Finance and Operations Lead

KEY INFORMATION
Job Title: Finance and Operations Lead
Position Type: Full time
Duration/Level of Effort: Until September 2025
Position Location: Ramallah
Reports to: Project Management
   
BACKGROUND
The FCDO Trade Facilitation and Customs Support programme (Tasdeer) is a £15m programme financed by FCDO and operational from 2020 – 2025. The objective of the Tasdeer is to improve the trade performance and customs capabilities in the OPTs. It will ultimately contribute to increased inclusive private sector-led economic growth and fiscal sustainability in the OPTs. The programme is designed to be flexible and adaptable, and it will work politically and technically to make progress across the four key interrelated workstreams:

1. Support to expedite the movement of goods and reduce transaction costs
2. Support to improve Palestinian trade-related institutions and business enabling environment
3. Support to improve the private sector’s skills and innovation to export and create jobs
4. Support to improve PA’s customs readiness to assume functions from Israel and revenues from trade-related taxes

The programme is implemented by a Cowater-led consortium on behalf of FCDO.

SUMMARY OF THE POSITION

The Finance and Operations Lead will lead the finance, human resource, procurement, and logistics functions for Tasdeer. They are expected to provide operational expertise and leadership throughout programme delivery, and ensure compliance with requisite policies.

KEY RESPONSIBILITIES

Procurement

• Provide end-to-end oversight of procurement processes, ensuring that all procurements are delivered in compliance with requisite policies and procedures;
• Provide quality assurance of procurement documents, such as Terms of Reference, and ensure that all documentation meets high standards of quality.
• Work collaboratively with the technical team to prepare any necessary tender documentation;
• Receive quotations/proposals from vendors, via the Finance and Operations Assistant;
• Ensure adequate administration of the procurement process, including properly filing procurement documents and maintaining internal trackers.
• Contribute to the evaluation of bids, for example moderating procurement panels on an ad hoc basis, and preparing procurement evaluations. Oversee the due diligence process, ensuring that all consultants receive due diligence clearance in accordance with Tasdeer’s processes and sign-off due diligence and vetting documents prepared by the Finance and Operations Assistant.
• Prepare service provider contracts and review contracts proposed by service providers, ensuring suitable quality and compliance with local legislation.
• Where necessary, acting as Tasdeer’s focal point with our in-country lawyer on contract compliance and to amend contract templates.
• Facilitate the payment of suppliers by coordinating the quality assurance of deliverables, and preparing supporting paperwork for the Finance and Operations Assistant.

Human Resources

• Staff Performance Management: Provide ad hoc support in the coordination of staff performance management, and ensure that all performance appraisal documents are completed and filed.
• Induction of new staff
• Ensure new staff are briefed on local office and security processes.
• Provide an operational induction to the program, including any necessary policies, processes, and all standard templates.
• Ensure new staff have IT access
• Recruitment
• Quality assure job advertisements, and post on relevant national job boards.
• Manage the recruitment process, including maintaining a longlist of all candidates and, on an ad hoc basis, shortlisting project positions.
• Maintain an up-to-date library of recruitment documents and candidate information.
• Travel and Accommodation
• Arrange all staff business travel and accommodation
• Manage expat staff in-country accommodation

Office Management

• Be the day-to-day point of contact for office management, including liaising with landlords for support, repairs and services as needed;
• Oversee the Finance and Operations Assistant in procuring office services, such as cleaning, internet, security costs, office supplies and equipment.
• Take responsibility for office safety, medical, and security trainings.
• Oversee the IT services, including liaising with the IT Service Provider to manage staff IT support requests.
• Maintain fleet documents
• Maintain an up-to-date asset register of all programme assets (including laptops).

Security

• Support the response to any security incidents, including acting within the Incident Management Team (IMT) when requested.
• Support the Team Leader and Project Director on updates to security policies and processes on an ad hoc basis.
• Rapidly inform SMT of any urgent security updates and arising issues and advise of any urgent action to be taken
• For events, coordinate security of any incoming international experts, event guests, and Cowater personnel and property.
• Proactively communicate security-related information and updates to the team, serving as Security Focal Point for the project.

Project Financial Management and Administration

Working with the Finance and Operations Assistant, the Finance and Operations Lead is expected to be accountable for the delivery of all in-country finance functions (listed below). This includes overseeing and quality assuring the work of the Finance and Operations Assistant.

