Finance & Operations Director

Pact, South Africa

Skill RequiredFinance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
16th March, 2018

Job Description

At the heart of Pact is the promise of a better tomorrow. A nonprofit international development organization founded in 1971, Pact works on the ground in nearly 40 countries to improve the lives of those who are challenged by poverty and marginalization. We serve these communities because we envision a world where everyone owns their future. To do this, we build systemic solutions in partnership with local organizations, businesses, and governments that create sustainable and resilient communities where those we serve are heard, capable, and vibrant.

Pact is a recognized global leader in international development. Our staff have a range of expertise in areas including public health, capacity development, governance and civil society, natural resource management, poverty, fragile states, monitoring and evaluation, small-scale and artisanal mining, microfinance and more. This expertise is combined in Pact’s unique integrated approach, which focuses on systemic changes needed to improve people’s lives.

Project Overview:

Pact strives for a world where all people are heard, capable, and vibrant, and the USAID funded Government Capacity Building and Support (GCBS) Program is no exception. The GCBS strengthens DSD systems at the national, provincial, and district levels, with a specific goal of improved direct service delivery to children and reduced incidence of HIV and AIDS. The program is tailored toward strengthening the overall social welfare system, providing prevention, care (including access to HIV counselling, testing, and treatment), and support services to OVCY at all levels, with a specific emphasis on demonstrating the results and outcomes of site-level support in priority districts.

Position Purpose

The Finance and Operations Director is responsible for overall financial management and administration of the GCBS Program.

Key Responsibilities

Financial Management and Leadership

  • Ensure proper management of general ledger and weekly posting of transactions
  • Review of payroll processing and payments
  • Capturing of payroll journal and clearing of payroll suspense account
  • Review and management of balance sheet reconciliations
  • Coordinate month end process
  • Review and approval of trial balance and general ledger.
  • Intercompany transactions management and reporting
  • Management of inter fund clearing accounts
  • Develop monthly financial accounts
  • Cash flow management and review of monthly cash flow forecast
  • Monitoring of expenditure against budget.
  • Monitoring subcontractors’ expenditures against overall project and subcontractors’ budgets.
  • Review of monthly PSR report and addressing any queries with HQ.
  • Manage bank accounts.

Strategic Annual Financial  Planning

  • Lead annual financial strategic planning
  • Develop annual planning guidelines and timetable
  • Develop templates for information collection to feed into the main HQ template
  • Provide support and work closely with departmental leads on developing budgets
  • Produce the consolidated financial annual plan for review and approval by CoP.
  • Provide financial planning support on any other projects as necessary.

External Stakeholder Reporting

  • Quarterly USAID forecast reports.
  • Submission of monthly USAID Invoices.
  • DSD quarterly financial report and annual report.
  • Review of Mott MacDonald monthly reports and LOE submission including compliance review.
  • Quarterly review of Mott MacDonald’s financial report and monthly forecast against implementation plan.
  • As needed reviews of financial reports for other subcontractors.
  • Provide support and guidance on annual financial planning for Mott MacDonald and other subcontractors as applicable.
  • Manage obligations and modifications for Pact, Mott MacDonald, and other subcontractors.
  • Management of contract obligations and subcontract obligations on Serenic and/or Promise.
  • Manage relationships with the bank.

Internal Control Systems Management

  • Developing and updating policies and procedures in line with USAID rules and regulations and Pact’s global financial policies.
  • Put in place internal controls to ensure proper segregation of duties, cost effectiveness and safe guarding of Pact’s financial assets.
  • Preparation for ICR process and follow up of findings to ensure improvement of internal controls and provide report to SMT.

Staff Supervision and Professional Development

  • Setting performance goals with reporting staff.
  • Review of performance against planned goals and agreeing on plan of action.
  • Identify and agree areas of development – create a development plan.
  • Manage staff morale working with Human Resources.

Statutory Compliance

  • Work with Company Secretary to ensure CIPC compliance.
  • Ensure compliance with statutory bodies locally.
  • Monthly reporting and payment of PAYE, SDL & UIF as well as VAT.
  • Updating of payroll software to incorporate new tax regulations.
  • Ensure submission of employer payroll declarations: semi-annually and annual.
  • Review and ensure submission of Workman’s Compensation declaration and payment annually.
  • Preparation and coordination of annual audits.
  • Address audit findings and provide report to SMT.
  • Ensure updating of bank mandates as necessary.

Managing of Procurement and IT

  • Managing and monitoring procurement policies and systems in coordination with Operations Manager.
  • Ensure procurement is done in line with USAID rules and regulations.
  • Maintain procurement systems and standards according to Pact Operational Policy and Procedures Manual and strictly adhering to procurement limits.
  • Manage and monitor relationship with Netology ensuring value for money.

Facilities and Equipment Management

  • Maintaining of lease and service level agreements (Office, Office Cleaning and Cellphone).
  • Ensure that operations staff promptly report problems to building management.
  • Provide financial oversight of the facilities budget.
  • Ensure that office and asset security is consistently checked and updated where necessary and that all equipment and office space is sufficiently covered by insurance policy.

Administration Support

  • Ensure that adequate logistical and administration support is granted to the organization.
  • Review and monitoring of administrative policies and procedures in coordination with Finance & Operations Manager and TLA Manager.

Basic Requirements

  • Master’s degree in Financial management, Business Administration, Finance, Accounting or other relevant field, or a Bachelor’s or Certified Accounting degree with 10 years’ experience;
  • Five years of relevant development financial working experience; experience of working with or in the South African Treasury is preferred;
  • Ten years accounting, operations and financial management of large-scale, complex, international development assistance programs;
  • Demonstrated supervisory experience, interpersonal skills and team building experience;
  • Familiarity with USG financial reporting and compliance requirements;
  • Prior experience building or enhancing financial management capacity of civil society organizations;
  • Demonstrated experience and skills in developing and managing large budgets;
  • Proficiency in relevant computer applications and databases; and
  • Excellent written and oral communication skills.
  • Perform functions with a view to safeguarding the best interest of Pact
  • Ensure that regular backups of data are completed
  • Perform any other reasonable duties as assigned

Preferred Qualifications: South African citizens and / or South African permanent residents are preferred.


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