Finance & Administration Manager

Crown Agents USA, Inc. (CA-USA) is seeking a Finance & Administration Manager for the Supply Chain Management Systems (SCMS) project located in our Gaborone, Botswana office.

Our Business

Crown Agents is an international development company employing over 600 personnel worldwide with a presence in more than 40 countries, subsidiaries in 12 countries, and permanent staff working on the ground in 22 corporate offices in Africa, Asia Latin America, Japan, the United Kingdom, and the United States. Crown Agents provides direct assistance, management consulting, and human and institutional development for public and private sector clients in customs and trade facilitation, public financial management, procurement, logistics, and health systems strengthening.

Crown Agents USA (CA-USA), the U.S. incorporated subsidiary of Crown Agents, provides direct technical assistance, capacity development, and procurement services to stimulate economic growth, establish good governance, and improve health outcomes across the developing world. Since its incorporation in the United States in 1998, CA-USA has provided technical assistance services and support to U.S. Government agencies and international organizations such as the U.S. Agency for International Development (USAID), the Millennium Challenge Corporation (MCC), the U.S. Trade and Development Agency (USTDA), Department of State (DOS), and the Gates Foundation.

The Partnership for Supply Chain Management (PFSCM) is implementing the Supply Chain Management System (SCMS) contract for USAID as part of the President’s Emergency Plan for AIDS Relief (PEPFAR). SCMS will strengthen or establish secure, reliable, cost-effective, and sustainable supply chains capable of meeting the care and treatment needs of people living with and affected by HIV and AIDS. In coordination with in-country and international partners, we will: assist programs to enhance their supply-chain capacity; ensure that accurate supply-chain information is collected, shared, and used; and provide quality, affordable, health care products to those who need them. SCMS will offer services in focus countries identified by the USG team, with SCMS field offices established in selected countries as required by the scope of work in the country.

Role & Responsibilities

The Finance and Administration (F&A) Manager handles the overall finance, human resource and administrative function of Crown Agents USA (CA-USA) SCMS Field Office in Gaborone, Botswana. He/she is responsible for ensuring the smooth operation of technical efforts and field activities by providing accounting, management and logistical support to facilitate the implementation of SCMS’ activities in Botswana. The F & A Manager ensures that personnel, administrative and contractual operations and financial management systems are conducted according to CA-USA’s established regulations, standard operating procedures and good business practice. He/she supervises administrative staff and provides management support to the technical assistance team. He/she will also manage the close out of the SCMS Project.

Specific Responsibilities

· Handle cash flow, including funds transfers from CA-USA, local currency exchange, and petty cash

· Estimate upcoming cash needs and accrue expenditures as appropriate.

· Issue and collect project advances

· Reconcile bank accounts and field advance accounts each month.

· Record all financial transactions into an approved CA-USA Field Expense Accounting System, and submit monthly reports to the Country Director and CA-USA

· Maintain thorough documentation of all field office financial transactions

· Ensure that all paid invoices agree with supporting documentation, including price quotes, purchase orders and shipping receipts

· Apply internal systems for obtaining purchase approvals and use of assets ensuring the adequate application of internal controls.

· Maintain current standing with all mandated tax and registrations, including submission of payments and required reports

· Oversee local procurement and execute all approved payments for local vendors, contractors and consultants for goods and services received, in accordance with the laws and regulations of Botswana, CA-USA and USG regulations

· Assist in the preparation and management of country project budgets and pipeline expenditures

· Maintain inventories and controls over project office fixed assets, such as vehicles, furniture and computer equipment

· Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing as per CA-USA policies & procedures

· Prepare country activity travel advances and process travel expense reports and work with country program staff to resolve accounting related issues

· Maintain communication with the SCMS Country Program Budget Officer and SCMS Country Program Officer supporting Botswana project, to seek guidance on financial and contractual issues.

· Facilitate communication between country technical staff and CA-USA offices in Washington and elsewhere

· Maintain an effective office country filing system, order and replenish office and stationery supplies and manage the document courier service between Botswana office and CA-USA/Washington.

· Oversee logistic support in booking staff and consultants travel and accommodations and in processing required authorizations

· Oversee support to country staff and consultants in coordinating appointments, preparing/disseminating materials, technical documents, reports and presentations

· In the absence of a contracted local accounting firm, process local payroll and benefits, administer benefits plan and maintain current standing with all mandated tax and registrations, including submission of payments and required reports

· In association with CA USA HR department ensure recruitment of new staff as per technical requirements of the project, as directed by the Country Director

· Manage the on & off boarding of staff as regards new hire orientation, equipment, (de)registration on SCMS IT programs, communications with CA-USA & SCMS, and exit meetings

· Manage local benefit program, keeping abreast of market changes and providing recommendations to CA USA HR department as necessary

· Work with CA USA HR department to communicate and manage the annual performance review cycle

· Handle all issues related to visas, work permits & other documentation as appropriate, either personally or through a contractor

· Ensure adherence to local labour law and act as first point of contact for any HR disputes / issues that may arise

· Respond to employee queries regarding HR policy and procedures in accordance with stated guidelines a/o local labor laws as applicable

· Provide advice on field office HR/Finance and Administration policy interpretation, liaising with CA USA DC staff when appropriate

· Oversee use of project vehicles and drivers, ensuring compliance with project regulations

· Line management of approximately four staff in Admin department

· Responsible for all field office security matters, including in-country travel, and act as key-holder & first point of contact for office alarm system

· Working closely with the Crown Agents USA office and the PMO be responsible for managing the close out of the SCMS Botswana Project by September 2015

· Perform any other duties as assigned by Country Director

Qualifications

· Bachelor's Degree in business management, accounting, project management, or a related field required.

· Fluency in English is required; bilingual or multilingual ability is preferred.

· Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word processing, and electronic mail along with data entry experience) .

· Ability to work independently, prioritize tasks, and meet deadlines.

· Excellent communication skills.

· A minimum of 6 years of progressively responsible experience in an independent administrative position with advanced book-keeping responsibilities.

· Must demonstrate personal attributes such as loyalty and integrity in addition to being successful in challenging environments and difficult situations, which is inherent in this position.

· Experience with projects supported by international organizations (USAID experience preferred).

· Experience with preparing and monitoring budgets in an international organization preferred.

· Experience developing and interpreting standard financial reports (Balance Sheet, Income Statement, Cash Flow) and creation of journal entries preferred.

· Demonstrated ability to work in a team.

· Demonstrated ability to confidentially handle employee relations and benefits matters with tact and in accordance with local labor law

· Demonstrated ability to lead a diverse team of individuals

How to apply:

Application Process

To apply to this position, please email your CV to careers@crownagents.com, including your name, along with“14-33 Finance & Administration Manager,” in the subject line. Visit our website atwww.crownagents.com for more information about our company. No phone calls, faxes or walk-ins please. Crown Agents USA is an Equal Opportunity Employer and affords equal opportunity to all qualified applicants for all positions without regard to race, color, religion, gender, national origin, age, marital status, veteran status, disability or any other status protected under local, state or federal laws.

Crown Agents USA will provide reasonable accommodations to applicants with qualified disabilities in accordance with the ADA. If you require a reasonable accommodation for our application process, please contact our Recruiting department directly. Requests will be kept confidential and shared strictly on a need-to-know basis only.