Finance & Operations Manager - Chisinau, Moldova

Primary Duties and Responsibilities: 

Background

The Data for Impact (D4I) project, funded by the United States Agency for International Development (USAID), works to harness the power of data for the benefit of the child by strengthening institutions of the Government of the Republic of Moldova in data-based decision making so they are better able to respond to child protection priorities. 

D4I in the Republic of Moldova started in February 2020, being implemented by Palladium, a member of the international consortium led by the University of North Carolina at Chapel Hill.

The D4I project in the Republic of Moldova is implemented in partnership with the Ministry of Labor and Social Protection (MOLSP), the National Social Assistance Agency (NSAA), and the Territorial Social Assistance Structures (TSAS). The overall goal of the project is to strengthen the capacity of the government and its partners at national and subnational levels to better collect, analyze, and use data to generate a positive impact on children in adversity.

The D4I team is seeking a Finance and Operations Manager to support the team.

Position Summary:

The Finance and Operations Manager is a full-time position to support the local activities and oversee the D4I project finances and operations though an office in Chisinau, Moldova.

This position is responsible for managing and directing the finance, accounting and financial administration, and reporting of the project, including budget administration, accounting, banking and cash management and financial reporting.

Reporting Requirement:

The position reports to the Chief of Party on a day-to-day basis with close liaising with the Project Delivery Manager and Senior Associate at Palladium’s US office in Washington, DC. This position may also supervise a Project Assistant and finance and administrative staff located in Chisinau, Moldova.

Key Responsibilities:

• Oversee day-to-day financial management and accounting for the project; maintains and manage financial accounts in coordination with Project Delivery Manager and the Palladium DC office;
• Ensure that the project meets all donor financial requirements and complies with donor policies and regulations;
• Assist in establishing, maintaining, and updating organizational financial policies and procedures to guide the work of project staff and management;
• Liaise with Moldovan government to establish social pension and other required agency accounts;
• Work with accounting firm, CPA, and other entities in-country to ensure we are following all relevant guidance and meeting all legal requirements;
• Monitors license and business requirements for maintaining the project’s implementation platform (Branch registration), consistent with Moldovan statutory requirements to maintain the entity platform in good standing; reports to Country Director on pending deadlines and requirements. 
• Prepare and track project budgets and budget projections; reviews expense reports, vouchers and payment requests, including proper back-up documentation to ensure compliance with established Palladium systems and the client’s rules and regulations;
• Work with the Chief of Party, Activity Lead, and Project Delivery Manager in Washington DC to develop annual budgets, projections, financial plans, costing estimates and monthly cash forecasting;
• Maintain regular communication with the senior leadership team at HQ by providing relevant and timely financial information for planning and decision-making purposes;
• Ensure timely payments to staff, consultants, and vendors; 
• Work closely with Project Delivery to implement monthly payroll accurately and on time, keep accurate and updated records and conducts regular reviews of staffing financial information;
• Oversee payments to vendors and contractors, consultants and other relevant parties and ensure that proper documentation is present; tracks all tax withholding information that is readily updated and available to project leadership;
• Ensure employees’ Travel Expense Reports (TERs) and Travel Advance Requests (TARs) are submitted on time and reconciled properly;
• Maintain complete, accurate and timely financial records; prepares and submit monthly financial reports as directed by Director in timely manner; and supporting documents are filed appropriately in hard and soft copies;
• Submits timely submission of month-end accruals to Project Delivery Manager;
• Maintain and oversee internal controls; prepares estimates of monthly cash requirements for HQ; coordinate with the Project Delivery Manager from Palladium DC; manage project bank account, reconciles monthly accounts and bank statements; submits receipts and invoices;
• Participate in regular meetings (phone, Microsoft Teams, or Skype) with Washington DC staff to discuss financial items;
• Ensure field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance with chart of accounts and project charge code(s).
• Maintain up to date personnel files and ensure compliance with local labor laws and with Palladium policies;
• When applicable, assist with an internal or external audit activity;
• Implement fraud mitigation practices and ensure systems and processes are implemented effectively;
• Identify potential areas of financial and compliance vulnerability and risk and develop or implement corrective action plans to resolve problematic issues;
• Lead and oversee the development, management, and complete life cycle of a variety of possible procurement mechanisms, including but not limited to purchase orders and sub-contracts;
• Coordinating with Palladium/Washington DC, implement and adjust when required the project's safety and security strategy and protocols, and serves as the point of contact for the person in charge of security;
• Mentor and supervise finance, operations, and other staff engaged in the activities noted here.
• Serve as bank signatory for local company bank account
• Perform any other responsibilities as may be directed.

Required Qualifications:

Qualifications:

A Bachelor’s Degree (minimum), or a Master’s Degree (desirable), in Accounting, Business Management, or other relevant field;
At least 8 years of work experience in broader finance and administration management with an international organization, including office management, HR, finance, IT, and logistics;
Demonstrable financial management experience on U.S government-funded programs, including U.S. government policy, procedures, and reporting requirements;
Experience developing, managing, oversight, and reporting on multi-million-dollar budgets;
Excellent financial and analytical skills;
Experience directly managing finance and administration staff persons;
Proven problem identification and resolution experience with budgeting, forecasting, banking, tax authorities, foreign currency transactions, and other related issues;
Able to communicate effectively and excellent interpersonal skills to form effective working relationships at all levels;
Experience with Quickbooks, CostPoint and other accounting and budget monitoring tools;
High level of computer literacy;
Must be fluent in Romanian
Ability to travel locally within Moldova;
Must be legally authorized to work in Moldova.

Selection Criteria:

Company Overview:

About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value.  We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people's lives.

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse.  All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.

To apply for the position access the link below:

https://palladium.csod.com/ux/ats/careersite/2/home/requisition/16311?c=palladium