SCOPE OF WORK

USAID Public Financial Management and Administration Activity (PFMA)

Project Background:

The USAID Public Financial Management Activity (PFMA) aims to work in partnership with USAID/Jordan and the Government of Jordan (GOJ) to improve Jordan’s revenue system and enhance their budget management process.  PFMA will build the capacity of the Jordanian Ministry of Finance and other government institutions to modernize the revenue collection system, encourage compliance—including making it easier for taxpayers to comply with tax obligations—upgrade public procurement management, and improve budget planning, preparation, and execution.

Key objectives include:

1. improving the revenue raising system;
2. streamlining the budget management process;
3. optimizing public expenditure management; and
4. implementing crosscutting Public Financial Management reforms.

Through a combination of technical assistance, capacity building, and facilitation, tangible and measurable results are expected during the duration of the activity.

Position Description (FSN-11)

The Senior Finance Manager will assume a leadership role within the finance teams, reporting directly to the Director of Finance and Operations (DFO).  This pivotal position entails a comprehensive oversight of adherence to the demanding standards set forth by USAID and DAI regulations, the project's Field Operations Manual (FOM), as well as contract stipulations and limitations. The incumbent will be instrumental in upholding financial policies, executing rigorous procedures and controls, and ensuring the seamless operation of reporting systems.

In the realm of accounting and financial reporting, this individual will not only ensure compliance but also elevate the standards by overseeing critical functions such as cost and general accounting, accounts receivable/payable, payroll, and meticulous audits of backup documentation.  Their impactful contributions extend to the formulation and implementation of cutting-edge financial and administrative policies and procedures.  Moreover, this position will provide invaluable guidance to the DFO on the intricate landscape of labor and tax regulations, particularly in relation to the program's budget and financial landscape.

With a solid commitment to work quality, the Senior Finance Manager will meticulously oversee accounting procedures, ensuring not only compliance with local laws but also with the standards set by DAI and USAID regulations.  This position will also assume the crucial responsibility of supervising the accounting staff, further solidifying their role as a cornerstone in the financial success and regulatory integrity of the organization.

KEY RESPONSIBILITIES AND TASKS

Management

• Assume the role of a mentor, providing training, guidance, and direction to the project Accounting/Finance staff.
• Demonstrate proficiency in mastering the project's Field Operations Manual (FOM), ensuring the implementation of financial management systems in strict compliance with the FOM.
• Conduct regular and ongoing reviews of project policies, procedures, and practices to identify and resolve any inconsistencies with the FOM.
• Provide the Director of Finance and Operations with well-informed options and recommendations.

Financial Reporting

• Exercise oversight of the status of financial management activities, including monthly and quarterly reporting in collaboration with DAI's Home Office support team.
• Identify and ensure timely and accurate compliance with all contractual financial reporting requirements.
• Supervise all tax reporting procedures and submissions.
• Scrutinize monthly reconciliation reports.
• Develop and submit project reports necessary for registration requirements to local authorities.
• Review partner/vendor payment schedules and obligations.
• Provide annual budgets of expenditure and quarterly forecasts against budget statements, including accruals and pipelines.

Audit

• Manage the preparation of internal and external audits, in coordination with DAI’s Internal Audit Department.
• Support responses and actions to internal audit comments.
• Conduct ongoing reviews of backup documentation to ensure completeness, accuracy, and full compliance with all regulations and the Field Operations Manual (FOM).
• Ensure adequate backup documentation is uploaded to the relevant system according to set deadlines.
• Ensure compliance with local and national laws on registration, annual reporting, and statutory requirements.

Policies & Procedures

• Ensure that accounting policies and practices adhere to DAI, USAID and GAAP standards.
• Establish and implement project internal controls in accordance with DAI policies, USAID rules/regulations, and the terms of the contract.

General Accounting/Financial Management

• Review wire requests for field project implementation.
• Conduct regular cash flow analysis to ensure fund availability and accurate maintenance of bank balances.
• Oversee the timely processing of invoices.
• Supervise and regularly verify the Petty Cash process and balance.
• Ensure proper segregation of duties within the Finance/Accounting Department.
• Manage banking relationships and coordinate periodic updates for checking account signers.
• Review and approve bank reconciliations performed by the field accountant.
• Review project cost data before submitting Oracle data reports to DAI Washington.
• Establish guidelines for maintaining sub-grant and other partnership files and activities.
• Ensure non-billable expenses are thoroughly reviewed and kept to a minimum, educating staff on the principles of allowable vs. unallowable costs.
• Track, record, and report foreign taxes paid to USAID in accordance with ADS guidelines.
• Oversee all petty cash accounts and/or bank accounts.

Travel Advances & Reimbursements

• Follow and maintain procedures to ensure accurate and timely payment of travel advances, Per Diems, and reimbursements for staff and partner travels.
• Maintain procedures for accurate and timely reconciliation of travel advances.
• Review outstanding advances and aging reports for accuracy.

Payroll

• Oversee the overall payroll process.
• Serve as a backup for payroll processing when applicable.
• Analyze taxes and ensure appropriate withholding of taxes from payroll.

Financial Systems

• Oversee and monitor the use of the field accounting system (FAS), cloud software for backup documentation, DAI’s operations system (TAMIS), etc.
• Communicate with HQ system support teams on system or operations troubleshooting technical issues.
• Communicate with HQ system support to perform TAMIS system upgrades and updates and enhance its outputs to be in tandem with budget tracking and actual expenditures.
• Provide training to finance staff in any financial system knowledge gaps.
• Oversee the process of scanning and uploading voucher files to DAI’s System for the Electronic Archival of Financial Documentation – Sharepoint.

Supervisory Duties

• Train, supervise, and mentor Accounting/Finance employees.
• Plan, assign, and direct work; appraise performance and address and resolve problems.

• Key Duties and Responsibilities:

Qualifications:

• B.A. Degree in Accounting, Finance, Business Administration or equivalent.
• Advanced degree like MBA, CPA, CMA, CIA or equivalent, is highly preferred.
• 15+ years of relevant experience and progressive responsibility in finance and accounting at the mid-level of an organization.
• 6+ years of finance experience with USAID or other donor programs.
• 10+ years of experience working in a managerial position.
• Experience leading and managing the financial aspects of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations.
• Experience and accuracy in working with large amounts of data.

• Experience supervising staff.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Experience with enterprise accounting software, ERP solutions, and Microsoft office suite.
• To be an advanced MS Excel user.
• Demonstrated knowledge of internal controls and audit processes (e.g.  procurement, local subcontract agreements, etc.)
• Demonstrated report writing skills in English is required.
• An articulate individual who possesses excellent communications and personnel management skills and who can relate to people at all levels of an organization.
• An energetic, forward-thinking, and creative individual with high ethical standards.
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Previous experience with DAI policies, procedures, and systems (TAMIS, etc.) highly preferred.
• Fluency in English is required.