• Director of Grants, Operations and Finance

    Job Locations MM
    Posted Date 2 months ago(10/10/2019 3:50 PM)
    Job ID
    2019-1305
    # of Openings
    1
    Category
    Program/Project
  • PACT Overview

    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 overall management and provision of key support services of Pact Myanmar, including office administration/logistics, procurement, grants management, operational accounting, financial reporting, auditing, information systems, human resources, 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 also 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

    With whom

    On what

    Country Director, Programs Director, COP, Program Managers, Unit Managers, SPM CEO

    ·    Country strategy development and implementation

    ·    Project financial management including burn rate analysis, budget pipeline, annual budget forecasting and variance reviews

    ·    Proposal budget development

    ·    Government relations, and external representation

    ·    Operational support services for Pact’s programs

    ·    Operational coordination towards country office’s advancement

    ·    Financial management of shared cost budget; including burn rate analysis, budget pipeline, annual budget forecasting

    Global Finance Manager - AEA

    ·    Country/project financial audits

    ·    Internal control reviews, financial policies and procedures

    ·    Project close-out

    ·    Operational accounting and accounting system implementation

    HQ Finance

    ·    Monthly financial reports, donor financial reports

    ·    Cash management/wire transfers

    ·    Country/project financial audits

    ·    Project financial management including burn rate analysis, budget pipeline, annual budget forecasting and variance review

    HQ Agreement Management Office

    ·    Subgrant agreements for international partners

    ·    Salesforce entries, cash management/wire transfers

     

    1. Specific Duties and Responsibilities:

       

      Administration, Logistics and Procurement Management

      • 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.

       

      Grants and Compliance Coordination

      • Oversee the administration of grants by the Grants & Compliance department to ensure compliance with Pact and donor policies, including: review of grantees’ financial reports, issuance of modifications, monitoring and oversight of activities and performance, resolution of disputes, resolving audit findings and closeout of grants.
      • Work with program staff to facilitate solicitation/selection of potential grantees, contractors and consultants.
      • Ensure proper negotiation of the terms and conditions and documentation for sub-agreements in coordination with Pact and donors’ policies.
      • Complete contract and grant award documents and procure approval from Country Director or HQ’s Director of Grants & Contracts.
      • Ensure that required sub-award documents are properly maintained and safeguarded.
      • Respond to compliance inquiries with terms and conditions under prime award and Pact policy; when needed, prepare requests for donor approval, in cooperation with HQ.
      • Review partners’ cost-share reports and track reporting on cost share obligations.

       

      Financial Management

      • Establish/maintain proper financial management systems and processes that provide accurate, current and complete disclosure of financial transactions. Provides oversight and support to the finance team:
      1. To ensure that all transactions are recorded in accordance with generally accepted accounting principles supported by relevant and verifiable source documents
      2. To ensure that disbursements are reviewed for allowability and properly allocated to projects
      3. To ensure that monthly account reconciliations are conducted and that appropriate plans are put in place and executed, as applicable, to resolve unreconciled differences
      4. 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)
      5. 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
      6. Drafting periodic non-USG donor financial reports and invoices for HQ review and approval prior to submission to the donor and 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, and 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, SPM CEO, Programs Director, COP, 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.

       

      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 Shared Services Department in coordination with relevant departments.
      • Lead regular scheduled meetings with relevant members of the general accounting and grants and finance teams and participate in cross-department coordination meetings.
      • 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 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.

       

      Human Resource Management

      • Supervise the HR Manager and ensure that s/he properly carries 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 and 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.

       

      Strategic Planning and Leadership

      • Participate as part of the SMT in the management of organizational policy and management decisions and ensure that policies and procedures are respected.
      • Work as part of the SMT in country strategy and policy formulation.
      • Advise the Country Director and SMT on latest developments and news about Myanmar to ensure that appropriate actions are taken in time.
      • Assist the Country Director in addressing issues related to strategic decisions, program advancement, and government relations.

       

      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 preferred, 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
    • Strong interpersonal skills and the ability to work across organizational boundaries
    • High energy, self-starter with drive and confidence to get tasks accomplished
    • Detail oriented, but able to grasp the big picture
    • Deadline oriented
    • Ability to work in a multicultural environment

    Pact encourages qualified national candidates to apply

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