• Payments and salaries
  • Review and sign-off project invoices from the field; and,
  • Review and sign-off all accounting and payment of all project salaries for Palestine-contracted staff, including filing and managing social security taxes.
• Expenses
  • Oversee the reimbursement of expense claims.
• Monthly financial management cycle
  • Review and submit the monthly cash forecast for review by the 15th of each month;
  • Review payment supporting documentation and ensure all relevant supporting documentation is attached to all payments;
  • Oversee reconciliation and review financial transactions prepared by the FOA following appropriate authorization;
  • Oversee the Finance and Operations Assistant to ensure appropriate filing of related financial documents, ensuring that all files are properly indexed with olio numbers and locked safely and ensure easy access and retrieval;
  • Conduct ad hoc petty cash reconciliations; and,
  • By the appropriate deadline, submit the financial report to HQ. This includes:
    • The monthly bank reconciliation;
    • Review and sign-off petty cash reconciliation of petty cash.
    • Payroll transfers and income tax payments.
    • Monthly payment vouchers.
  • Bank account management
    • If required by the HQ Finance team, open a field bank account.
    • Manage the field bank account, including cheque books, and be the first point of contact for the bank.
    • Review items prepared on the bank account by the Finance and Operations Assistant.
  • Local tax compliance
    • Review any VAT or withholding tax reporting prepared by the Finance and Operations Assistant as needed;
    • Oversee the Finance and Operations Assistant in submission of tax remittances and securing exemptions.
  • Liaise with audit teams where required.

جميع الحقوق محفوظة لموقع جوبس.

JOB REQUIREMENTS 

We welcome applications from candidates of any and all backgrounds. We anticipate that successful candidates will demonstrate the following:

 Education:

• Degree in any relevant.
• Qualification in accounting desired.

Experience:

• Minimum of 5-7 years of progressive experience in procurement, operations management and/or financial management, preferably with working with donor-funding programming

 Skills:

• Deep and demonstrated understanding of the Palestinian context, including significant experience delivering donor-funded programmes in Palestine.
• Results-focused and team-oriented
• Takes initiative to identify and anticipate needs and make recommendations for implementation;
• Experience in the management of administrative and reporting processes and procedures; 
• Experience managing and delivering financial
• Management of relevant tendering, contract, and procurement processes;  
• Management of recruitment processes and human resources management 
• Demonstrated experience in managing an operations team including performance management;
• Demonstrated ability to effectively broker, collaborate and build positive working relationships with a variety of stakeholders to achieve agreed deliverables and performance objectives;
• Demonstrated experience working in a role with significant security functions
• Ability to work under pressure and manage competing priorities within a dynamic environment; 
• Ability to identify opportunities for operational efficiencies and process improvements;  

Language Proficiency:

• Ability to communicate and write effectively in Arabic and English

GEOGRAPHIC COVERAGE AND DUTY STATION

Ramallah (some travel within Palestine may be required).

APPLICATION PROCESS 
Candidates are encouraged to apply as soon as possible, or by 16 January 2023. 

Candidates must submit the following to be considered:

• A full CV
• A cover letter (two page limit, A4) which explains their suitability for the role.

For your application to be considered, please submit your documents titled as follows: Candidate Last Name, First Name, date, Title of the Position.  Please submit your application to [email protected].

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.
   
We thank all applicants, however only those shortlisted will be contacted.
   
ABOUT US
With more than 35 years’ experience, Cowater International is Canada’s global leader in management consulting services specializing in international development and has managed the implementation of over 800 projects in more than 80 countries around the globe. We work with governments, partner organizations, communities and civil society to design and implement sustainable solutions that generate lasting social, financial and environmental impacts. Our adaptive approach to management has led to our award-winning work and recognition as one of Canada’s Best Managed Companies in 2017, 2018, 2019, 2020 and 2021. Headquartered in Ottawa, Canada, Cowater International also has corporate offices in Montreal, Quebec; London, United Kingdom; Nairobi, Kenya; and Brussels, Belgium, in addition to project offices in a wide variety of other locations across Sub-Saharan Africa and Asia.

We thank you for your interest in building a better tomorrow with Cowater International.