We are International Business & Technical Consultants, Inc. (IBTCI), a global consulting firm working some of the most complex and impactful development problems worldwide. We work on programs that help government agencies, private companies and donors improve the lives of others. At IBTCI you will be part of an inclusive team that provides expert solutions and advice to understand and address critical problems while giving you opportunities to succeed and grow.
Job Title: Finance and Administration Officer (FAO)
Department/Location: Aden, Yemen
Reports To: Operations Manager (OM)
Technical reporting line to the Finance & Administration Manager (FAM), based in Amman, Jordan.
Type: Regular Full-Time
Overview: IBTCI is seeking an experienced Finance and Administration Officer (FAO) to support the Yemen Monitoring, Evaluation, and Learning Project (YMELP), a USAID third-party monitoring (TPM) and verification contract based in Amman, Jordan. The purpose of this contract is to monitor USAID humanitarian assistance and verify and provide independent confirmation of humanitarian aid programs in Yemen.
- Responsible for all day-to-day accounting functions of YMELP in Yemen;
- Prepare and review for accuracy, all YMELP Yemen financial documents, scan all hard copy expense documents, and thereafter send end-of-the-month financial reports and supporting documents by courier to the IBTCI Home Office (HO);
- Maintain all YMELP Yemen financial records and prepare transfer requests as required;
- Monitor all project expenses according to the IBTCI YMELP Yemen office budget;
- Prepare monthly project fund requests for IBTCI HO, in close coordination with the FAM;
- Prepare payroll documentation and carry-out payroll payments;
- Prepare, execute, and document all statutory payments as required by Yemen law;
- Prepare and submit documentation for the monthly value-added tax (VAT) reimbursement request to USAID;
- Ensure the safe storage and disbursement of YMELP Yemen’s petty cash fund, in close consultation with the FAM;
- Ensure that all financial functions of YMELP Yemen are carried out within the framework of IBTCI and USAID guidelines, policies, and procedures; and,
- Any other finance relates tasks as assigned by the FAM or IBTCI HO.
- Responsible for the day-to-day administrative and logistics functions of YMELP in Yemen;
- Meet with potential vendors, seek quotations, and assess merchandise quality as needed, for YMELP procurement and purchase orders (POs) in accordance with USAID regulations;
- Maintain and update a database of suppliers frequently used by YMELP in Yemen;
- Create POs for YMELP in Yemen, following approval by the FAM;
- Prepare letters and memos for YMELP business and office needs;
- Scan, file, and translate (if needed) key YMELP documents, as requested by the FAM;
- Maintain adequate office supplies for the YMELP Yemen office;
- Maintain and update the YMELP inventory tracker and equipment issuance, per USAID guidelines and protocols;
- Maintain and update YMELP human resources and administrative files in an orderly and confidential manner, as directed by the
- FAM, in accordance with IBTCI and USAID guidelines and protocols;
- Work as a UN Humanitarian Air Service (UNHAS) focal point in Yemen; and,
- Assist the YMELP OM with program related tasks when necessary.
- Serve as the security focal point for YMELP in Yemen, as per policies and procedures established by the IBTCI Home Office Security Department;
- To manage the safety and security for all local YMELP consultants in Yemen, providing, at a minimum, weekly written updates in English to the Chief of Party (COP) and Home Office-based Security Director;
- Review, update, and maintain, in consultation with the Home Office Security Director, security management systems, including the Yemen Security Plan, and protocols tailored to the Yemen Context;
- Ensure that YMELP direct-hire consultants in Yemen are following IBTCI security policies and procedures;
- Provide SMS and/or email security updates with current security information to YMELP local direct-hire consultants. These security updates should provide real-time, accurate information relating to the towns, cities, and regions where Monitoring
- Specialists will be conducting site visits;
- Provide risk management and analysis of the Yemen security situation, specifically for the regions where YMELP direct-hire consultants will be carrying out their duties;
- Promptly report any and/or all security concerns to the COP and the Home Office Security Director that may affect monitoring and verification efforts in Yemen;
- Provide consistent security analysis and journey management support for all YMELP direct-hire consultants, with particular focus on field visits for Monitoring Specialists;
- Liaise with security Staff of USAID Implementing Partners covered under the YMELP contract to coordinate and understand the security context in the areas being covered by M&E activities under this contract;
- Liaise with Safer Yemen, or other security companies, who IBTCI may contract with in Yemen, and communicate any security SMS with the YMELP team, attend their monthly security meetings, and share minutes with OM, COP, and Home Office;
- When YMELP international staff or IBTCI Home Office staff are able to travel to Yemen, serve as the focal point for ensuring their safety and security while in-country and liaising with any security provider that IBTCI contracts within Yemen; and,
- All other duties as assigned by OM, FAM, COP or IBTCI Home Office Security Director.
Required Knowledge, Skills, and Abilities:
- Familiarity with USAID guidelines, rules, policies, and protocols on finance management and procurement;
- Excellent communication and interpersonal skills, including excellent relationship-building skills, the ability to prioritize, negotiate, and work with a variety of internal and external stakeholders;
- Personal maturity, tact, courtesy, patience, adaptability, initiative, cooperativeness, and resourcefulness;
- Sound judgment and decision-making skills, with a hands-on problem-solving approach, while demonstrating the ability to perform well under pressure;
- Ability to work as part of a team as well as independently; and,
- Personal qualities of integrity, credibility, and dedication.
- Five years of experience working in finance and administrative roles;
- Proficient skills in QuickBooks Accounting Software;
- Proficient computer skills, with a working knowledge of the MS Office suite; and,
- Excellent command of English and Arabic.
- Ability and willingness to be mobile and agile at a moment’s notice in case of an emergency required.
- Ability and willingness to work for extended periods in insecure and diverse environments.
- Ability and willingness to safely enter and exit a larger, armored SUV vehicle that is several feet off the ground without assistance, while wearing body armor and/or a heavy flak jacket.
- In case of an emergency situation, must be able and willing to “duck and seek cover”, which may require the individual to exit the vehicle, unaided, and hurriedly seek shelter elsewhere, as needed, in the event of a roadside emergency.
Education: Bachelor’s degree in accounting, finance, or business administration, MBA/CPA is preferred.
Working Environment: Work is typically performed in an office environment.
Physical Requirements: This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 25 lbs.
Supervisory Responsibility: This position may have supervisory responsibilities.
Work Authorization: Candidate must be authorized to work in Yemen.
About the Organization:
IBTCI has been in business since 1987. We specialize in Monitoring, Evaluation, Research & Learning (MERL), Institutional Support (IS), Financial & Risk Management (FRM), Supply Chain Management & Procurement (SCMP); Social & Behavior Change (SBC) and Capacity Building. We provide these services across many sectors including, but not limited to, agriculture, resilience & food security, conflict & crisis, democracy & governance, economic growth & trade, education, energy & Infrastructure, environment & climate change, global health & WASH and humanitarian and disaster assistance. At IBTCI, our colleagues are encouraged to collaborate and be part of the solution while getting the tools and guidance needed to grow and support our clients’ missions.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, gender identification, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws. We prohibit and do not tolerate any form of discrimination or harassment. VEVRAA Federal Contractor.
If you are an applicant with a disability that requires a reasonable accommodation to complete any part of the application process or are limited in the ability, or unable to use the online application system and need an alternative method for applying, you may contact the Talent Acquisition team at TalentAcquisition@ibtci.com (Do not send your resume to this account, for consideration please apply in our career page).