Operations and Finance Director | Conakry, Guinea | 2024 At Chemonics

1. Program Overview

As USAID’s flagship private sector health project, FHM Engage envisions a world in which health markets are responsive, equitable, resilient, and driven by consumer needs. To meet this vision, FHM Engage catalyzes the adoption of fresh, contextually relevant pathways in health market development by building on existing structures and offering strong behavioral, technical, and managerial approaches. While supporting local market actors to build upon current government and donor investments, we also use systems thinking to understand the market system, identify root causes of market under performance (focusing on Stewardship; Financing; Rules, Regulations, and Norms; and Market Information), and develop context-specific and locally informed strategies and solutions to systematically change market environments and health markets.

1. Principal Duties and Responsibilities

The Operations and Finance Director is responsible for overseeing all aspects of office administration, human resources, procurement, and logistics for the FHM Engage Guinea project in compliance with U.S. government regulations, Chemonics’ corporate and field office policies, and local law. The Operations and Finance Director will be responsible for establishing and managing all project finance and accounting procedures in line with USAID rules and regulations and providing the technical staff with operational support. They will liaise frequently with Chemonics’ Home Office project management unit (PMU) in Washington, D.C. to ensure smooth operations of the project.

Finance and Accounting

• Ensure the program’s practices abide by US government accepted accounting procedures, USAID procedures, Chemonics policy, and Guinean law.
• Prepare proper financial documentation using ABACUS software program, and accurately process expenditures for monthly invoicing to USAID.
• Review and prepare project payments for Chief of Party’s final approval and make accurate recording in financial management software of per diem expense reports, requests for payments, vendor invoices, wire transfer requests, petty cash, and similar financial tasks.
• Liaise with the local bank, reconcile monthly bank statements for both USD and local currency accounts, and verify all deposits and withdrawals.
• Manage the processing of local taxes for the program.
• Submit the monthly wire transfer payment request on time and with the required documents included to the PMU as backup.
• Perform other finance and accounting duties as required.

Operational Support

• Liaise with local entities such as project bank, tax registration and local business authorities, and ensure registrations and certifications are up to date and compliant.
• Manage office procurements, including issuing RFQs and RFPs, obtaining and reviewing price quotes from suppliers, writing selection memos, negotiating with suppliers as necessary, overseeing the delivery and inspection of goods, and collecting and filing all relevant procurement documents in accordance with Chemonics processes and procedures for field office procurement.
• Maintain tracking systems for inventory, procurement, and personnel.
• Oversee the recruitment processes in compliance with Chemonics established procedures including but not limited to supporting development of job descriptions and interview questions, shortlisting and pre-screening candidates, scheduling interviews, and conducting reference checks, negotiating offers of employment, and collecting required documentation from candidates and filing paperwork appropriately.
• Manage all onboarding processes to ensure new hires are provided with adequate training and orientation regarding the project and relevant Chemonics policies in order to perform the job to the best of their ability.
• Supervise staff as assigned and provide routine performance feedback.
• Ensure strict compliance with USAID regulations, Chemonics’ standard policies and procedures and local law, at all times.
• Assist with updating project procedure and policy manuals as necessary and in coordination with the Chemonics home office.
• Support the timely completion of any other administrative, operations, or contractual tasks as assigned by the regional country director or his/her designee.
• Other tasks as required.

1. Expected Start-date of Assignment

The start date for the position is expected for May 2024, pending approval from the USAID Mission in Guinea.

1. Location of Assignment

The location of assignment is Conakry, Guinea.

1. Supervision and Reporting

The Operations and Finance Director will report to and be supervised by the FHM Engage Guinea Chief of Party

1. Job Qualifications

• Bachelor’s degree in accounting, finance, business administration or a related discipline. Master’s degree preferred.
• Minimum of eight (8) years of experience managing a complex projects’ human resources, finances, operations, and strategies.
• Knowledge of USAID regulations and procedures, especially procurement and cost accounting principles.
• Knowledge of Guinea operating environment, including registration, taxes, and labor law.
• Proven track record of managing complex budgets successfully.
• Excellent administrative, organizational, and written and verbal communication skills.
• Must be authorized to work in Guinea.
• Demonstrated leadership, versatility, and integrity.
• Written and spoken fluency in English and French.

