Director of Finance and Administration at Africare

Position Summary

• This position is expected to be full-time located in one of the above mentioned country offices for a minimum period of at least 1 year, subject to periodic review and reassignment at the discretion of headquarters.
• The incumbent will be the senior most staff person to the Country Director and will have overall day-to-day responsibility for the Financial and Administrative management of the Country Office.
• The successful applicant is expected and required to possess the knowledge, skills and experience needed to guide and ensure that the Africare's "in-country" finance and administrative staff conduct, prepare, review, approve, obligate, manage, record and report all financial transactions including procurement, cash management and payroll in a timely and accurate manner, consistent with the County Office approved budget(s), in accordance with ethical accounting practices, and in full compliance with Africare's financial, administrative and procurement policies and procedures, and as well be responsible for oversight of the human resource function.
• Depending on the country office, the reporting lines may vary a little, but in all instances, the successful incumbent and be under the direct supervision and oversight of Africare's Chief Financial Officer (at headquarters) or his/her designee, and will also have a dual report to the Country Director or equivalent.

Responsibilities

• As the senior most finance and administrative staff member of the Country Office team, he/she will be expected to maintain cordial and productive relations with all Africare stakeholders including donors, government, collaborating partners and communities, adequately espousing Africare principles at all times.
• He/she will be required to assist the Country Director ensuring full staff compliance with Africare's Policies, Procedures and Code of Ethics.
• Working in close collaboration with the CD, the Director of Finance and Administration will be responsible for overseeing all Financial, Human Resource and Procurement Management (among other things):
• Analyzing, preparing and submitting timely and accurate budgets, financial and related compliance reports;
• Assuring that all funds and monies received in-country are properly deposited, secured and accounted for and reconciled on a monthly basis;
• Preparing and implementing tender and purchasing documents in accordance to USG rules, regulations and best practices;
• Supervising, implementing and organizing Africare's in-country insurance, licensing, contracts, supplier relationships, and import-export requirements;
• Managing and providing regular financial planning for the prevention, mitigation and rectification of unnecessary exposure and in-country risks; and
• Ensuring that all country office financial record keeping is properly maintained and consistent with all applicable Africare, USG, donor rules, regulations and best practices.

Strategic Duties shall include:

• Assist the CD in the preparation of the annual budgets and any other proposals to be submitted timely to Africare HQ.
• Advising the CD on financial strategy and its impact on in-country objectives, providing input when the financial performance of the country office has been compromised and/or is inconsistent with budgets both on a projected and actual basis.
• Regularly reviewing financial reports and compare outcomes against actual and projected spending; assist the CD to analyze successes and failings, and suggest means of improvements;
• Periodically visit project sites as needed for review of field financial management matters.
• Participate in developing the annual work plan and assist in program/project budget preparation with respect to updating the LOA pipeline spending analysis and projections.
• Oversee and help manage any specific program audits that may be requested and actively participate in the preparation of Africare's annual financial audit.

Managerial Duties shall include but not limited to the following:

• Day-to-day direction and leadership to in-country accounting, administration and logistics staff to insure quality assurance, recruitment, selection, training and promotion of financial and administrative staff.
• Responsible for all financial and accounting procedures, contracts and payroll.
• Assist the CD to address all financial aspects associated with contracts and procurements, including administrative and financial control screening of sub-grantee partners.
• Provide support and training of all junior finance staff and sub-grantees to ensure that they comply with generally accepted accounting and business practices, and insure that they meet donor and Africare standards with respect to and the safeguarding and responsible use of all activity-procured materials and equipment.
• Regular coordination and communication on financial management matters with Africare's home office.

Routine Responsibilities
Financial and Cash Management:

• In coordination with the CD, Chief of Party and other staff, make sure that monthly financial reports and Quarterly Fund Requests are accurately prepared and submitted to Africare HQ timely,
• Ensure that the minimum amount of funds required to implement projects and meet all Africare's financial engagements are available in country in timely manner.
• Prepare periodic cash flow projections for programs and/or project as required by HQ.
• Maintain control over the in-country financial and accounting systems, including bank accounts.
• Review and approve all invoices and payments to ascertain compliance with Africare procedures including availability of funds before seeking CD approval.
• Perform periodic reviews and certify the general ledger, cash book, trial balance and other pertinent reports generated in financial accounting system monthly in time to meet the monthly reporting to HQ (including but not limited to expenditures, credit, bank statement and reconciliation report).
• Maintain accounts receivables (A/R) for all program staff advances including all in-country travel, and ensure the timely and proper settlement of all cash advances within specified timeframe as per Africare policy.
• Prepare financial reports as per donor requirements and timeline, in addition to Africare financial formats.
• Insure the integrity and accounting of all monies held in country.

Budgeting and Reporting:

• Work with the CD to develop and/or review annual operating budgets in accordance with Africare guidelines.
• Develop and maintain budgetary controls of expenses, in consultation with the CD and program staff.
• Prepare donor billings and financial reports, and submit to donors within the agreed schedules.

Grants Management and Facilitation of Audits:

• Oversee the facilitation and management of the sub-grant making process as per Africare Grants manual, in tandem with donors' rules and regulations on financial management.
• In accordance with donor requirements, organize, prepare and facilitate external audits as appropriate in consultation with HQ.

Procurement and Management of Goods and Services

• Work closely with Africare's logistics and support staff to ensure that all policies and procedures are complied with, including the maintenance of the assets registry.
• Ensure that adequate internal controls and procedures are in place, understood and fully adhered to.
• Maintain service agreements with Africare contractors/providers of goods and services.
• Develop and system to keep track of all assets and their disposition.

With respect to Human Resources:

• Provide general oversight, guidance and management to respective HR staff over functions and activities to include, but not limited to the following:
• Oversee the recruitment and selection of qualified program field staff; recommend promotions, disciplinary action and termination of staff in consultation of the Country Director.
• Ensure that HR staff adheres to Africare's policy and procedures when it comes to the hiring and employment of all national staff.
• In close coordination with HQ, ensure that employment contracts are prepared, renewed or terminated in a timely fashion.
• Ensure that Host Country Reports due to HQ are accurate and submitted timely.
• Ensure that the Country Office maintains compliance to local labor laws including contracts, compensation packages and working hours, and recommend amendments to HQ's..
• Regularly monitor time, attendance and reporting for accuracy.
• Maintain open lines of communication with all field staff.

Qualifications
Education:

• Minimum of a Bachelor's Degree (four-year college Degree) in Finance or Accounting from an accredited institution, plus a CPA (accounting certification);
• Master's Degree preferred.
• Working knowledge and understanding of GAAP a must;

Prior Work Experience and Other Requirements:

• A minimum of 8-10 years of prior financial supervisory and management experience at an organization, responsible for a diverse folio of funds in excess of $10 million from either the USG and/or private donors for sizable and complex development projects.
• Minimum 3-4 years' experience with USAID/USG funds management, rules and reporting.
• Appropriate knowledge and skills in using computer software and systems for accounting, preparation of financial statements and payroll reporting and systems.
• Demonstrated, hands-on experience and proficiency using Microsoft Excel, Word and QuickBooks is a must.
• Track record in grants management as it relates to compliance and reporting of government, corporate and foundation grants is essential.
• Must be fluent in English both verbal and written skills, and be an effective communicator.
• Excellent presentation skills.
• Proven leadership capabilities required.

Additionally Preferred/Not required:

• Knowledge and skills in using Lawson software is a plus.
• Depending on the office location, proficiency in either French or Portuguese may also be required.

Some International Travel may be required:

• Applicants must have a valid passport with a validity date of at least six months.