciliation for review;
- Submit the final approved version of Accounts Return, Labour Tracker and Timesheets (Signed version and Excel version), Bank reconciliation and Bank Statement to DAI;
- Oversee the grant disbursal processes, ensuring adherence to programme grant management process;
- Oversee external and internal audits for the SIGMA programme, ensuring recommendations are implemented efficiently and compliantly;
- Maintain up-to-date Asset and Inventory Registers;
- Prepare project audits (local and DAI) and lead project team through audit processes, respond to and implement audit inquiries, findings, recommendations and observations;
- Prepare local reports for tax authorities and other government bodies;
- Prepare and administer payroll on a monthly basis, ensure staff receive salary payments in a timely fashion, and that all appropriate deductions are made.

Contracting and local invoicing:
- Follow up with contractors or vendors by phone on outstanding invoices and deliverables;
- Review all vendors and contractors’ invoices and financial reconciliations against project contract budgets and confer with the Team Leader on any queries before contacting the vendor and contractor;
- Follow up with vendors and contractors on any queries regarding their invoices and reconciliations;
- Maintain an up-to-date spreadsheet of vendors and contractors' invoice submission and approval status for review and approval by the Team Leader and DAI.

Operations:
- The SIGMA Finance and Operations Manager will have responsibility for the oversight of the duties of all other SIGMA office staff members as they are onboarded as SIGMA grows (HR personnel, admin officers, security, cleaners, etc.), as well as implementing these activities these staff are unavailable (on leave, sick etc.) including, but not limited to operations, HR and procurement: Manage day to day operations of the SIGMA office including administration, operations, logistics, procurement, IT and HR;
- Provide operational advice and guidance to the SIGMA Senior Management Team on an on-going basis as required;
- Ensure periodic review of office and vehicle First Aid Kit for compliance with project requirements.

Procurement:
- Oversee that project procurement complies with DAI-Europe and SDC regulations;
- Coordinate with DAI-Europe’s Home Office on international contracts and oversee the timely and compliant staffing of all SIGMA Short Term Technical Assistance;
- Supervise and quality assure the drafting of all local purchase orders;
- Sign all local purchase orders.

Management and Reporting
- Maintain close communications with DAI Head Office;
- Support financial inputs into the quarterly, annual and monthly reports;
- Lead on the submission of Field Expense Reports to the DAI Head Office;
- Lead on the submission of monthly and annual forecasting to SDC and the DAI Head Office;
- The Finance and Operations Director will report to the Team Leader;
- Additional programme staff will be contracted as the project is set up, where the
The Finance and Operations Manager will manage the Finance and Admin Officer, Grants and Compliance Officer, Procurement and Logistics Manager, IT Manager, HR Manager, Logistics and Administration Support Officer, Drivers, Cleaners and Security Guards, and will provide oversight to the hub level finance and administrative offices. The Finance and Operations Manager will supervise direct line reports, including providing performance feedback on a quarterly basis.

REQUIRED QUALIFICATIONS : 

The list of required skills and qualifications of the candidates include, but are not limited to the following:
- University or higher degree in Finance, Accounting, Business Administration or Economics; certification from a recognized professional accountancy body, such as Certified Public Accountant or Chartered Accountant would be an asset;
- A minimum of eight years of professional experience in accounting, finance or budget, preferably in an international organization and/or experience in a private company in Armenia;
- Previous work experience with Donor-funded projects, government agencies and international development partners is highly desirable;
- Computer literate with advanced practical experience in Microsoft packages.

APPLICATION PROCEDURES : 

Interested candidates are asked to send their CVs to: vmambreyan@ampartners.am and Karen_Gevorgyan@dai.com

Please clearly mention in your application letter that you learned of this job opportunity through Career Center and mention the URL of its website - www.careercenter.am, Thanks.

REMUNERATION/ SALARY : 

Negotiable

OPEN TO/ ELIGIBILITY CRITERIA : 

Everyone with respective experience and meeting the requirements

ABOUT : 

The Swiss Agency for Development and Cooperation (SDC) has tendered the Sustainable Inclusive Growth in Mountainous Armenia (SIGMA) project in Armenia (Preparatory Phase and Phase 1, 2022-2026), delivered jointly by DAI and AM Partners. The project focuses on areas at higher altitudes in Northern Armenia, which face significant poverty due to their over-reliance on low-productive subsistence farming, with the view of supporting a diversification towards higher-value services and products and new markets. The overall objective of the project is: Poverty and inequality in mountainous areas are reduced thanks to higher incomes and employment opportunities through the environment and climate-friendly, inclusive rural market systems. The project follows a Market Systems Development (MSD) approach to support private sector development and growth in selected sectors. The Preparatory Phase started in December 2022.

ABOUT COMPANY : 

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation and stability operations, democratic governance, public sector management, agriculture, private sector development, economics and trade, public health, water and natural resources management, and energy and climate change. More information about or work and existing projects around the world may be found at www.dai.com.