Finance and Administrative Director

Job Description

The Finance and Administrative Director (F&AD) is a member of the FHI 360 Nepal Country Office Senior Leadership Team. S/he is responsible for oversight of the finances, contracts and grants and overall administration system for FHI 360 Nepal Country Office and its projects with the guidance from Country Director.  The F&AD will ensure the achievement of all financial control and performance objectives in accordance with requirements of FHI 360 and its funding agencies in coordination with the FHI 360 Nepal Country Director, Chief of Party (CoP)/Project Director, Deputy Chief of Party (DCoP)/Deputy Project Director. S/he will be responsible for providing support and guidance for budget forecasting, expenditure tracking, and financial analysis, as well as grant and contract management.

KEY RESPONSIBILITIES

Country Office Leadership

• Serves as a member of the FHI 360 Country Office Senior Leadership Team to develop country program strategy, business plans, operational plans and budgets.
• Works closely with the Country Director to provide input and assistance to the management of the country program.
• Carry out tasks as identified in the FHI 360 business and operational plans, identify and explore further areas of interest to FHI 360, and contribute to the growth and diversification of the FHI 360 portfolio.
• Represent FHI 360 in external functions as needed at the national, provincial and local level.
• Participate and contribute to the overall mission of FHI 360 Nepal.

Financial Management

• Responsible for oversight of all financial management areas including accounting, payments, reporting systems and procedures for FHI 360 Nepal Country Office.
• Direct and manage the preparation of FHI 360 Nepal annual budget for final approval.
• Manage and monitor the various controls and financial measurements for the projects including budget limits, obligations and burn-rates on an ongoing basis.
• Oversee the timely completion and accuracy of monthly financial reports prepared for submission to the program funding agencies and FHI 360.
• Review and design appropriate workflow systems, procedures and processes that ensure efficiency and effectiveness of the support function that finance provides.
• Maintain adequate financial resources in country to support monthly program operations and subproject reimbursements.
• Maintain an integrated financial system with up-to-date data from multiple partners that enables for consolidation of information and reporting.
• Direct and manage the development of regular updates of country office financial policies and procedures manuals as necessary.
• Ensure all activities related to financial management are carried out in conformance with policies and procedures established by FHI 360 and funding sources.
• Coordinate with related staff at FHI 360 Asia Pacific Regional Office (APRO) in Bangkok, FHI 360 Headquarters (HQ) to ensure that project budgets, and accounting and fiscal control procedures are implemented effectively in the Nepal Office.
• Clarify any issues arising from audits conducted for the Nepal Office and Implementing Agencies.

Contract and Grants Management

• Oversee pre-award audit of new implementation agencies, and guide subproject budget development with country office staff.
• Oversee the monitoring and review of subproject financial reports, sub agreements and other activity financial reports to ensure compliance with subproject budgets and FHI 360 policies.
• Assist Country Director to manage the development and review process for sub-agreements, contracts and amendments awarded from the country office.
• Review and ensure that sub-agreements, contracts and amendment documents meet the Contracts Management Services (CMS) requirements and maintain quality assurance before execution by Country Director.
• Maintain regular communications with CMS Manager in APRO and HQ to ensure that the country office is updated on any changes to CMS (including certifications) and consultant formats and ensure that changes have been incorporated and implemented.
• Maintain regular communications with USAID Office of Controller, Contracts and Health and other funding agencies to ensure country office is up-to-date on their policies affecting the FHI 360 programs.
• Direct the provision of formal and informal technical assistance to implementing partners on issues of financial management and FHI 360, USAID and other donor policies and procedures.
• Provide leadership in the application and interpretation of FHI 360, USAID and other donor rules, regulations policies and procedures.
• Conduct periodic site-visits to partners to review their financial records and internal control systems.
• Carry out internal auditing or inspections of books of accounts of FHI 360 program implementing agencies.
• Facilitate external auditors on their annual auditing work or special assignments.

Administrative Management

• Assist the Country Director with all FHI 360 Nepal financial, administrative, and IT related issues.
• Oversee and implement the Country Office administrative and office management system including office leases, equipment and vehicles.
• Supervise and direct the day-to-day work of the Administration and Finance Units including coordination with the Program and Technical Units.
• Oversee the procurement process and the maintenance of necessary information for completeness for local as well as duty free procurement.
• Oversee the procurement and the maintenance of office equipment and vehicles as well as the regular monitoring of subproject procured equipment and vehicles.

Other Duties

• Assist Country Director and HR Manager to review and revise HR policies and procedures and salary and benefits compensation packages as needed.
• Perform other duties as assigned by the Country Director, CoP or FHI 360 APRO Director, Enterprise Services or HQ Finance and CMS staff.

Required Qualification & Experience

• Master’s degree in accounting, finance, business administration, management or related field and 7 years relevant experience; or Bachelor in accounting, finance, business administration and 10 years relevant experience; or PhD or equivalent degree and 5 years relevant experience.
• Prior experience in senior management positions in related organizations
• Proven experience and performance in program development, grant making and grant management with international organization
• Ability to work in teams and create collaborative team building environment
• Excellent English writing and with good communication skills.
• Experience with USAID rules and regulations
• Prior experience working in Nepal and ability to speak the Nepali language is an advantage
• Ability to travel to the field 20-30 percent of the time

How to Apply

To apply for this job online, please click on the link https://www.fhi360.org/careers

Final deadline for application is 5:00 p.m.April 3rd , 2022.

Only short-listed candidates will be invited for written test and oral interview. Any effort to influence the selection process will result in disqualification.