Finance and Operations Specialist at Panagora Group

Job Description

Panagora Group is a social enterprise dedicated to providing high-quality, high-impact international health, development, and learning consulting. We are a dynamic woman- and employee-owned small business focused on market-based and integrated local solutions that strengthen country capacity; and on learning, communications, and technology solutions to accelerate and heighten impact.

Panagora Group seeks a Finance and Operations Specialist consultant in Zambia for the USAID-funded Localize Global Health Security (LGHS) project. LGHS supports local partners to address gaps in health security as identified in national health security capacity assessments. LGHS complements the multisectoral cross-technical approaches of other GHS programs to move countries closer to achieving Global Health Security Agenda targets. As a result of this support, local partners will be able to address critical caps in health security through grants and technical assistance in prioritized technical areas, strengthen the organizational capacity of local entities to effectively manage the implementation of health security technical interventions and expand global knowledge base on approaches and best practices for local entities conducting global health security interventions.

The Finance and Operations Specialist will serve as a critical in-country consultant, supporting the local technical staff with administrative, logistics/coordination, operational, and financial needs. The Finance and Operations Specialist will draw on their professional expertise as well as contextual knowledge to ensure efficient and cost-effective implementation in Zambia.

Requirements

Principal Duties and Responsibilities

Serve as the Finance and Operations Specialist to support LGHS program implementation and technical staff in Zambia.

Accounting and Finance

In coordination with the Deputy Program Director (DPD) and the LGHS Finance and Administration Manager, provides inputs for budget development and monitor expenditures and cost projections.
·        Ensures that all financial transactions and practices are consistent with USAID’s and Panagora’s policies, regulations, and rules.
·        In coordination with the DPD and the LGHS F&A Manager, prepares monthly projections, based on budget and cash flow projections, to ensure the project has all necessary funds for operations.
·        Monitors and tracks expenses, and coordinates payments for local operational transactions, items for office accommodations, communications, security, travel/transportation, etc.
·        Verifies all invoices and payment requests, ensuring that supporting documents for each transaction are clear and complete.
In coordination with the DPD and LGHS F&A Manager, provide financial management support to grantees.
Maintains financial files and supports annual audits.
Advises the DPD on financial health through the provision of regular and timely financial expenditure reports.

Office Administration

Implements all field office policies in compliance with all applicable Panagora polices, client policies, local laws, and office lessor.
Coordinates with the office lessor firm regarding a smooth operation of office, including maintaining/reserving conference rooms, IT operations, accessing office supplies, supervising office cleaning, etc.
Manages all office administrative and finance filing systems, both hard copy and soft-copy files.
· Attends team meetings, takes action-oriented notes, follows up on critical items, composes emails and other memos, maintains calendars and appointments as appropriate

Operations Management

Supports travel and logistics, event planning, recruitment, procurement, and day-to-day operations for both in-country staff and international travelers.
Reviews and prepares, as necessary, country activity travel advances, processes travel claims and works with the U.S.-based Senior Finance and Administration Manager to resolve accounting related issues.
Serves as an in-country point of contact for local logistics firms, including but not limited to car hire companies, payroll firms, hotels, event spaces, etc.
·        Provides guidance to U.S.-based counterparts on reputable firms in country for upcoming services and connects the necessary staff to these firms as needed.
·        Coordinates and plans logistics for meetings and workshops with internal and external stakeholders.
·        Maintains a roster of training and event venues and other supporting services such as catering and audio-visual support, and obtains quotes and reservations, as needed
·        Develops and collects rosters of participants who attend trainings and/or meetings in compliance with USAID rules and regulations
·        Assists the U.S.-based HR/Contracts Manager with onboarding of local consultants and local subcontractors, ensuring the proper paperwork is drafted and filed, and provides backup support in the administration of such agreements
·        Assists in recruitment including coordinating with candidates, checking references, and verifying information.
·        Performs other duties as assigned

Qualifications:

Minimum five years progressive experience, including office management and administrative experience
·        Experience working with international development partners; USAID experience desirable
·        Experience working with donors, various stakeholders and ministry officials preferred
·        Excellent interpersonal skills and ability to support staff at all levels and to interact professionally with client(s), stakeholders and other guests
·        Attention to detail and ability to produce quality deliverables while working on competing priorities
·        Ability to work with technical staff and client(s)
·        Ability to follow direction and policy and then work independently to complete tasks
·        Self-starter willing to jump in to ensure smooth performance in country operations
·        Proficiency with MS Office Suite; experience with other software desirable