Director of Finance PACT
Director of Finance (DOF)
Myanmar
| Position Summary: The Director of Finance (DOF) is responsible for the overall management and provision of key support services operational accounting, financial reporting, auditing, subgrant financial management and monitoring, and staff capacity building. This role may be expanded to include duties within the area of office administration, procurement, human resource management, and external relations. The DOF will ensure that all projects managed by Pact Myanmar are implemented as per contractual agreements and maintain a high standard for the quality and integrity of financial data. The DOF will also be a key member of Pact Myanmar’s Senior Management Team and will play an active role in the development and implementation of strategies and business policies. S/he will be responsible for promoting effective communication and coordination between and among sections and departments within the division and Pact Myanmar. S/he will also maintain effective working relationships with key partners, donors and government representatives at all levels and will represent Pact Myanmar as and when required. |
Key Relationships:
Supervised by: Country Director, Myanmar
Supervises: Finance Manager, and Grant & Finance Officers, may include: Administration/HR Officers
Coordinates:
| With whom | On what |
| COP, Program Manager, Unit Managers | · Policies and procedures development/improvement · Project financial management including burn rate analysis, budget pipeline, annual budget forecasting and variance review, · Proposal budget development · Subgrantee financial management and monitoring May be assigned: • Office facility and IT management • Coordination and Relationship Building with External Organizations • Human resource management, procurement |
| Global Finance Manager - AEA | · Project financial management including burn rate analysis, budget pipeline, annual budget forecasting and variance review, · Country/Project Financial Audits · Internal Control Reviews, Financial Policies and Procedures · Donor Financial Reports · Project Close-out · Accounting System Implementations |
| DC Finance | · Monthly Financial Reports, Donor Financial Reports · Cash Management/Wire Transfer · Country/Project Financial Audits |
Core Values:
Pact employees embrace the following core values as representatives of the institution:
· all people have a right to participate in decisions affecting their lives
· gender equity is mandatory for social transformation
· resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
· diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
· teamwork and collaboration shape our day-to-day working relationships
· innovation and risk taking to achieve impact and broad scalable results drive strategic priorities
· gathering and sharing information are primary roles for all employees
· staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
· a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfillment
Specific Duties and Responsibilities:
1. 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/or job descriptions. It also includes regularly scheduled supervision and performance management meetings to assess progress against agreed outputs
· Build the technical and managerial capacity of staff under direct line management and delegate tasks for the efficient performance of activities
· As a key 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 personal development plans
· Lead and coordinate the work plan of the Administration and Finance Department in coordination with relevant departments as necessary.
- Expected Results:
o Administration and Finance staff workplan is developed and implemented (quarterly or annually)
o Ongoing capacity building and support of administration and finance staff under the direct line management
2. General Financial Management
· Establish proper financial management systems and processes that can provide accurate, current and complete disclosure of financial transactions. Provide oversight and support to the finance team::
a) To ensure that all transactions are recorded in accordance with generally accepted accounting principles supported by relevant and verifiable source documents.
b) To ensure that disbursements are reviewed for allowability and properly allocated to projects
c) To ensure that monthly account reconciliations are performed and appropriate plans are put in place and executed, as applicable, to resolve unreconciled differences.
d) To ensure the timely preparation and submission of a monthly financial report and supporting narrative on current project status, and documenting the monthly review of the financial performance of those activities under his / her oversight (including monitoring cash balances, subgrantee activities, and reviewing aged receivables and accrued liabilities).
e) Vetting of 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.
f) Drafting periodic non-USG donor reports and related invoices for DC review and approval prior to submission to the donor and in accordance with the agreed schedule.
· Monitor Pact Myanmar’s annual budgets and long-term financial projections and make analysis available to relevant staff
· Design and implement sound internal control system to safe guard assets, financial records and documents of the organization, and in compliant with Pact and donors rules and regulations
· Monitor proper management of cash flow ensuring Pact Myanmar liquidity at all times. This includes preparation of cash flow forecasts on monthly and quarterly basis and planning for timely preparation and replenishment for partners and others.
· Supervise Pact Myanmar’s computerized financial management and accounting system. Expected to keep abreast of developments in accounting and financial management software and practices.
· Review the Project Status Reports (PSRs) on a monthly basis, and provide the Country Director, COP, and other Program Managers and other 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 to 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
- Expected Results:
o Submitted financial report to DC office based on the set deadline - with high quality and completeness
o Financial reports and invoices for non-USG funded projects are prepared with high quality and submitted to DC office for review/approval in accordance with the reporting and invoicing schedule
o Reduced frequency of cash request to DC office, preferably once a month while ensure that the projected cash sufficient enough to cover day-to-day operations
o Internal control system including cash management are strengthen and improved
o Project budget and country operational budget management is updated and the process is improved
o All balance sheet accounts for ended and or closed projects are reconciled and cleared from the system
o All accounts balance between QuickBooks and DC office are reconciled
o Financial policies and accounting procedures is regularly updated (annually) to reflect with all changes made
3. Subgrants Financial Management
- Oversight of and coordination with the Grants & Contracts unit as well as training/mentoring of staff where necessary in the administration of the programs’ grant agreements with local and international NGO's.