1. Aperçu du programme

En tant que projet phare du secteur privé de la santé de l’USAID, FHM Engage envisage un monde dans lequel les marchés de la santé sont réactifs, équitables, résilients et guidés par les besoins des consommateurs. Pour répondre à cette vision, FHM Engage catalyse l’adoption de nouvelles voies contextuelles dans le développement du marché de la santé en s’appuyant sur les structures existantes et en offrant des approches comportementales, techniques et managériales fortes. Le réseau fort de partenaires de FHM Engage comprend 16 organisations partenaires locales, régionales et internationales. Tout en aidant les acteurs du marché local à tirer parti des investissements actuels du gouvernement et des donateurs, nous utilisons également la pensée systémique pour comprendre le système de marché, identifier les causes profondes de la sous-performance du marché (en nous concentrant sur la gouvernance ; le financement ; les règles, réglementations et normes ; et les connaissance du marché) , et développer des stratégies et des solutions adaptées au contexte et informées localement pour changer systématiquement les environnements du marché et les marchés de la santé. FHM Engage travaille dans 7 domaines de résultats intermédiaires ; à savoir, l’intendance, le financement de la santé, les règles et réglementations, l’intelligence du marché, l’offre (services), l’offre (produits) et la demande.

1. Principales tâches et responsabilités

Le/la Directeur/Directrice des opérations et des finances est chargé/e de superviser tous les aspects en lien avec l’administration du bureau, les ressources humaines, les achats et la logistique du projet FHM Engage Guinée, conformément aux réglementations du gouvernement américain, aux politiques de l’entreprise et des bureaux extérieurs de Chemonics et à la loi locale. Le/La Directeur/Directrice sera chargé(e) d’établir et de gérer toutes les procédures financières et comptables du projet conformément aux règles et réglementations de l’USAID et de fournir au personnel technique un soutien opérationnel. Il/elle sera en liaison permanente avec l’unité de gestion de projet (UGP) du siège social de Chemonics à Washington, D.C. afin d’assurer un bon fonctionnement du projet.

Finances et Comptabilité

• S’assurer que les pratiques du programme respectent les procédures comptables acceptées par le gouvernement américain, les procédures de l’USAID, la politique de Chemonics et la loi guinéenne.
• Préparer la documentation financière appropriée à l’aide du logiciel ABACUS et traiter avec précision les dépenses pour la facturation mensuelle à l’USAID.
• Review and prepare project payments for final approval of the party leader and accurately record in financial management software per diem expense reports, payment requests, vendor invoices, bank transfer requests, petty cash and similar financial tasks.
• Liaise with local bank, reconcile monthly bank statements for USD and local currency accounts, and verify all deposits and withdrawals.
• Manage the processing of local taxes for the program.
• Submit monthly bank transfer payment request on time to PMU with required documents included as backup.
• Perform other financial and accounting tasks as needed.

Operational support

• Liaise with local entities such as the project bank, tax registration and local trade authorities, and ensure registrations and certifications are up to date and compliant.
• Manage office purchasing, including issuing RFQs and Requests for Proposals, obtaining and reviewing supplier quotes, writing selection notes, negotiating with suppliers as necessary, supervising delivery and inspection of goods, collection and filing of all relevant procurement documents in accordance with Chemonics processes and field office purchasing procedures.
• Maintain inventory, purchasing and personnel tracking systems.
• Oversee recruitment processes in accordance with established Chemonics procedures, including, supporting the development of job descriptions and interview questions, pre-screening candidates, scheduling interviews and checking references, negotiating job postings and collecting required documents from candidates and completing the documents appropriately.
• Manage all onboarding processes to ensure new employees receive adequate training and orientation regarding the project and relevant Chemonics policies in order to perform the job to the best of their abilities.
• Supervise assigned staff and provide routine performance feedback.
• Ensure strict compliance with USAID regulations and Chemonics standard policies and procedures and local law at all times.
• Assist in updating project procedure and policy manuals as needed and in coordination with Chemonics Head Office.
• Support the timely execution of any other administrative, operational or contractual tasks assigned by the Country Director or his delegate.
• Perform any other tasks as needed.

1. The expected start date of the assignment

The position’s start date is scheduled for May 2024, subject to approval from the USAID mission in Guinea.

1. Duty station

The duty station is Conakry, Guinea.

1. Monitoring and reporting

The Director of Operations and Finance will report to and be supervised by the party leader of FHM Engage Guinea. Master’s degree preferred.

1. Professional qualifications

• Advanced degree in accounting, finance, business administration or a related discipline.
• Have a minimum of eight (8) years of experience in managing human resources, finances, operations and complex project strategies.
• Have a good knowledge of USAID regulations and procedures, particularly the principles of procurement and cost accounting.
• Possess knowledge of Guinea’s operating environment, including registration procedures, taxes and labor laws.
• Have proven experience in successfully managing complex budgets.
• Have excellent administrative, organizational and written and verbal communication skills.
• Be authorized to work in Guinea.
• Demonstrate leadership, adaptability, and demonstrated integrity.
• Written and spoken fluency in English and French.