Procurement/Finance Officer

Johns Hopkins University Center for Communication Programs

Job Description

Job Title: Finance and Administrative Officer

Location: Monrovia

Reports to: Finance and Administration Manager

Breakthrough ACTION Liberia is funded by the United States Agency for International Development (USAID) to lead social and behavior change (SBC) programming in 12 counties. Led by the Johns Hopkins Center for Communication Programs (CCP), Breakthrough ACTION Liberia partners include Viamo and ideas42. The vision of the Breakthrough ACTION Liberia project is to deliver effective, high-quality social and behavior change (SBC) activities in Liberia that will result in improved demand and use of health services for malaria; maternal, neonatal, and child health (MNCH); nutrition; family planning/ reproductive health (FP/RH); adolescent health; and water, sanitation, hygiene (WASH) and engage communities in behaviors to prevent zoonotic and non-zoonotic infections in line with the Global Health Security Agenda (GHSA).

Summary: 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.
• Solicit bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans.
• Monitor, track, and expedite all project procurement activities and delivery status of goods/services.
• Gather current pricing information independently; conduct price/cost analyses with reasonableness.
• Prepare cost evaluation data and source selection documentation.
• Through market research efforts, identify and qualify potential suppliers (and products/services).
• Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.

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.
• Ensure the organization’s safety and security measures are implemented.
• Other duties as assigned by the Chief of Party.

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.
• Ability to occasionally conduct training of staff within the financial management area.

Supervisory Responsibilities: This position has no direct supervisory responsibilities at this time.

Education and/or Experience: Minimum of a bachelor’s degree (or equivalent) in Accounting, Business administration or a finance-related field.

Language Skills: Must be fluent in English and Liberian local dialects.