Malawi (Lilongwe) Full-Time
Overall Job Function
Working under the direct supervision of the Country Representative with a dotted-line relationship with the ICAP Finance Unit in New York, the Finance and Administration Manager supervises and manages the daily functions of the financial and administrative operations of ICAP-supported activities and is responsible for monitoring and reporting on all office expenses, reconciling and maintaining office records, and managing budgets. The role is also responsible for providing varied and timely financial reports to the ICAP-New York Finance Unit. Supervises all the Finance and Administration staff consisting of atleast 4 staff*
Financial Management
- Develop and maintain project financial monitoring system that effectively tracks project expenditures against approved budgets.
- Develop, monitor, and maintain annual program budgets and work order budgets.
- Ensures sound financial management and accountability to promote effective use of financial resources.
- Provide team members and donors with financial analyses and updates as requested.
- Develop cost proposals and budgets as needed.
- Act as primary liaison with bank.
- Manage any agreements with local vendors including those involving vehicle rental, office supplies, translators, etc.
- Liaises and works closely with leadership on issues related to fiscal and administrative management.
- Provide a variety of internal and donor-required financial reports to the ICAP-New York Finance Unit.
- Ensure compliance with donor requirements and assist with donor compliance tasks.
Administration and Office Management
- Set up office space and services to meet the needs of established and new projects. Liaise with landlords and service providers for electric, telephone, internet, water, security, cleaning, and other services.
- Ensure proper maintenance of all ICAP facilities including but not limited to insurance, repairs, general maintenance of office space, equipment, and furniture.
- Maintain office systems for all travel, banking, payments, payroll and taxes, government-required reporting, and paper and electronic files, and correspondence in accordance with ICAP practices.
- Coordinate domestic and international travel arrangements for staff and visitors and process travel expense reports for staff.
- Assist in employment activities including recruitment, interviews, and new employee orientation.
- Establish and manage local employee benefit plans in collaboration with ICAP NY human resources.
- Implement payroll procedures consistent with local laws and ICAP policies.
- Ensure compliance with local regulations and laws regarding taxes, registration, and labor.
Contract and Subagreement Management
- Manage contractual agreements, including consultants, technical services agreements, and subcontracts.
- Ensure that contractual requirements are met, including timely submission of financial reports to donors.
- Manage the procurement system in accordance with ICAP policies and procedures.
- Ensure that ICAP policies, procedures, donor regulations, and requirements are met.
- Liaise with local and international partners, consultants, and vendors on all financial and contractual matters
- Collaborate with NY-based headquarters in all financial matters.
- Work with other managers to build the capacity of sub recipients in the areas of financial management and compliance
- Other duties as assigned by management.
Qualifications:
- Bachelor’s degree in accounting, finance, business administration, or its equivalent.
- Minimum three (3) years of related experience
- Demonstrated experience with US Government awards
- Exceptional problem-solving skills and analytical capabilities
- Competency in training and capacity-building with sub-contractors desirable
- Strong budgeting, accounting, and quantitative skills
- Demonstrated experience working on multiple tasks with sometimes conflicting schedules and time-lines.
- Strong written and oral communication skills
- Demonstrated and successful experience functioning in a highly complex environment working independently and/or as a member of a collaborative team while exercising independent judgment
- High level of proficiency in relevant computer applications (e.g., word processing, spreadsheet, and accounting/financial management software)
- Excellent working knowledge of Excel and accounting software
Application Instructions
Please send only a cover letter and CV to icap-jobs-malawi@columbia.edu no later than Friday, August 30, 2013. Additional application materials will not be considered.
Due to volume, we cannot reply to individual inquiries on the status of applications. If you are selected as a candidate, an ICAP representative will contact you directly.
Columbia University is an equal opportunity and affirmative action employer. It does not discriminate against employees or applicants for employment on the basis of race, color, sex, gender, religion, creed, national and ethnic origin, age, citizenship, status as a perceived or actual victim of domestic violence, disability, marital status, sexual orientation, status as a Vietnam era or disabled veteran, or any other legally protected status.
