Full-Time FINANCIAL ASSISTANT
Peace Corps Vanuatu wishes to recruit a highly qualified Ni-Vanuatu professional as the Financial Assistant (FA).
The Financial Assistant is a mid-level position in the Peace Corps Vanuatu Post, reports directly to the Director of Management and Operations (DMO). The FA assists the DMO in overseeing all administrative and financial aspects of Peace Corps Vanuatu operations, including payment of volunteer allowances, vendor and payroll accounts payable and collections for bills owed. The FA holds delegated budget and reviews and may approve and review all financial transactions. Once the incumbent successfully completes PC Contracting Officer training, the FA is also delegating contract authorities and will hold a warrant for procurement of supplies and services for PC Vanuatu.
Work Hours: Full Time, Monday – Friday, plus after hour emergencies. Candidate must have the ability to be flexible in order to respond to matters that may occur after work hours and on weekends; must be able to travel (and overnight at outer islands) on short notice.
Conditions of Employment:
- Vanuatu Citizen or possess or be able to obtain a valid work/resident Visa
- Be fluent in English and Bislama. Some knowledge of French is preferable
- Able to pass a U.S. Embassy background security investigation
- Possess or be able to obtain a valid Vanuatu driver’s license
Minimum Required Qualifications:
- A Tertiary Qualification from an accredited university
- 3 years’ experience as fiscal manager
- Some budget formulation and execution experience; should have working knowledge of accounts payable/receivable and understand internal controls
- Demonstrated experience working effectively in a cross-cultural context
- Demonstrated proficiency with MS Office and other Windows-based office automation applications
- Demonstrated proficiency as team leader
- 5 or more years’ experience in financial management and administrative services, including budget development, execution account payable /receivable
- Demonstrated experience as a buyer, small purchases (larger acquisitions preferred)
- A bachelor’s degree in related field such as business management or finance
- Some experience supervising
- Post-graduate, Master’s Degree or PhD in related field
- Experience as a team leader or supervisor of financial and administrative employees
- Demonstrated experience interacting with and supporting volunteers preferred
- Demonstrated proficiency integrating multi -media into presentations and publications
Responsibilities – Abbreviated Statement of Duties
- Manages accounting system in accordance with the approved operating budget.
- Prepares all obligating documents and commitments, including purchase orders, contracts, purchase requests, leases and travel authorizations, and presents documents to management for approval.
Prepares quarterly obligations for utilities, fuel, and service contracts.
- For all non-cashier vouchers, verifies that sufficient funds are available to avoid anti-deficiency. Reviews all receipts and other fiscal documents to ensure that they are complete, correct, and appropriate prior to processing for payment.
- Reconciles budget reports monthly in accordance with reconciliation procedures outlined in the PC Overseas Financial Management Handbook.
- Prepares Bills of Collection for money owed and follow up collections to the cashier. Ensures that monthly reviews of all telephone accounts are conducted to ensure that staff are paying for personal calls above allotted amount paid by post.
Staff and Volunteer Support
- Serves as a supervisor for the General Services Assistant, the Facilities Maintenance Assistant and the Office Cleaner. Conducts daily tasks reviews annual performance appraisals and mid-year reviews for these admin staff; submits reports to the DMO as primary supervisor.
- In coordination with the DMO, assists to analyze and determine the fiscal, human, and physical resources required to support the PC programs and personnel. Works closely with the D MO to ensure the highest possible compliance with internal control guidelines.
- Liaises with Bank to monitor opening of volunteer bank accounts and to verify the receipt of quarterly statements for all volunteers.
- Reviews and uploads all volunteer monthly allowances and bi-monthly payments.
- Completes administrative requirements for volunteer personnel actions, such as emergency leave, medical evacuation, termination and transfers.
- Visits Volunteer sites to gain first-hand knowledge of PCV in-country needs, and related challenges, to ensure that administrative procedures adequately support Volunteers.
- Assists the DMO in preparing the initial draft of the annual budget and periodic execution reviews.
- Prepares periodic and ad hoc budget analyses and reports as directed by the DMO. Prepares monthly reconciliation of post budget and quarterly variance reviews.
- Prepares reports on spending trends and cost analysis in order to assist in the preparation of the IPBS (Integrated Planning and Budget System). Prepares quarterly Procurement Report.
- Prepares service contracts for office Personal Services Contract (PSC)staff, site contracts for Pre-Service and In-Service training events, leases and other general service contracts. Notifies the DMO when contract renewals are due.
- Serves as a primary contact between Peace Corps and vendors.
- Serve as the Acting Director of Management and Operations, in his/her absence, ensures continuity of operations of Peace Corps Vanuatu.
- Assists in maintaining personal property inventory, ensuring all accountable property is received, disposed and properly documented in accordance with PC and U.S. Government policies and procedures.
- Acts as liaison with GoV agencies with regard to customs, tax, and immigration clearances; provides information regarding volunteers and Peace Corps philosophy and policies.
Safety and Security
- Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
- Coordinates the assessment of Peace Corps offices and Peace Corps USDH staff residences periodically for potential safety and security vulnerabilities, in collaboration with the Peace Corps Safety and Security Officer (PCSSO) and U.S. embassy Regional Security Officer (RSO). Works with the PCSSO and RSO to identify necessary security measures/upgrades.
- Manages completion of necessary safety and security upgrades to office, USDH staff residences, and other Peace Corps facilities. Ensures that no leases for offices or USDH residences are signed until the appropriate approvals have been secured.
- Works with RSO and PCSSO to ensure guards at the office and USDH residences (if authorized) are properly trained and equipped in accordance with Department of State policies.
- Ensures that all appropriate staff background checks/employment suitability verifications and intelligence certifications are completed prior to employment or execution of personnel service contract, and that they are updated as required by policy.
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