JOB DESCRIPTION

Director - Finance and Administration

A. General Financial Management

  • Design and implement systems and procedures following the Pact standards, and adapted to handle specific country constraints and conditions in Madagascar, yet ensuring effective internal controls and minimizing risks for Pact. Focus should be on systems appropriate for effective and efficient management of small grant programs and large scale procurement through subcontracting.
  • Provide oversight to the finance team, and ensure accuracy, efficiency, and completeness of the following:

Recording of all transactions in accordance with U.S. Generally Accepted Accounting Principles (GAAP).

Review of cost eligibility, proper allocation of joint costs among multiple beneficiaries, and overall reasonableness.

Ensure adequate supporting documentation and appropriate cost accounting allocations for all cash receipts and disbursement transactions.

Ensure that monthly account reconciliations are performed and that appropriate plans are in place and executed as applicable to resolve any unreconciled differences.

Ensure the timely preparation and submission of a monthly financial report and supporting narrative on current project status, forecasting of near term results, and documenting the monthly review of the financial performance.

Vetting of subaward data monthly with regards to obligations made and outstanding, reconciling advances and related liquidations of expenses with the accounting system and related grants reports, and ultimate financial oversight of subaward closeout and potential funds recovery.

Drafting periodic non-USG donor reports and related invoices for review and approval by Pact prior to submission to the donor.

  • In conjunction with senior program managers, advise on the procedure for preparing budgets for cost extensions, new proposals and program revisions with the objective of full cost recovery and realistic cost projections.
  • Review the monthly and quarterly Life of Project (LOP) report and FSR reports received from headquarters, and provide Madagascar Country Director (CD) and program managers with up-to-date strategic information and pipeline projections that may be needed in communications with donors.
  • Effective management of project closeout activities and other financial management functions as required by the Pact Madagascar CD or Pact's Office of the CFO.
  • Ensure that corrective action plans approved by HQ in response to external or internal audits and other monitoring reviews are implemented as planned and scheduled.
  • Prepare monthly cash requirement requests for running Pact programs in Madagascar ensuring that cash balances maintained are adequate, yet not excessive.
  • Ensure financial records organization, retention, and security.

B. Grants and Subcontract Management

  • Oversight of and coordination with the grants unit as well as training/mentoring of staff where necessary in the administration of the programs’ grant agreements with local and international NGO's.
  • In collaboration with appropriate headquarters, regional and country-office grants and contracts personnel as well as the relevant donor representative, design, develop and adapt policies, guidelines and criteria for the management of the grant portfolio using the Pact worldwide standards for the conditions and constraints of Madagascar.
  • Ensure financial monitoring systems provide timely and relevant reports to Pact staff, including analysis and tracking of grant commitments (i.e. cash advances), obligations, awards and liquidations, to support efficient accountable grant implementation.
  • Equip appropriate staff to provide technical assistance to local NGO's in the area of financial management and compliance.
  • Work with the Grants Manager to ensure timely grant implementation in compliance with donor and Pact objectives.
  • Compile and ensure that all financial progress and final reports on programs and projects are submitted in accordance with donor reporting requirements in a timely fashion, in conjunction with the relevant senior program managers and Pact Global Finance.
  • Review all formal financial reports before they are sent by Pact to the relevant donor.
  • From time to time, there may be assignments to perform internal control assessments of field offices, or to perform training and mentoring of staff or grantees.

C. Human Resource Management

  • Oversee overall HR management processes for Pact Madagascar.
  • Develop and implement an effective HR database and reporting system.
  • Oversee the maintenance of effective HR filing system, with proper files maintained for each staff member, both manually and electronically while maintaining confidentiality.
  • Ensure the smooth and timely dissemination of information and advice on queries related to human resource and administration (internally and externally).
  • Assist the Country Management Team in assessing staffing requirements and the most cost effective way in which to achieve them.
  • Regularly update the Country Management Team on Human Resource statutory requirements, including tax laws and ensure that Pact's status in country remains within these requirements.
  • Ensure that line managers conduct regular performance appraisals and exit interviews for all staff.

D. Administration

  • Line manage all relevant administrative personnel
  • Together with the CD, provide advice on the management of all staff to ensure that it’s carried out within the Pact's stated policies, practices and procedures as well as the employment laws of Madagascar.
  • Liaise with external parties (i.e. advisors, other NGOs) and Pact HQ on compliance issues related to Pact’s operations in Madagascar (including work permits).
  • Overall supervision of contacts with local government agencies ensuring that all legal requirements are met, e.g. obtain vehicle registration, work permits, import licenses, etc.
  • Draw up guidelines as necessary to assist with the standardization of working procedures, practices
  • Establish and maintain standard administrative and Human Resource management systems
  • Develop and manage the communication, implementation, monitoring and review of all policies for national staff, ensuring that all documentation is in a locally readable language.
  • Through supervision and training, enable key national staff to take on a greater role in the management of administration throughout the program.

E. Other

  • Mentoring and training of relevant staff to ensure that they have the appropriate skill levels for their positions and are developing to their full capacity.
  • Conduct trainings for other personnel as needed to fully educate on efficient, effective financial and internal control systems, budget analysis, as well as policy and procedure awareness and compliance.
  • Oversight of financial assessments and trainings conducted for subrecipients.

Qualifications:

  • Expertise in the application of strategic financial management and experience in maximizing resource utilization
  • Experience in a large and/or complex organization, and the ability to influence and support colleagues in appreciating the importance of financial standards, procedures and controls
  • Experience leading the implementation of operational improvements and the persistence to achieve change in a challenging environment
  • Effective verbal and written communication skills, including high-level interpersonal and representational capabilities
  • Fluency in written and spoken English and French essential
  • Ability to operate and think strategically, coupled with proven analytical skills and the use of these to problem solve and make firm decisions
  • High level administrative and organization skills and attention to detail with experience of implementing administrative control at field level
  • Capacity to plan and manage and multiple deadlines
  • Experience working in a complex multi-donor grants and contracts environment with the U.S. government and other donors, including working knowledge of donor regulations systems and procedures for managing many sites, partners and customers (USAID experience preferred)
  • Preferred experience with financial management of small grants programs, or those with large subcontract portfolios, preferably with low capacity and nascent grantees
  • Experience in developing and implementing HR policies, procedures, and projects as well as the experience in developing and communicating HR management information
  • Excellent interpersonal and consultative skills, including the ability to communicate, present, negotiate and influence a variety of audiences
  • Experience with acquisition and assistance
  • Ability and willingness to travel at short notice
  • Ability and willingness to work in Antananarivo, Madagascar

Education and Experience Requirements:

  • BA/BS (or equivalent) in Finance, Accounting, or related field required, Higher Degree or Certification preferable.
  • Minimum of 10 years relevant Financial Management experience required; 15 years of directly relevant financial experience in conjunction with management experience may substitute.
  • Experience in financial management of US Government awards and subawards a must, preferably USAID. Experience in financial management of Global Fund preferred. Experience with civil society NGO sector preferred.
  • Professional experience in the region or knowledge/experience of similar setting is highly desirable.
  • Strong communication skills are required: fluency in Malagasy, English and French.

If you are interested in applying for this position, please submit your CV with a covering letter in English tono later than February 8th before 5:00 p.m. We just notice that only selected applicants for test and interview will be contacted.