Nicaragua: Administration & Finance Specialist, PMI AIRS Project, Nicaragua

Opportunity

Abt Associates seeks a qualified Administrative Assistant 7 / Administration & Finance Specialist, PMI AIRS Project, Nicaragua to support the International Health Division in Nicaragua.

The USAID-funded President’s Malaria Initiative (PMI) Africa Indoor Residual Spraying (AIRS) Project supports USAID Missions and Bureaus to plan, implement, and monitor and evaluate vector control activities to prevent mosquito-borne diseases (including malaria and Zika) in African, Latin American, and Caribbean countries where USAID supports vector control efforts. The overall goal of the project is to reduce the burden of vector-borne diseases by enhancing USAID’s ability to implement mosquito control programs on the ground by providing technical expertise, building local governments’ capacity, creating innovative implementation models, conducting cost-effective commodity procurement and logistics systems, and engaging local communities in affected countries.

Under the supervision of the Finance & Administration Manager, the Administrative Assistant 7 / Administration & Finance Specialist provides a wide range of administrative and accounting support to the PMI AIRS Nicaragua Project office.

Key Roles and Responsibilities

• Performs general clerical duties, to include but not be limited to photocopying, scanning, faxing, filing, and mailing.
• Maintains hard copy and electronic versions of a project archive, including contract and subcontract documents, client approvals, personnel files, consultant documents, travel files, procurement files, files of project deliverables, minutes of meetings, and project reports.
• Manages and document correspondences between project offices, the home office, the client, other partners, and stakeholders.
• Oversees the proper reporting of labor time and ensure the timely submission of electronic and paper timesheets, and the timely completion and submission of Labor Adjustment Forms, when needed.
• Greets, advises, and escorts guests.
• Purchases, stores and distributes office supplies.
• Assists with making logistical arrangements for project events and field activities.
• Makes logistical arrangements for project staff traveling outside their region or for international visitors.
• Records expenditures, income, and any other related transactions, in the books of accounts.
• Prepares payment vouchers and corresponding checks.
• Prepares payroll and other regular payments with due consideration to deductions (for advances, loans, taxes, etc).
• Prepares monthly bank reconciliations.
• Checks petty cash payments and periodically reconciles petty cash balances.
• Keeps a register of fixed assets and maintains an easy cross reference system of all government property.
• Ensures that the books of accounts are up to date at all times, orderly, well kept, and readily available for reference and audit, when required.
• Prepares the monthly financial submission (ROV) in accordance with Abt Associates procedures and policies.
• Prepares monthly cash requests, and promptly advises action required to cover estimated costs.
• Liaise with the Finance & Contracts Director and the Finance & Contract Analyst at the PMI AIRS Headquarters Office on all aspects of financial procedures and any issues that may arise.
• Ensures that government taxes are paid on time.
• Ensures that periodic inventory of the fixed assets (property) of the company is conducted.
• Assists the Finance & Administration Manager in the implementation of the internal control system and financial procedures manual of the company.

Preferred Skills / Prerequisites

• Secondary School completion (minimum), or an Associate or Bachelors Degree in Administration, Management, Accounting, Business, or other relevant field (desirable).
• At least three (3) years of relevant professional experience in office administration and accounting.
• Excellent knowledge and experience with Windows, Word, Excel, PowerPoint, and financial and other computer applications such as MS Word, Excel, Quicken, Access, etc.
• Experience in payroll management, petty cash management, financial reporting, and budget tracking.
• Experience in inventory management is desirable.
• Ability to independently plan and execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines and strategy highly desirable.
• Excellent inter-personal communication skills and excellent organization skills.
• Experience in USAID-funded projects is highly preferred.
• Strong written and verbal communication skills in English are desirable.

Minimum Qualifications

• 3+ years of experience OR the equivalent combination of education and experience.

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