Finance & Operations Officer - EpiC Jamaica

Project Description:

Meeting Targets and Maintaining Epidemic Control (EpiC) is an eight-year (2019–2027) global health initiative project funded by the United States Government (USG). EpiC has a global presence and extensive breadth and depth of technical experience. In FY26, EpiC’s scope in Jamaica will focus on strengthening global health security (GHS) capacity and systems, which may include strengthening outbreak preparedness and response systems, disease surveillance, infection prevention and control, zoonotic diseases, laboratory systems, biosafety and biosecurity, risk communication and community engagement, and health emergency management.
 

Job Summary:

Under the supervision of the Finance and Operations Manager, the Finance and Operations Officer coordinates financial operations and administrative processes, including general financial monitoring and support/guidance to project and finance staff, provides operational support for core P&C functions in the country office, and manages procurement processes. Proactively guides and supports respective financial and procurement success by providing high level analytical expertise, implementing business strategies and developing strong customer relationships.

Accountabilities:   

• Interacts with industry representatives, co-workers and officials to analyze or resolve issues.
• Maintains a variety of professional working relationships.
• Conducts the initial review of employees’ communication/internet and travel expense reports (liquidations and reimbursements), vendor invoices, and all supporting documents.
• Reviews and processes assigned payment requests (vendors and consultants) and journal entries (liquidation) to ensure documentation and process are in line with FHI 360 cost principles requirements.
• Ensures costs are charged to correct codes before releasing them to the accounting system.
• Assists in payment notification of vendors. Prepares & releases vendors’ withheld tax certificate as applicable.
• Supports subaward development including conducting pre-award assessments, review of subrecipient budget and budget narrative, preparing and updating templates, conducting the cost analysis, and ensuring alignment across the program description, targets, and budget.
• Coordinates reimbursements, developing and managing sub-recipient financial monitoring plans.
• Ensures SFR, OCIA, internal control and other systemic findings under sub-recipients are addressed and fixed in a timely fashion.
• S/he will work in partnership with the technical, finance, and project management teams to ensure subrecipients achieve successful and compliant performance.
• Support development of grant packages,
• Process sub award data in sub award database.
• Prepare and/or review modifications to sub awards.
• Work in partnership with project staff to monitor sub award compliance with flow-down provisions.
• Manage timely sub-awardee advance and liquidation process.
• Maintains finance and grantee files up to date.
• Documents complex issues and effectively articulates written conclusions; Interacts with staff officials and executives.
• Works with the program team on seamless start up and /or close out processes of sub-awards.
• Supports the Finance and Operations Manager with the coordination of employee related functions such as recruitment, payroll and benefits processing and maintenance of People & Culture (P&C) policies
• Provides procurement support, including:
  • Prepares, maintains, and reviews purchasing files, reports and price lists for department. Assists with developing bid specifications.
  • Reviews requisition orders to verify accuracy, terminology and specifications. Contacts suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met.
  • Approves bills for payment and calculates costs of orders and forwards invoices to appropriate accounts.
  • Maintains policies and procedures of organizational and government regulations affecting purchases and shares information with management, staff members and vendors. Checks shipments to ensure orders are filled correctly and goods meet specifications. Compares prices, specifications, and delivery dates to determine the best bid among suppliers.
• Performs other duties as assigned.

Applied Knowledge & Skills:

• Proficient knowledge of Generally Accepted Accounting Principles and Internal Control Fundamentals.
• Proficiency in spreadsheet software required.
• Has a thorough knowledge of external regulations as well as internal corporate policies and procedures.
• Knowledge of subaward management under USG funding
• Excellent oral and written communication skills.
• Excellent quantitative and analytical skills.
• Strong critical thinking and problem-solving skills.
• Ability to analyze and interpret financial data, identify/resolve errors and prepare reports. Ability to motivate and work well with others.

Problem Solving & Impact: 
 

• Analyzes moderately complex business operations and financial statements.
• Reviews and determines compliance with laws and regulations; draws conclusions; makes recommendations for approval.
• Reviews and analyze recommendations from peers.
• Errors in judgment or failure to achieve results would normally require a moderate expenditure of resources to rectify.

Supervision Given/Received:
 

• Works under very general supervision. Work is reviewed for soundness of judgment and overall adequacy and accuracy.
• Contributes to the completion of organizational projects and goals.
• Serves as a resource to others in resolving moderately complex problems; identifies substantive issues that are thoroughly and accurately researched and analyzed.

Education:
 

• Bachelor's Degree or its international equivalent in Accounting, Business, Finance or a related field.

Experience:
 

• 5 - 8 years of progressively responsible accounting, finance and operational management, and experience in a government contracting environment.
• Knowledge of U.S. Government grants, contracting and auditing standards as they apply to effective management of multi-year funds.
• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
• Must be able to read, write, and speak fluent English.
• Non-governmental organization (NGO), government, or private sector experience preferred.

Typical Physical Demands:  

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:
 

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

Less than 10%

The expected hiring salary range for this role is JMD 3,200,000 - 4,500,000 annually for basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay,  and budget.  

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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