The Pan American Development Foundation is recruiting a new Administration and Finance Officer for its Costa Rica office to support in the implementation an anticipated Department of State-funded project focused on mitigating and addressing the protection, health, and livelihoods impacts of COVID-19 on asylum seekers, refugees, and vulnerable migrants in Costa Rica.
Reporting to the Project Director and working closely with the Program Manager, the Administration and Finance Officer will provide overall financial and administrative management and oversight for the project. This position will also be a liaison with PADF headquarters to ensure full compliance with regulations and policies regarding the implementation of effective internal financial and administrative controls. This position will be based in San José, Costa Rica, with an expected duration of one to two years. Key responsibilities will include:
· Establish and maintain financial management and accounting control systems for program expenditures.
· Ensure that the project meets all donor financial requirements and complies with donor policies and regulations.
· Receive and account for all funds for the project (performing weekly and monthly cash checks).
· Provide financial management capacity-building and ongoing support to local PADF project sub-implementers.
· Liaise between PADF field office in Costa Rica and headquarters offices in Washington, DC.
· Participate in ongoing analyses, forecasting, and review of project expenses and report variances to the Project Director and HQ Program Manager and Coordinator.
· Participate in budget planning and realignments as required.
· Assist with client audits and HQ finance internal project financial reviews.
· Manage the cash-transfer services engaged by the project to ensure the delivery of funds and reconciliations completed on time.
· Track the transfer of funds between headquarters and the field office and manage accounting and finance records of in-country expenses, including developing spreadsheet programs to track and monitor all financial project activities and maintain spreadsheets with current project expense data.
· Provide Project Director/HQ updates on the status of fund requests and work with Finance and Contracts (F&C) in Washington, DC to ensure the timely transfer of funds.
· Submit wire transfer requests for field offices to F&C for processing.
· Process check requests and wire transfer requests for payments to vendors in compliance with contract requirements.
· Review and process invoices and in-field fee payments in accordance with PADF accounting procedures and contract policies.
· Work closely with field-based subcontractors to ensure budgets, projections, and invoices are completed according to PADF/U.S. Department of State policies and procedures.
· Contribute and support host-country financial regulations.
· Maintain project financial and contractual files.
· Provide financial management and systems training for project staff.
· Maintain electronic accounting documents.
· Consolidate accounting data into a monthly return to be forwarded to Headquarters in paper and electronic copies.
· Develop monthly field expense reports.
· Support the operation of the field office and the staff, including managing rent, providers, travel, office-related purchases, cash management and disbursements, etc.
· Travel to project sites throughout Costa Rica as required.
· Perform other related duties as assigned.
· Demonstrates openness to change and ability to manage complexities.
· Ability to organize and structure large quantities of information and data.
· Superior file management and numerical skills.
· Ability to communicate effectively with participants from a range of education levels and disciplinary backgrounds.
· Ability to think clearly and analytically.
· Ability to plan own work, setting priorities and complete it under pressure or when faced with competing demands.
· Committed to a facilitating working environment.
· Ability to work with multi-disciplinary team.
· Willingness to learn from others.
· Flexible and adaptable to changing environments.
· B.S. degree in accounting or financial management with at least 3+ years of experience required; M.S. degree is strongly preferred.
· Demonstrable financial management experience on U.S. government-funded programs, including U.S. government policy, procedures, and reporting requirements is ideal.
· Public or private sector management, financial analysis, cost accounting and relevant experience preferably in developing countries.
· Demonstrated capacity to supervise a complex financial management or general ledger system.
· Fluency in Spanish is required and fluency English is strongly preferred.
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