Finance and Administration Officer

ABOUT VILLAGEREACH

VillageReach transforms health care delivery to reach everyone, so that each person has the health care needed to thrive.  We develop solutions that improve equity and access to primary health care.  This includes making sure products are available when and where they are needed and primary health care services are delivered to the most under-reached.  Radical collaboration with governments, the private sector and other partners strengthen our ability to scale and sustain these solutions. Our work increases access to quality health care for more than 70 million people in Africa. VillageReach in incorporated in Washington State and has offices in Seattle (USA), the Democratic Republic of Congo, Malawi, and Mozambique.

DESCRIPTION

Summary

The government of Côte d'Ivoire (CDI) aims to increase the modern contraceptive prevalence rate from 22.5% in 2020 to 30% by 2030. However, many challenges remain, including the issue of availability of products at service delivery points. A pilot phase of free provision of FP services was launched in the Agneby-Tiassa region and demonstrated a significant increase in the use of FP services in a context of constant availability of contraceptive products, with a 52% growth in the number of new acceptance of FP methods from September 2021 to May 2023.

To replicate and extend the results of this pilot project to a larger number of health districts, particularly with regard to the availability of contraceptive products at service delivery points, VillageReach is recruiting a Finance and Admin Office to provide operations support.

Under the guidance of the Country Lead, the Finance and Administrative Officer will oversee and coordinate financial and administrative functions in Côte d'Ivoire. This role includes managing financial operations, ensuring compliance with procedures, and supporting office administration. Key responsibilities include financial reporting, budget management, and office logistics, all aimed at ensuring smooth operational support for the country office.

Duties and Responsibilities:  

Financial Management:

Perform daily duties such as:

• Maintain financial records and supporting documents, ensuring proper substantiation, approvals, coding, and alignment with the General Ledger.
• Manage monthly cash advances, small payments, and reconciliations.
• Follow up on payment of all invoices.
• Verify invoices and track payments.
• Review office fund requests for submission to the global operations team for approval.
• Monitor and report on advances and reconciliations using the Concur expense platform.
• Ensure adherence to finance procedures and provide financial guidance to the office.
• Reconcile balance sheet accounts, including banking, petty cash, advances, prepaid expenses, and accounts payable.
• Prepare, compile, and declare payments made to third parties.
• Support monthly tasks, including:

1. Submitting the monthly financial report to the Country Office.
2. Submitting monthly cash requests to the Country Office.
3. Performing adjusting entries from the Country Office review process.

Office Administration:

• Recommend, implement, and maintain efficient office systems.
• Manage office communication, including monitoring emails and overseeing the reception area professionally.
• Receive, record, and organize incoming correspondence and letters.
• Serve as the primary point of contact with suppliers, handling physical invoices and correspondence.
• Maintain and update human resource files with the support of the Regional HR Manager.
• Ensure smooth workflow between teams by documenting and communicating actions, irregularities, and ongoing needs.
• Track and maintain accurate records of office expenses and related costs.
• Oversee the cleaning staff and ensure a well-maintained office environment.
• Coordinate office needs, including repairs, internet, vehicles, and supplier management.
• Support the procurement and upkeep of office equipment, furniture, and other assets, including maintaining the office inventory.
• Perform other administrative duties as needed.

Competencies:

VillageReach has ten (10) Organizational Competencies that describe how we work together and get things done they are grouped into three strategic areas: Achieving Great Results, Setting Direction and, Bringing Others With you. For a full description, please download our Organizational Competency document.

Achieving Great Results:

1.      Risk-Taking and Innovation

·        Key Behaviors: Comfort with ambiguity, curiosity, adaptability, unconstrained and undeterred creativity, resourcefulness.

2.      Business Judgement

·        Key Behaviors: Getting to root causes, understanding environment, navigating complexity and ambiguity, entrepreneurial energy.

3.      Building Strong Teams

·       Key Behaviors: Trust in Subject Matter Experts (SME’s); radical candor to resolve conflict, hold each other accountable as colleagues, focused on results, commitment to mission.

Setting Direction:

4.      Compelling Communication

·        Key Behaviors: Clear and evidence-based communication, audience adaptability, curious listener. 

