Director, Finance and Administration

Job Description

POSITION DESCRIPTION

BASICS Project/Parakou, Benin

Center for Health Services

Management Sciences for Health

TITLE: Director, Finance and Administration

REPORTS TO: Chief of Party

LOCATION: Parakou, Benin

OVERALL RESPONSIBILITIES:

The Director, Finance and Administration (F&A) ensures the timely and effective implementation of all operational activities in support of the BASIC project. S/he oversees budget preparation and monitoring; financial management and reporting; accounting; human resources; procurement; transportation; IT and communications; legal; office management and security; and all other administrative and operational functions of the organization. Her/his responsibilities extend to the oversight of all partners and sub grantees under the project.

The Director F&A safeguards the assets (financial and physical) of MSH and other donors against fraud, loss or misuse. S/he ensures that field expenses meet with Generally Accepted Accounting Principles, MSH policy, and any cost principles imposed by USAID. S/he must demonstrate the ability to use sound business judgment, in consultation with the COP, in assuring that all costs are reasonable and necessary for the completion of the MSH project goals.

MAIN RESPONSIBILITIES:

1. Maintain and/or oversee the maintenance of accurate, comprehensive, and up to date financial records using approved accounting/bookkeeping software.

1. Prepare and or supervise the timely and complete preparation of monthly, quarterly, and annual financial reports in accordance with MSH policies and guidelines.

1. Maintain regular communications with all members of MSH in-country team (program and administration, consultants) and ensure that timely and complete financial support is provided.

1. Transfer and disburse funds expeditiously, including issuing checks and vouchers, to fulfill obligations incurred by MSH within the guidelines of MSH and USAID finance and administration policy.

1. Develop procedures and programs for monitoring and analyzing program budgets, which allow accurate projection of expenditures and comparisons of actual and budgeted spending.

1. Exercise independent discretion and judgment in continually exploring opportunities for cost-cutting, cost-sharing and rational use of the project’s resources, and advise the COP accordingly.

1. Implement and manage the sub-contracting component of the project. Work with the subcontracting partners to strengthen community-based activities. These contracts have been awarded to a variety of NGOs.

1. Prepare and manage the project’s budget and pipeline expenditures. Estimate upcoming cash needs and accrue expenditures as appropriate.

1. Prepare a monthly request for funds, based on cash flow projections, to ensure the project has all necessary funds for operations.

10. In consultation with COP, approve all local and regional purchases as per established authorization levels, and maintain tracking and documentation systems that will facilitate future processing, payment and audit requirements.

11. Develop and implement regulations and procedures for local purchase, procurement and logistics management.

12. Provide financial oversight for financial and contractual mechanisms related to technical assistance activities to meet MSH’s management reporting requirements and facilitate the successful implementation of the project.

13. Provide an audit interface between MSH Corporate Accounting, external audit firms and donor auditors.

14. Maintain current standing with all mandated tax and registrations, including submission of payments and reports required.

15. Process local payroll and benefits, including transferring of staff salary into individual bank accounts.

16. Prepare payroll and track staff benefits and allowances (accrual of leave, pension plan, medical benefits, housing, transportation, meals allowances and miscellaneous allowance) etc.

17. Manage pension plan by liaising with the project’s insurance company on staff benefits issues, including group life assurance, group personal accident insurance, implementing a pension scheme for regular payment of employee/employer pension contributions, and maintaining a filing system for all matters relating to pensions and other insurance benefits.

18. Obtain proper and prior authorization and approval for all local costs.

19. Supervise the Grants Manager, Office Manager and Administrative Assistant.

QUALIFICATIONS:

1. Degree in accounting and/or business management, or equivalent certification from an accredited higher educational institution with relevant experience.
2. Demonstrated accounting, budgeting, reporting, and financial analysis experience.
3. Significant number of years of financial management experience of large international projects including USAID projects.
4. Full understanding of the basic tenets of cash control, asset management and bank reconciliation.
5. Full understanding of audit principles, and of the performance necessary to ensure audit compliance.
6. Unimpeachable integrity and mature judgment.
7. Previous working experience in Benin preferred.
8. Excellent interpersonal skills; demonstrated ability to interact professionally with a culturally diverse staff, clients, and consultants.
9. Demonstrated computer skills in spreadsheet, database, word processing, and web-based applications; Microsoft Office preferred.

10. Ability to speak and write French fluently and basic knowledge of English.

To apply for this position, please submit your cover letter and CV to the Employment Opportunities section of our website at