Company Profile

The U.S. Pharmacopeial Convention (USP) USA is an independent scientific organization that collaborates with the world's top experts in health and science to develop quality standards for medicines, dietary supplements, and food ingredients. USP brings together more than 1,100 talented professionals across five global locations to deliver its mission to strengthen the supply of safe quality medicines and supplements worldwide. USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. Employment selection and related decisions are made without regard to sex, race, age, disability, religion, national origin, color, veteran status, sexual orientation, gender identity, or any other protected class. We are committed to working with and providing reasonable accommodation to individuals with disabilities. USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under a specific written agreement with USP

Job Description

Summary of the Position
The Sr. Finance, Operations and Business Manager directly oversees the overall operations of USP Ghana, including the regional activities of the PQM+ Program supported by USP Ghana.  This role is responsible and accountable for effective and efficient operations of USP Ghana and regional PQM+ activities, to include management of all financial, accounting, and administrative functions, such as procurement and inventory tracking, human resources, and safety and security in accordance with USP, USAID, in-country and regional regulations as applicable.

The Sr. Finance & Operations Manager will also provide operational support for new business activities  for USP Ghana, including developing cost proposals, and will support the Director, USP Ghana in tracking new business opportunities.  She/he will maintain frequent communication with USP HQ, including the PQM+ Finance & Operations Director, Global Finance and HR, and serve as a member of the USP Ghana leadership team.    

Roles and Responsibilities

FINANCE & ACCOUNTING

• Adopts and implements USP policies and procedures in compliance with USP, USAID and Government regulations and manages finances and accounting, budgeting and audits as set by USP HQ. Provides training to local staff to ensure overall compliance with operational policies and procedures 
• Leads and develops annual USP Ghana “corporate” budgets and project budgets/forecasts and monitors spend on a monthly basis to ensure activities are implemented within budget and conducts financial review and analysis to alert management of issues/risks related to budget spend
• Monitors the Regional PQM+ and USP Ghana cash balances and submits monthly cash requests to USP home office for approval. Manages day-to-day accounting operations to include review of all accounting transactions to ensure adequate supporting documentation, accuracy of amounts and project coding, and necessary internal controls over payments
• Maintains USP’s system of accounts ensuring all accounting data are updated, reconciled and fully supported
• Manages preparation and submission of required monthly reconciliation and financial reports to USP HQ and coordinates with PQM+ Finance & Operations Director and USP Ghana Director on financial reports requested by USAID
• Serves as Liaison with external auditors, facilitates internal and external audit undertakings, prepares responses to audit findings and follows-up on the implementation of audit recommendations in collaboration with Global Finance
• Processes and manages VAT Exemptions via USAID mechanism
• Liaise with USP headquarters, USAID, partners, banks, and Government officials in PQM+ support countries

OPERATIONS and Compliance

• Oversees procurement to ensure compliance with donor rules and regulations and USP SOPs and to ensure value for money and transparency in procurement processes.
• Set up system to monitor financial expenditures/pipelines
• Works to identify and implement operational solutions in countries where PQM+ has limited or no operational presence
• Leads on contracts and award management issues, including compliance with donor rules and regulations
• Monitors program and operational staff to ensure award deliverables are submitted on time
• Serves as primary lead in discussions with donor on financial, operational and administrative issues related to the award

HUMAN RESOURCES MANAGEMENT

• Manages local Human Resources processes in accordance with local labor laws in collaboration with USP HQ, including contracts, compensation packages and working hours
• Manages in-country recruitment process to ensure compliance with USP policies and procedures and leads new hire onboarding in collaboration with USP HQ
• Overseas performance management process and support in ensuring high engagement of staff
• Acts as point of contact in country for any performance management issues that may arise and partner with HQ-HR on resolution of issues
• Ensures staff complete timesheets per USP’s policies, and systems are in place to track accrued vacation/personal leave
• Maintains employee records and files in country

ADMINISTRATION

• Oversees logistics including management of travel arrangements, meeting/workshop logistical arrangements, etc. to support effective and efficient project implementation
• Manages office inventory /assets and government property, as applicable in compliance with USAID rules and regulations
• Manages IT vendors and coordinates with USP regional IT staff to address any issues related to IT operations (hardware, software, and access to systems)
• Serves as in-country Security Focal Point and coordinates with USP Global Security to maintain safety and security of staff and visitors
• Ensures that the in- country legal registrations are current and adequate and that the country office is in compliance with local labor and other relevant regulations
• Ensures that the country office management is efficient, effective and conducive to promoting an enjoyable place to work where staff can thrive and engage one another
• Develops and maintains a comprehensive and efficient filing system for good records keeping and document management
• Trains and mentors finance and operations staff in an effort to continuously build capacity of the in-country staff
• Performs other duties as necessary

NEW BUSINESS

• In close collaboration with GHp’s New Business Unit and Africa Regional Lead:
• Provides operational and financial support for proposal development, including leading development of cost proposals in coordination with USP Rockville

Required Skills or Experience

Basic Qualifications

• Bachelor’s degree in Management/Business Administration or equivalent  
• 10 years progressive experience in finance and administration/operations management role working on a USAID-funded project
• Minimum of 3 years of management experience (Including people management) in finance and administration/operations of a USG-funded project

Skills Sought

• Excellent organizational, communication, and interpersonal skills
• Meticulous attention to detail, as well as outstanding critical thinking and problem-solving skills
• Self-management (i.e., motivation, dealing with pressure, adaptability) and the ability to project a professional, consistent image of confidence, integrity, honesty and competence
• Demonstrated ability to work both independently and as a member of a team, show initiative, solve problems, prioritize and handle multiple tasks simultaneously, meet deadlines, and remain calm under pressure
• Proficiency in written and oral English

Preferred Qualifications

• Ability to provide senior level operational oversight in a country office setting
• Expert knowledge of applicable local and national rules and regulations, and policies governing financial and administrative processes
• General knowledge and understanding of donor funded business development a plus, as well as experience develop cost proposals and other budgetary and financial reports supporting proposal submission
• Demonstrated experience with MS Excel, word PowerPoint, and accounting software, experience with QuickBooks preferred but not required
• Experience using QuickBooks or similar finance related software an advantage
• Excellent organizational, communication, and interpersonal skills
• Self-management (i.e., motivation, dealing with pressure, adaptability) and the ability to project a professional, consistent image of confidence, integrity, honesty and competence
• Proven ability to work in a team
• Fluency in French a plus but not required