Director of Grants, Operations and Finance

  • Full-time staff position
  • Posted on 6 November 2019
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Job Description

At the heart of Pact is the promise of a better tomorrow. A nonprofit international development organization founded in 1971, Pact works on the ground in nearly 40 countries to improve the lives of those who are challenged by poverty and marginalization. We serve these communities because we envision a world where everyone owns their future. To do this, we build systemic solutions in partnership with local organizations, businesses, and governments that create sustainable and resilient communities where those we serve are heard, capable, and vibrant. Pact is a recognized global leader in international development. Our staff have a range of expertise in areas including public health, capacity development, governance and civil society, natural resource management, poverty, fragile states, monitoring and evaluation, small-scale and artisanal mining, microfinance and more. This expertise is combined in Pact’s unique integrated approach, which focuses on systemic changes needed to improve people’s lives.

Department

Program Delivery (PDEL) - Pact exists to help create a world where those who are poor and marginalized exercise their voice, build their own solutions, and take ownership of their future. The Program Delivery Team, contributes to realizing this purpose by: Forging smart partnerships and treating all people with dignity and respect; Applying organizational policies and regulatory compliance appropriately and consistently; Facilitating team spirit among colleagues and promoting the organization through communications; Influencing decision makers through focused, relevant communications; Continually striving to learn and share knowledge and find small ways to make the workplace more enjoyable for all; Cultivating and harvesting innovation; Contributing to the organization’s ability to think and act strategically at all times; Inspiring and spreading our desired organizational culture across the global enterprise.

Position Overview

Pact encourages qualified national candidates to apply

The Director of Operations and Finance (DOF) is responsible for the management and provision of key support services of Pact Myanmar, including office administration/logistics, procurement, operational accounting, budgeting, financial reporting, auditing, information systems, and external relations. S/he ensures that all projects managed by Pact Myanmar are implemented with quality and integrity, and in compliance with Pact’s policies and donors’ award terms and conditions.

The DOF is a member of Pact Myanmar’s Senior Management Team and plays an active role in the development and implementation of strategies and business policies. S/he is responsible for promoting effective communication and coordination between and among departments, and maintaining effective working relationships with key partners, donors and government representatives at all levels, representing Pact Myanmar as needed.

The DOF reports to the Country Director.

Key Responsibilities

  1. Specific Duties and Responsibilities:

Financial Management

· Establish/maintain financial management systems and processes that provide accurate, current and complete disclosure of financial transactions.

· Provide oversight and support to the finance team:

3. To ensure that all transactions are recorded in accordance with generally accepted accounting principles supported by relevant and verifiable source documents

4. To ensure that disbursements are reviewed for allowability and properly allocated to projects

5. To ensure that monthly account reconciliations are conducted and that appropriate plans are put in place and executed, as applicable, to resolve unreconciled differences

6. To ensure the timely preparation and submission of monthly financial reports and supporting narratives on current project status, and documenting the monthly review of the financial performance of those activities (including monitoring cash balances, subgrantee activities, and reviewing aged receivables and accrued liabilities)

7. Vetting of the subaward matrix on a monthly basis with regard 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

8. Drafting periodic non-U.S. Government donor financial reports and invoices in accordance with the agreed schedule.

· Monitor Pact Myanmar’s annual budget and financial projections and make analysis available to relevant staff.

· Maintain internal control system to safeguard assets, financial records and documents of the organization in compliance with Pact and donors’ rules and regulations.

· Ensure that cost-share reports are regularly updated and available for senior management and HQ office and for reporting to the donor. Provide an analysis report to country Director and program units about the status of the cost share.

· Oversee the monitoring of proper management of cash flow ensuring Pact Myanmar liquidity at all times. This includes preparation of cash flow forecasts on a monthly and quarterly basis and planning for timely preparation and replenishment for subawardees/partners.

· Supervise Pact Myanmar’s computerized financial management and accounting system; keep abreast of developments in accounting and financial management software and practices.

· Oversee the review of Project Status Reports (PSRs) on a monthly basis, and provide the Country Director, COPs, Programs Director, and other Program Managers and relevant stakeholders with up-to-date financial status information and pipeline projections to ensure that project spending is in line with the budget and workplan.

· Ensure the cooperation of the Finance Department with other departments/units and prepare realistic financial forecasts and secure adequate and timely financing.

· Continuously evaluate the appropriateness of the existing financial management system and/or approaches and propose changes for improvement.

· Update Pact Myanmar financial policy and accounting procedures and ensure they are in line with the standard Pact Country Office Financial and Accounting Manual.

Operations

· Supervise senior Administration staff.

· Ensure Administrative policies and procedures are in line with best practices and compliant with Pact global policies.

