The Director of Finance & Administration is responsible for overall financial management, compliance, grants oversight, and administration. S/he is responsible for ensuring that USAID requirements for budget planning, monitoring, and reporting are fully met in a timely manner, and the establishment and management of financial, operational and administrative systems. S/he is also responsible for donor compliance mainly for finance and operations. S/he will be ultimately responsible for smooth running, efficient, and compliant project operations. S/he reports directly to the Chief of Party and will be a member of the project’s Senior Management Team (SMT)
Leadership and Management
- Ensure application of documented policies and procedures for finance and all core operations functions to ensure ongoing efficient, effective support and compliance across the project;
- Ensure that a system is in place for regular performance assessment of staff, including providing technical support and opportunities for development.
- Develop, coordinate and implement plans for the control, monitoring and reporting of financial operations to include controllership, treasury and budgets (work plan budgets, operating budgets and overall project budget);
- Ensure that all financial information is consolidated on time and provided to the COP as appropriate for analysis and dissemination;
- Provide guidance to and overall supervision of the project finance, grants, administration/ operations (procurement, transport, ICT, inventory, safety & security, stores/warehousing) and sub-award teams;
- Provide regular training and coaching to staff on donor regulations, grant management systems, financial management, procurement and HR & administrative procedures;
- Monitor the security situation and oversee implementation of security measures, including appropriate reporting;
- Ensure timely dissemination of and training on new initiatives/guidelines and policies and monitoring of implementation;
- Ensure that project offices are effectively managed, and that project staff have access to adequate transport, procurement, ICT, administrative and safety & security management support.
- Oversee the timely review, approval and submission of all internal financial reporting requirements, including monthly field reports to ESARO.
- Review the finance policies and procedures to ensure efficiency and effectiveness;
- Direct timely and accurate preparation and approval of all donor financial reports in respect to accounting, legal and contractual requirements
- Establish and maintain professional banking relations; plan and monitor weekly cash needs ensuring cash flow requirements of the project are met for smooth implementation of project activities.
- Provide the project management team with monthly financial reports including overall project budget status (budget pipeline tracker), work plan budgets status, ensuring potential issues are identified and addressed;
- Work closely with senior management to develop and monitor annual work plan budgets, operating budgets and budget updates;
- Perform final financial reviews of budgets prior to approval by Regional Office and submission to Funder.
- Perform internal audits and reviews of systems and processes, as required, to ensure compliance with company standards, donor requirements, and internationally accepted accounting practices.
- Work with project management to develop and implement strong systems of internal controls to mitigate risk with a strong control environment.
Sub-award Management Oversight
- Ensure adequate sub-award development processes, monitoring and management systems are in place to ensure effective and timely issuance, reporting and oversight of all sub-awards;
- Monitor the effective oversight and support to recipients of sub-awards by the project to ensure consistent compliance with the terms of their sub-agreements including financial management and compliance with donor regulations.
- Monitor the timely submission of accurate financial and activity reporting by sub-award recipients.
- Provide capacity building support to sub-grantees in sub-award management to be compliant with donor rules and regulations
Operations Systems Quality Oversight
- Assess and monitor compliance with company and donor operational policies and procedures through field visits and reports reviews;
- Review performance of operations functions to identify strengths and weaknesses; support project management team and implementing partners to replicate the former and address the latter;
- Ensure that regular and comprehensive risk and cost-efficiency analyses are conducted;
- Monitor and review operational budgets to support financial stability, ongoing program viability, efficient cost structures, and appropriate spending.
Problem Solving & Impact:
- Decisions and actions have a direct impact on the outcomes of own department and possibly the entire organization.
- Problems encountered are often complex, broad in scope, and implications are often unprecedented with no clear resolution.
- Must be able to provide accurate, expert level advice to reach outcomes that will enable achievement of overall department and organization goals.
Supervision Given / Received:
- Leads by “managing managers” or other direct reports in the functional area. Works under broad direction with considerable latitude for independent action.
- Ability to motivate, mentor, and empower individuals to achieve expectations and goals set for the functional unit.
- Typically reports to a Vice President, Senior Vice President or Executive staff member.
- Master’s Degree or its International Equivalent.
- ACCA or CPA full qualification, or a graduate degree in finance management, accounting or a related field
- At least 10 years of relevant experience in managing donor-funded projects
- Deep knowledge and work experience in application of USAID financial management rules and regulations.
- Diverse background in operations, with strong understanding of finance, administration, supply chain/procurement, human resources, information communication technology (ICT), and other project management processes;
- Significant experience in building, managing and maintaining systems for financial monitoring, budget systems, and internal controls.
- Experience managing and monitoring sub-awards, including international and local partners;
- Excellent oral and written communication skills;
- Fluency in English required;
- Demonstrated strong analytical, interpersonal and multi-tasking skills.
- Excellent leadership skills and demonstrated ability to manage and work effectively in team situations.
- Proven ability to prepare budgets, contract/sub-contracts and donor financial reports.
- Demonstrated capacity and prior experience in supervising others as a coach/mentor to train staff and develop financial skills of colleagues.
- Ability to travel regularly to program locations;
- Excellent computer skills particularly Microsoft Office applications, accounting software such as Serenic, Costpoint and internet skills.
- Experience working with other US agencies and/or international governmental donors is a plus.