- In collaboration with appropriate Grants & Contracts and Program Departments, Regional and DC Office personnel, design, develop and adapt policies, guidelines and criteria for the management of the grant portfolio using Pact’s Global standards taking into account the conditions and constraints of Myanmar
- In collaboration with the relevant staff, support the development of criteria and guidelines for identifying partners and selecting project proposals to be funded
- In collaboration with Grants & Contracts and Program Departments, ensure that the pre-award surveys are conducted and that monitoring and financial support are provided for grantees
- In conjunction with the Monitoring, Evaluation, Reporting and Learning (MERL) team , develop a financial monitoring and evaluation guideline, which reflects financial and administrative requirements at partner level
- Ensure financial monitoring systems provide timely and relevant reports to Pact staff, including analysis and tracking of grant commitments (i.e. cash advances), obligations, awards and liquidations, to support efficient accountable grant implementation.
- Equip appropriate staff to provide technical assistance to local NGO's in the area of financial management and compliance
- In collaboration with other program directors ensure that all grants are administered in accordance to the terms and conditions of donors.
- Expected Results:
o Subgrantee financial monitoring plan developed and implemented
o All subgrantee’s budget burn rate and other financial management issues are well coordinated and updated to Country Director and COP/Program Managers
o Accurate subaward matrices are prepared and updated
4. Coordination
- Liaises and ensure good relationships with the all concerned ministries and is in compliance with all government requirements & regulations.
- Keeps updates Master Copies of all MOUs, Registration Documents, Letters of Permission and other related documents and ensures HQ office has updated versions.
- Meets and follows up on all permission requests (visas, permits, MOUs, etc.)
- Lead regular scheduled meetings with relevant members of the general accounting and grants & finance teams, participate in wider coordination meetings (as per the agreed organizational meeting schedule).
- In collaboration with other 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 schedule with relevant departments (program, G&C, …)
- Expected Results:
o Regular coordination meeting with Program and Grants & Contracts teams are scheduled and implemented
5. Others
- Represent Pact Myanmar in key internal and external meetings when required
- Performs other duties as assigned by the Country Director
Duties that may be assigned:
6. Human Resource Management
- Supervise the HR Officer and ensure that s/he properly carry out his/her responsibilities.
- Process employment contracts and dismissals.
- Ensure HR & personnel policies and procedures are in line with best practices and compliant with Pact global policies and Myanmar labor law.
- Ensure personnel & recruitment files are kept up-to-date, secure and confidential.
- Ensure transparency of the staff recruitment and hiring process and that established policies and procedures are followed.
- Ensure Pact Myanmar HR policies are competitive with peer organizations.
- Ensure that the highest standards of ethics and confidentiality are maintained.
- Ensure gender equity and equality within the area of work, particularly in recruitment/selection and challenge any non-compliance to the policy and procedures.
- Coordinate with staff and senior management to resolve staff conflict.
- Expected Results:
o Personnel policies and procedures are up-to-date and in compliant with Pact global policies.
o Staff are trained and well understand about the policies
o Recruited high quality staff and ensure the high level of transparency in staff recruitment.
7. Office Administration, Logistical and Procurement Management
- Supervises Administration Officer and ensures that s/he properly carries out his/her responsibilities
- Ensure Admin policies and procedures are in line with best practices and compliant with Pact global policies.
- Oversees management of all office premises, expatriate housing and vehicles.
- Oversees the visa and other immigration requirements of ex-pat staff
- Overseas the travel and logistical arrangements for international visitors.
- Ensure that travel and other logistical arrangements for staff operate effectively
- Acts as Pact Representative in dealing with government ministries/line departments and the NGO community in relation to his/her Administrative duties.
- Coordinates and facilitations competitive bids.
- Ensure procurement and property management policies and procedures are in line with best practices and compliant with Donor and Pact global policies.
- Negotiates, with the cooperation of appropriate staff, acquisition funding mechanisms, including consultant agreements, contracts, purchase orders and other agreements necessary for programmatic activities and functioning of the office.
- Maintains property inventory list and ensures physical inventories are undertaken as required by Pact policy. Ensures equipment and property are properly insured.
- Expected Results:
o Administration and procurement policies and procedures are up-to-date and in compliant with Pact global policies.
o Staffs are well trained on these policies.
8. IT Management
- Supervise the Database / IT Officer for the percentage of time allocated to IT and ensure that s/he properly carries out his/her responsibilities.
- Ensure IT policies and procedures are in line with best practices and compliant with Pact global policies.
- Ensure staff are compliance with IT procedures and new IT instructions
- 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 set up and installed and appropriate to support the size of Pact staff
- Oversee and ensure the proper functioning and maintenance of all office equipment.
- Ensure system for back-up and security of IT data is up-to-date and of the highest standard.
- Expected Results:
o Pact IT policies is fully complied
o Quality of local network connection, internet, and email connection is improved.
Qualifications:
· Thorough knowledge of GAAP financial reporting along with USG contract terminology and policies with strong 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 and proficiency with Microsoft Office, Outlook and other computer-based applications – QuickBooks and Microsoft Serenic Navigator a plus
· Excellent written and verbal communication skills, including the ability to articulate results and recommendations of analysis to a variety of audiences within the organization (for example laterally across peers, and upward to senior management)
· Strong interpersonal skills ability to work across organizational boundaries
· High energy, self-starter with drive and confidence to get tasks accomplished
· Must be detail oriented, but can easily grasp the "big picture"
· Deadline oriented
· Ability to work in a multicultural environment
· An interest in international development a plus
Education and Experience Requirements:
· BA/BS (or equivalent) in accounting, finance or related field. Higher degree or certification preferable.
· Minimum of 5 years comparable financial management experience required; 10 years of directly related financial experience in conjunction with management experience may be considered.
Post a Comment