5.      Resilient Self Leadership

·        Key Behaviors: Self-aware, plan how one shows up, emotionally intelligent, use one’s own agency and takes accountability.

6.      Stewardship and Personal Alignment

·        Key Behaviors: Take ownership, display ethical conduct, effective at resource management, alignment of personal objectives with organizational goals and mission, focus on continuous improvement and sustainability.

Bringing Others with You:

7.      Influencing Leadership

·        Key Behaviors: Cultivate trust, influences to make change, navigate the matrix structure.

8.      Radical Partnership

·        Key Behaviors: Share information and credit, address conflict, increase impact through collaboration, political and contextual awareness.

9.      Cultivates a Growth Mindset

·        Key Behaviors: Seek out diverse input, demonstrate flexibility in thinking and curiosity, embrace challenges, demonstrate persistence, seek learning opportunities.

10.   Cultural Intelligence and Inclusion

·        Key Behaviors: Continuous learning and ally-ship across cultural lines, challenge prejudice and bias, modeled in one’s own behavior.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Education & Experience:

The ideal candidate will have the following professional qualifications and personal characteristics:

Required

• Bachelor degree in Business Administration or Accounting (or similar) required.
• Superb technology skills including intermediate level understanding of Microsoft-based programs, like Excel, Outlook, and PowerPoint.
• Financial and bookkeeping acumen.
• Experience with Concur is a plus.
• Experience working with NGOs is a preferred.
• Relevant experience in administration and finance
• Familiarity with U.S. Generally Accepted Account Principles (GAAP) is an advantage
• Ability to develop and carry out work plans and solve problems independently.
• Strong organizational skills and attention to detail.
• Ability to work independently and take initiative.
• Experience working in team settings, preferably in an international capacity.
• Ability to work under time constraints and meet deadlines.
• Superb written and verbal communication skills, fluency in English is a plus.

Environment and Physical Demands:

VillageReach has no private offices, employees work in a shared, open environment with task and conference rooms accessible to employees for privacy and meetings. The noise level in the work environment is usually quiet. Due to the time zone differences between our USA office and our Country Offices and location of other global staff, we have established core collaboration hours between 6am Pacific Time and 18:00 South Africa Time (GMT+1) Monday through Thursday. All staff, regardless of location are expected to be available between these hours. During Daylight Savings Time, this allows for 12 hours per week (3 hours/day) of collaboration time and during Standard Time, 8 hours (2 hours/day). We do not hold cross-office meetings on Friday.

COMMITMENT TO DIVERSITY & INCLUSION:

VillageReach is an Equal Employment Opportunity Employer committed to workforce diversity. We believe that diverse, equitably weighted perspectives foster an organizational capacity to create novel solutions that improve health in the most under-reached and hard-to-reach areas. To align our values, innovations and impact, VillageReach is committed to recruiting and retaining a diverse global workforce.

APPLICATION INFORMATION:

To apply, please submit your resume, a cover letter to our online portal: http://www.villagereach.org/join-us/

Hiring Process:

The hiring process will include the following steps:

1.      Review submitted applications

2.      Conduct 20–30-minute screening interviews for shortlisted candidates

3.      Conduct skills and value-based interviews for 3-5 candidates.

4.      Request that top candidates submit a practical assessment (designed to take no more than two hours to complete). Sometimes the assignment will occur before the interview.

5.      Conduct final interview if necessary

6.      Request references 

7.      Make offer 

8.      Conduct background check

Only shortlisted candidates will be contacted, but candidates who proceed to step 2 will be notified if they are not chosen for step 3.

Safeguarding:

VillageReach is committed to promoting the welfare of children, young people, adults, and beneficiaries with whom it engages. We expect everyone working with us to share this commitment through our code of conduct.All offers of employment will be subject to satisfactory references and appropriate screening checks, which may include criminal records. VillageReach participates in the Misconduct Disclosure Scheme and, in line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By applying, the job applicant confirms his/her understanding of these recruitment procedures.

Benefits

Compensation & Benefits:

VillageReach has an established compensation structure that is based on the relevant market and internally transparent. The pay range for this position is $34,600 to $44,300. We hire people into the established range based on one’s experience and education and considering internal equity. We do not inquire about salary history.