Procurement/Finance Officer

at Johns Hopkins Center for Communication Programs
Published March 28, 2024
Location Monrovia, Liberia
Category Procurement  
Job Type Full Time  

Description

The Finance and Procurement Officer will together with other finance team members implement efficient finance activities within the office and be responsible for ensuring all Breakthrough ACTION Liberia finance and procurement costs are captured and adequately documented.

Essential Duties and Responsibilities: The Finance & Procurement Officer's specific duties will include:

Finance duties.

Create and manage the project budget and commitment tracker to inform thematic leads and management in decision-making on various funding streams.
Provide mobile money financial support to 6 project counties.
Support field staff team with other finance-related matters.
Prepare staff advance and make sure retirement is done on times.
Update the cost share tracker on was regular basis and ensure proper documentation and filling of all cost share supporting documentation.
Liaise with HQ and Field office staff in capturing all cost-share opportunities and support obtaining necessary documentation on was regular basis.
Assist with the monthly finance postponement by imputing QuickBooks invoices into the accounting software.
Assist the finance team to ensure that Pay and Withholding Taxes are remitted before the last day of the month to the responsible parties.
Review purchase orders, time, and attendance records and prepare necessary reports for the project finance and senior management team.
Ensures that all supporting materials are available and attached to the payment vouchers.
Withdraws cash from the bank for program activities and makes necessary disbursements after obtaining necessary approvals.
In close coordination with relevant finance staff, assist with monthly bank reconciliation.
Assist with preparing Local Purchase Orders using JHU/CCP formats.
Prepares source documents for both cash and check payments.

Procurement duties

Prepare the project procurement plan and execute.
Solicit bids and quotes from vendors in adherence with policies and approved budgets for the program delivery and goal.
Prepare vendor contracts to render services for Breakthrough ACTION Liberia and monitor service delivery in compliance with the BA procurement manual.
Prepare complete backup documentation for procurement purchases & submit it to the project's Finance Team
Conduct reviews of procurement-related backup documentation to ensure completeness, accuracy, and compliance.
Perform regular spot audits of procurement files.
Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes as well as adequate competition, as per USAID regulations and JH/CCP policies and procedures.
Ensure that all procurements comply with USAID cost principles.

Administrative duties:

Administer procurement of goods and services required for the office.
Establish and maintain supplier’s accounts/database and administer the legal documents or contract with third parties (suppliers, vendors, etc.).
Manage the filing, storage, and security of all administrative documents.
Assist in facilitating necessary permits/licenses from the government(s) for building maintenance; utilities; official vehicles and other equipment.
Manage the administrative requirements for the repair and maintenance of office facilities, including premises and equipment; fixed assets inventory; insurance; and office renovations where necessary.
Obtain legal advice on various issues; ensure that administrative and human resources procedures follow principles of good governance.
Work with team leads to ensure adherence to all administrative rules and procedures including procurement, human resources, legal, etc.

Specific Skill Requirements:

Minimum of 3 to 5 years' experience in finance related position
Familiar with procurement procedures; USAID procurement experience a plus.
Previous experience in capturing cost share on USAID-funded projects in Liberia is an added advantage.
Proficient in the usage of QuickBooks and strong Excel skills required.
Proficient knowledge of Microsoft Office is an added advantage.
A problem-solving and solution-oriented attitude; be methodical and adaptable.
Ability to work under pressure under minimal supervision and deliver on set objectives within given deadlines.
Approachable and willing to listen and assist finance and non-finance colleagues.
Good communication and excellent interpersonal skills
A team player who is responsible, diplomatic, and confident in dealing with people at all levels and from different backgrounds.
Strong organizational skills and ability to work in a team-oriented environment.

Interested applicants should send their CV, cover letter, and three references (including current supervisor) with “Finance & Administrative Officer – Monrovia” stated in the email subject line.

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