Director of finance & operations

Anonymous

Job Summary

A client seeks to hire a qualified candidate for the position of a Director of Finance & Operations

  • Minimum Qualification: Bachelor
  • Experience Level: Senior level
  • Experience Length: 8 years

Job Description

Specific Responsibilities

Financial Management:

  • The DFO will oversee the financial & admin management for the project. This includes oversight of finance & accounting, procurement & logistics, grants, construction, human resources, and inventory management.
  • The DFO will be responsible for preparing financial reports for submission to the donor.
  • The DFO will manage the donor drawdowns ensuring that cash being requested & received from the donor is spent in a timely manner.
  • Ensure timely submission of administrative and financial reports to the team leader and corporate operations office as required.
  • The DFO will lead the program annual budget development & amendment process that includes working closely with technical and operations teams to develop an annual work plan, life-of-project budget and an activity plan budget. The DFO will ensure a process of controls where all necessary costs are included accurately and completely, and that these costs are reasonable and allowable.
  • Manage the business systems effectively ensuring timely closure of the accounts and subsequent timely dissemination of monthly financial budgets vs actuals reports to budget holders. The DFO will prepare regular exception reports, identify gaps and ensure timely disclosure of potential risks for management action.
  • Responsible for coordination of contract/award management activities. Work with program staff, home office and partners to draft, manage and monitor implementation of contracts. Provide routine progress reports to program management team.
  • The DFO will ensure that key program personnel are aware of budgetary resources and are able to monitor their budgets effectively.

Compliance and Risk Management:

  • Ensure that strong internal control systems are in place, and that all staff in country understand the Code of Conduct and the organization’s Zero Tolerance practice.
  • Ensure that systems are in place to ensure that operations are managed and that staff act in full compliance with local laws, comply with the terms and conditions of contract/award and donor requirements, local law, and comply with the organization’s policies and standard operating procedures. Systems are in place to:
  • Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and the organization’s policies and procedures
  • Monitor compliance with appropriate segregation of duty in all procurement and payment activities from initiation to final payment and documentation.
  • Assist the Project Director to conduct regular and thorough operational risk assessments in country, and to monitor success of risk mitigation and risk control activities.
  • Coordinate execution of financial reviews or audits, and ensure timely follow up to review or audit conclusions and recommendations in close collaboration with the project team.

Operations & Administration:

  • Collaborate with the Project Director to (a) ensure that project activities and management operations are implemented as per the organization’s Mission, values, and policies, and standard operating procedures, and local laws and regulations, and (b) to safeguard MSH's reputation - Financial, Contractual and political integrity.
  • Support the Project Director in the management of  projects, aligning staff, systems, and other resources with the annual work plan and budget to provide timely, cost effective, responsive, and high quality operations and administrative support within local laws and available resources, and in an environment with adequate internal controls, adhering to contracts regulations, the organization’s Policies, and standard operating procedures.
  • Provide administrative supervision to the project specific support staff and is accountable for their performance management (including regular results, check-ins, formal appraisals, supportive supervision, rewards, training, coaching and carrier development support).
  • Ensure appropriate segregation of duty in all procurement and payment activities from initiation to final payment and documentation within all the offices in country.
  • Manage purchase of commercial goods and services in accordance with the delegation from the Corporate Contract Office in HQ. This may include purchase order approvals.
  • Assess staff capacity and determine needs for staff capacity building and development to improve the efficiency and effectiveness of the teams in country, including in satellite offices
  • Work with the Project Directors to ensure that human resource functions are coordinated with the Human Resources Partner/Manager and US Human Resources Management office.
  • Manage the offices and facilities, including lease negotiations and property insurance, where required.
  • Manage general office services, including cleaning and maintenance.
  • Manage Information Services.
  • Oversee property and asset management, including maintaining inventories and asset registers.
  • Oversee obtainment of local insurance as required, inspection, registration and operations for all the vehicles in country.
  • Oversee dispatching and scheduling of shared vehicles and drivers or commercial transportation.
  • Monitor local security risks and maintain an emergency and security plan, including emergency preparedness and strategies for maintaining operations.

Qualifications and Experience

QUALIFICATIONS

  • A post-graduate degree in Business Administration, Finance, Commerce, or a related field is required. Certified Public Accountant (CPA) qualification will be an added advantage.
  • A minimum of 8 years of related experience is required, 12 years of progressively responsible experience is preferred.
  • Demonstrated experience and knowledge in managing finance and compliance aspects of a mid-large CDC, PEPFAR, or other USG-funded activity.
  • Demonstrated strong oral and written communication skills in Swahili and English.
  • Extensive knowledge of business financial systems i.e. peoplesoft, navigator, quickbooks, cost point, SAP, Agresso financials etc.
  • Strong understanding and experience with USG acquisition and assistance instruments, policies and procedures, and requirements.
  • Excellent interpersonal skills and demonstrated ability to lead and work effectively in team situations.

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