Director of Finance Job Vacancy - Pact, Inc. (Pact)

Type: NGO

Closing date: 28 Feb 2011

Location: Uganda

Director of Finance, OVC Program

Uganda

Position Summary: The Finance Director will oversee the financial, grants, contracts and administrative management of a large USAID/PEPFAR program serving orphans and vulnerable children. The Director of Finance will work within Pact's country office in Uganda but will be responsible for: setting up systems and procedures for cash management, procurement, grants and subcontract management, documenting and accounting for cost share/match. The DoF will also assist in preparing budgets, train and mentor staff on policies and procedures and donor regulations, support the financial aspects of grants management and activities. The DoF will work closely with the Country Representative and Headquarters to ensure compliance and effective and proactive fiscal management of programs and subcontracts.

Note: This position is for inclusion in an upcoming proposal submission and is contingent on award of funding.

Specific Duties and Responsibilities:

A. General financial management

* Design and implement systems and procedures following Pact standards adapted to handle specific country constraints and conditions, yet ensuring effective internal controls and minimizing risks for Pact.
* Provide oversight to the finance team in reviewing cash receipts and disbursement transactions such as but not limited to advances, procurement, travel, grants, subcontract transactions - ensuring adequacy of supporting document and appropriate cost accounting allocations.
* Work with the Chief of Party on integrated management of all project finances to ensure effective use of resources in order to achieve program objectives in compliance of all donor requirements.
* Contribute to budget preparation, processes and management in conjunction with the relevant program managers, including the development and review of relevant standard costs and scales for the programs.
* Prepare monthly cash requirement requests for running Pact programs in the country ensuring that cash balance maintained is not excessive.
* Provide training and/or guidance to field staff on Pact policies, procedures and requirements; donor guidelines, procedures and requirements; rules and regulations.
* Review the work of local finance staff and ensures that monthly reports are sent to Pact headquarters on time with appropriate cover information.
* Review monthly Financial Reports from field programs for completeness and accuracy; obtain Field management approvals, and submit to HQ Finance department.
* Ensure that country monthly field financial reports are submitted to HQ on schedule.
* Review Life of Project Reports from Pact Headquarter and provide feedback where necessary.
* Review the FSR reports received from headquarters and provide regional representative and the director of programs with up-to-date information and pipeline projections that may be needed by donor CTOs.
* Monitor inventory records that document and track nonexpendable property in accordance with USAID regulations and Pact policies and procedures.
* In conjunction with the director of program, grants manager and other members of Pact team, prepare budgets for cost extensions, new proposals and program revisions with the objective of full cost recovery and realistic cost projections.

B. Grants and subcontract management

* In collaboration with the regional representative and 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 the specific country.
* 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.
* Provide training in the administration of grants management activities beginning from pre-award assessments, monitoring/compliance visits and close-out procedures.
* Maintain centralize subcontract files.
* Support the full cycle of subcontracts management activities beginning from pre-award assessments, monitoring/compliance visits and close-out procedures.
* Ensure financial monitoring systems are in place and generate timely and relevant reports, including analysis and tracking of sub contracts commitments, obligations, awards and liquidations.
* Equip staff to provide technical assistance to local NGO's in the area of financial management and sub contract compliance.
* Work with the Grants Manager to ensure timely grant implementation in compliance.
* Ensure that all financial progress and final reports on programs and projects are submitted in accordance with USAID and other donor reporting requirements in a

timely fashion, in conjunction with the relevant senior program managers.

* Review all formal financial reports before they are sent by Pact to the relevant donor.
* Liaison with Headquarters Grants and contracts office where necessary for advice.

C. Supervisory responsibilities

* Supervise staff in reviewing cash receipts and disbursement transactions such as—but not limited to—advances, procurement, travel, grants, subcontract transactions and ensuring adequacy of supporting documentation and appropriate cost accounting allocations.
* Assist and train field staff in properly using financial programs and tools.
* Oversight of and coordination with other finance staff as well as training/mentoring of sub contractors staff where necessary in the administration of the program's sub contracts agreements with partners.
* Mentoring and training of staff in field office and other field site offices to ensure they have the appropriate skill levels for their positions and are developing their full potential.

D. Budgeting and Travel

* Track expenditures and reclassify when required.
* Monitor expenditures against budgets.
* Prepare budgets and revenue plans based on information from the project senior management.
* Assist in development and tracking of budgets for field programs.
* Draft budgets for contract modifications.
* Coordinate travel arrangements for project staff and consultants.
* Process and archive donor approvals for travel, waivers, etc. as required.

Qualifications:

* Practical knowledge of USAID rules and regulations, familiarity with other donors a plus
* Experience as Director of Finance with knowledge of contracts and grants.
* Demonstrated capacity to create and/or maintain systems and procedures for managing

complex programs with many implementation sites, partners and beneficiaries

* Skilled in accounting and financial management software
* Good analytical skills
* Ability and willingness to work in a challenging and dynamic environment
* Ability and willingness to travel within the country on short notice
* Strong communication skills and cultural sensitivity
* Written and spoken English fluency

This position may require a background check

Education and Experience Requirements:

* BA/BS (or equivalent) in Finance, Accounting, or related field required, Higher Degree or Certification preferable.
* Minimum of 5 years of Financial Management experience required; 10 years of directly relevant financial experience in conjunction with management experience may substitute.
* Experience in financial management of US Government contracts and/or sub contracts a must, preferably USAID.
* Audit experience a must.
* Professional experience in the region or knowledge/experience of similar setting is highly desirable.

How to apply

Please apply online at www.pactworld.org