U.S. Pharmacopeial Convention Jobs

Description

Who is USP?

The U.S. Pharmacopeial Convention (USP) is an independent scientific organization that collaborates with the world's top authorities in health and science to develop quality standards for medicines, dietary supplements, and food ingredients. USP's fundamental belief that Equity = Excellence manifests in our

core value of Passion for Quality through our more than 1,300 hard-working professionals across twenty global locations to deliver the mission to strengthen the supply of safe, quality medicines and supplements worldwide.

At USP, we value inclusivity for all. We recognize the importance of building an organizational culture with meaningful opportunities for mentorship and professional growth. From the standards we create, the partnerships we build, and the conversations we foster, we affirm the value of Diversity, Equity,

Inclusion, and Belonging in building a world where everyone can be confident of quality in health and healthcare.

USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. We are committed to creating an inclusive environment in all aspects of our work—an environment where every employee feels fully empowered and valued irrespective of, but not limited to, race, ethnicity, physical and mental abilities, education, religion, gender identity, and expression, life experience, sexual orientation, country of origin, regional differences, work experience, and family status. We are committed to working with and providing reasonable accommodation to individuals with disabilities.

Brief Job Overview

The Sr. Finance and Operations Manager directly oversees the overall country office operations for the Promoting the Quality of Medicines Plus (PQM+) Program funded by USAID and led by United States Pharmacopeial Convention (USP). The Sr. Finance and Operations manager is a subject matter expertise with significant knowledge of USAID programs, as well as the local and regional governmental context in country. This role is responsible and accountable for effective and efficient operations of the country office 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 and in country regulations for the USP PQM+ program. The Sr. Finance & Operations Manager will maintain frequent communication with USP HQ, including the PQM+ Senior Finance & Operations Director, Global Finance and HR, and serve as a member of the field office leadership team. The Sr. Finance & Operations Manager will also lead the program through the project close out process at the end of the PQM+.

How will YOU create impact here at USP?

In this role at USP, you contribute to USP's public health mission of increasing equitable access to high quality, safe medicine and improving global health through public standards and related programs. In addition, as part of our commitment to our employees, Global, People, and Culture, in partnership with the Equity Office, regularly invests in the professional development of all people managers. This includes training in inclusive management styles and other competencies necessary to ensure engaged and productive work environments.

The Senior Finance and Operations Manager has the following responsibilities across various functional areas within finance and operations, and include but are not limited to the following:

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 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 field offices 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 COP 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.

• Facilitate to conduct audits to comply USP, stator law as well as NGOAB.

• Liaise with USP headquarters, USAID, partners, banks, and Government official (Ministry of Finance – Tax & VAT Office, NGOAB).

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.

• 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 record 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.

Who is USP Looking For?

The successful candidate will have a demonstrated understanding of our mission, commitment to excellence through inclusive and equitable behaviors and practices, ability to quickly build credibility with stakeholders, along with the following competencies and experience:

Basic Qualifications

• Master’s degree in management/ business administration or equivalent relevant field.

• Minimum of 12 years progressive experience in finance and administration/operations management role working on a USAID donor Funded project.

• Minimum of 8 years of management experience (Including people management) in finance and administration/operations of a USG funded project.

Additional Desired Preferences

• Expert knowledge of applicable local and national rules and regulations, and policies governing financial and administrative processes.

• Demonstrated experience with MS Excel, word PowerPoint, and accounting software, experience with QuickBooks preferred but not required.

• Experience using quick books or similar finance related software an advantage.

• Meticulous attention to detail, as well as outstanding critical thinking and problem-solving skills.

• 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.

• Hard working and attention to detail is essential.

• 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 national language and proficiency in written and oral English required.

Supervisory Responsibilities

3 (Senior Finance Officer, Procurement and Logistic Officer, Operations Coordinator).

Benefits

USP provides the benefits to protect yourself and your family today and tomorrow. From company-paid time off, and comprehensive healthcare options to retirement savings, you can have peace of mind that your personal and financial well-being is protected.

COVID-19 Vaccination Policy (will apply to the selected candidate(s) hired):

As a condition of employment with the United States Pharmacopeial Convention's (USP) duty to provide and maintain a workplace free of known hazards, all employees and contingent staff hired after July 1st, 2021, must be fully vaccinated unless a reasonable accommodation is approved.

Your recruiter will advise accordingly.

Note: USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under specific written agreement with USP.

Job Category Accounting & Finance

Job Type Full-Time