· Oversee management of all office premises, expatriate housing and vehicles.

· Oversee visa and other immigration requirements of ex-pat staff.

· Oversee travel and logistical arrangements for international visitors.

· Act as Pact’s representative in dealing with government ministries/line departments and the NGO community in relation to his/her administrative functions.

· Ensure procurement and property management policies and procedures are in line with best practices and compliant with Pact and donors’ policies.

· Supervise negotiation of acquisition funding mechanisms, including consultant agreements, contracts, purchase orders and other agreements necessary for programmatic activities and functioning of the office.

· Maintain property inventory and ensure physical inventories are undertaken as required by Pact and donors’ policies. Ensure equipment and property are properly insured.

Finance and Operations Staff Management

· Provide regular support and supervision to staff under direct line management. This includes, but is not limited to, the formulation of individual work plans (with agreed indicators of achievement) based on project work plans and job descriptions. It also includes regularly scheduled supervision and performance management meetings to assess progress.

· Build the technical and managerial capacity of staff under direct line management.

· As a member of the senior management team, participate in the management of organizational policy and management decisions.

· Participate in staff recruitment, induction planning and formulation of staff professional development plans.

· Lead and coordinate the work plan of the Finance and Operations teams.

· Lead regular scheduled meetings with relevant members of the general accounting and finance teams and participate in cross-department coordination meetings.

· In collaboration with department heads, promote effective communication and coordination across the organizational structure and country programs.

· Promote coordinated monitoring visits to project sites, sub-offices and partners as per agreed schedules with relevant departments.

· Design, supervise, and approve action plans in response to audits and internal control reviews.

· Oversee grantee financial and contractual performance as per Pact and donors’ policies.

· Provide policy guidance and interpretation of Pact policy and donor rules to Pact staff and grantees.

· In collaboration with policy holders, provide coaching and capacity assistance to Pact Yangon and field staff and partner staff, as needed, to ensure understanding and adherence to Pact and donor policies and procedures.

Information Systems

· Ensure IT policies and procedures are in line with best practices and compliant with Pact global policies.

· Ensure staff and operations comply with IT procedures.

· Oversee and ensure the proper functioning and maintenance of the office information technology hardware and software.

· Ensure that the server/database and internet/email connection are properly maintained and appropriate to support the size of Pact staff.

· Oversee and ensure the proper functioning and maintenance of all office equipment.

· Ensure back-up and security of IT data is up-to-date and of the highest standard.

External Relations:

· Represent Pact Myanmar in external meetings as needed.

· Represent Pact in national-level advocacy and coordination with the Government of Myanmar on legal, financial, and regulatory matters.

· Engage with government departments in Nay Pyi Taw, both directly in country office-related matters, and in close collaboration with program personnel for on programmatic matters.

· Serve as focal liaison in MOU-related negotiations and other aspects related to the Union Ministry of Health and Sports, and the Union Ministry of Social Welfare, Relief and Resettlement of the GoM, other ministries, as required.

· Work with senior management team (SMT) to explore and establish new relationships with government stakeholders.

· Ensure good relationships with all concerned ministries and compliance with government requirements and regulations.

· Maintain master copies of all MOUs, registration documents, Letters of Permission and other official government documents and ensure HQ office has updated versions.

· Meet and follow up on all permission requests (visas, permits, MOUs, etc.).

Other

· Performs other duties as assigned by the Country Director.

Basic Requirements

  • Master’s degree in business administration, finance, accounting, or management, with a bachelor’s degree and/or professional certification at a minimum of 10 years of experience in operational and financial management, preferably with an international non-profit organization, with at least 5 years in a senior-level capacity.
  • Functional knowledge in operations, staff management, procurement and property management, technical and/or management-level knowledge of office administration, grants, procurement, external relations, finance, and information systems.
  • Experience in financial and grants management of US Government awards and subawards a must, preferably USAID. Experience with other bilateral/multilateral donors a plus.
  • Ability to coordinate team and provide supervision and mentoring to multiple staff.
  • Professional experience in the region or knowledge/experience of similar setting is highly desirable.
  • Demonstrated knowledge and strong track record in senior management and/or financial positions with extensive supervisory experience.
  • Knowledge of GAAP financial reporting along with USG contract terminology and policies with financial accounting, modeling and analytic skills to ensure accurate and timely reporting and analysis of information to management.
  • Demonstrated knowledge of financial software and accounting systems for reporting purposes.
  • Excellent written and verbal communication skills, including the ability to articulate results and recommendations of analysis to a variety of audiences within and outside of the organization.

Preferred Qualifications

  • Myanmar National preferred.

About the Organization

At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42-year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.
Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.

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