Finance and Operations Director at Resonance

General Description

Resonance is a global consulting firm that delivers market-based solutions to address the world’s toughest challenges.We work with changemakers in the private sector and the international development community to solve wicked problems and promote market opportunity. We specialize in the development of partnerships, innovation, sustainable business models, and impact finance that drive impactful results.Across our work, we integrate diverse voices and perspectives. We promote collaboration across sectors and up and down the chain—from the field to the boardroom. Throughout, we translate client ambition into action and impact on the ground.POSITION MANDATEResonance is seeking a Finance and Operations Director to support the anticipated USAID Malawi Fisheries Management Activity, which is expected to strengthen economic, regulatory, and governance mechanisms that effectively conserve the exceptional biodiversity of Lake Malawi while supporting improved livelihoods from sustainable, inclusive, and equitable wild-caught fisheries in priority areas of the Lake. The Finance and Operations Director will oversee financial management and day to day operations of the Activity’s central and satellite offices in Malawi.This is a full-time position based in Malawi, reporting to the COP.

OUTCOMES / Essential Functions

• Manage all aspects of day-to-day operations of finance functions in the Activity office.
• Assist in the implementation of effective & efficient systems of internal controls
• Ensure compliance with Resonance and USAID policies and procedures.
• Prepare and submit expenditure worksheets to the COP monthly, before the 3rd of every subsequent month
• Review all payment documents for proper and adequate back-up. Prepare approvals in accordance with guidelines from the DCOP and/or COP.
• Review payroll for accuracy and adherence to overall budget.
• Review expenditure worksheets for accuracy and completeness.
• With the DCOP, prepare commitment lists every month for financial obligations already entered but not yet captured in financial reports and prepare forecasts of cash needs monthly.
• Monitor cash flow and provide timely advice to the COP and DCOP on when project advances will be needed and the required amounts, considering the necessary lead time.
• Prepare the monthly management accounts for DCOP and COP promptly.
• Ensure timely preparation of financial reports required by both Resonance HQ and Donors.
• Maintain Resonance bank accounts and ensure adequate controls over cash and bank holdings
• Prepare bank reconciliation for project office and send it to main office by 3rd of every month.
• Serve as liaison with the project’s bank on all banking issues and ensure adequate controls over cash and bank holdings
• Ensure that statutory deductions are paid on time to avoid any penalty
• Ensure that advances taken in each month are liquidated appropriately.
• Periodically conduct a timesheet audit for the project office.

Operations

• Responsible for overall management of operations functions.
• Organize purchases of office materials and supplies plus procurement of other project needs in accordance with Resonance procedures.
• Manage and ensure that all office equipment [e.g., computers, printers, telephones, e-mail, fax and photocopier] is working and serviced on a regular basis.
• Ensure that office/guest house agreements are drawn up and signed.
• Liaise and negotiate any changes to the property contract, improvements to the property with the landlords/ladies, or any other issues that may arise.
• Monitor vehicle logs for accuracy and completeness.
• Promptly report to the COP and/or DCOP any irregularities that occur within the Resonance project office, staff compound, and sites on policy and procedures.
• Where necessary, write and develop materials needed for effective operations and monitor operational functions to ensure quality is maintained throughout the life of the project.
• Coordinate with Resonance HQ on HR, procurement, IT, and operations.

Personnel

• Supervise the work of the Sr. Grants & Subcontracts Manager, Procurement Manager, and other support personnel (e.g., grants specialist, accountant).
• In coordination with DCOP, carry out appraisals for staff in the department.
• Provide support to Malawi Resonance offices in all HR matters.
• Maintain and oversee staff time sheets.
• Ensure that all staff and local consultants have valid contracts and job descriptions and verify that they fully understand their terms.
• Arrange local logistics for expatriate consultants and Resonance staff, provide them with in-country orientation for activities in Malawi and provide them with an orientation pack.

Required education & experience

• Bachelor’s degree in Accounting or comparable field and/or an Advanced Diploma in Accounting from a recognized college/institutions.
• Minimum of five (5) years of accounting and administration experience.
• Computer literate with significant experience in Excel. Good familiarity with Microsoft Word.  Familiarity with PowerPoint a plus.
• Demonstrated skills in operations and administrative management, and demonstrated ability to recruit and develop high performing teams.
• Proficiency with Quickbooks accounting system or similar software required
• Experience overseeing GUC Funds.
• Written and spoken fluency in English, fluency in Malawian Chichewa is a plus.

Preferred education & experience

Travel Expectations

Work Environment & Physical Demands

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.As a part of the responsibilities for this job, the employee is required to communicate, detect, converse with, discern, convey, express oneself, and exchange information orally and in writing with others. The employee must be able to remain in a stationary position, sitting at a desk for prolonged periods, move or traverse inside the office and facilities; operate, activate, use, prepare, inspect, place, detect, or position computers and other office equipment, such as a calculator, copy machine, furniture, and computer printer. The employee must be able to make substantial repetitive motions of the wrists, hands and fingers. The employee must be able to lift and move up to 15lbs at times.

Work Authorization / security clearance

AAP/EEO Statement

Resonance believes that employees should be provided with a working environment which enables each associate to be productive and to work to the best of his or her ability. We do not condone or tolerate an atmosphere of intimidation or harassment based on race, color, religion, national origin, gender, sexual orientation, age, marital status or disability.We expect and require the cooperation of all employees in maintaining a discrimination and harassment-free atmosphere.