Job summary

Reporting to the Country Director and Chief Financial Officer, the Director of Administration and Finance will oversee all finance and administration functions of ICAP in-country, including budget development and tracking, financial management and reporting, subcontracts, procurement, and office management. Builds and supervises a strong administration and finance team.

Major accountabilities

• Develop, manage and regularly review ICAP finance and administration procedures to ensure efficiency and compliance to Columbia University/funder rules and regulations; serve as the primary custodian of all financial transactions; establish and manage financial systems to ensure transparency, accountability and accuracy of all financial data; establish and maintain financial procedures, ensuring adequate segregation of duties are maintained
• Develop and monitor budgets across multiple grants, in accordance with pre-established ICAP, Columbia University and donor guidelines; prepare forecasts of programmatic and operational costs, ensuring the availability of funds to meet financial needs; ensure that advances are reconciled in accordance with procedures and required deadlines
• Establish and maintain solid professional relationships with vendors, ensuring that all payments are made timely and that products and services are delivered in accordance with established standards; ensure that ICAP meets donor financial and administrative requirements, and apply fiscal controls and compliance procedures
• Conduct periodic pipeline and burn rate analyses, audits of actual expenses and budget-to-actual comparisons; present relevant reports to internal and external audiences to facilitate financial and programmatic planning and monitoring
• Perform periodic training for staff and partners in financial systems and policies
• Serve as lead liaison to ICAP headquarters in New York, to ensure that all administrative and financial obligations of the program are routinely met; serve as lead liaison with national tax authorities to ensure that ICAP in-country adheres to taxation requirements and receives taxation relief
• Establish/maintain banking relationships, ensuring transactions are processed timely, accurately, and adequate balances are maintained; ensure timely financial reporting
• Supervise sub agreement development and management process, including negotiation of contracts, development of budgets and provision of technical assistance to sub grantees, in close coordination with the ICAP-New York sub award team, to ensure effective management of funds and financial reporting
• Oversee procurement of office and program-related equipment, ensuring adherence to all donor, Columbia University and national regulations; maintain appropriate inventory of supplies and equipment, taking special care to ensure that all items are adequately documented and costs are appropriately chronicled; ensure that bid analysis is done and filed as part of the supporting documents for all purchases
• Ensure effective and smooth office operations, including security and transportation management of a fleet of vehicles; review the logs of vehicles maintenance; review the property log at least once a quarter; ensure that insurance policies are updated when new items are bought
• Serve as lead liaison with in-country legal counsel and coordinate legal matters with ICAP-New York; ensure effective establishment and implementation of ICAP systems for recruitment, orientation and on-going performance management for all staff; manage complex human resource matters including grievances, discipline, terminations, staff reductions, severance and rewards
• Ensure that monthly payroll reconciliations are done, approved and filed
• Supervise Finance, Admin and Procurement/Logistics Staff at ICAP national and subnational offices including those stationed at DOH-CHDs and LGUs
• Performs other related duties as directed

Education

• Bachelor’s degree in business administration, finance, accounting or related field required
• A Certified Public Accountant (CPA), preferred
• Master’s degree preferred

Minimum qualifications

• Minimum ten (10) years of relevant work experience with at least seven (7) years of work experience at an international NGO
• Demonstrated experience analyzing and interpreting financial data
• Sound knowledge of accounting principles and techniques required; experience with accounting software, such as QuickBooks, is a plus
• Experience working with international donors required; experience specifically with US government donor agencies and familiarity with USG rules and regulations strongly preferred
• Strong supervisory and management skills and demonstrated experience in the supervision of finance and administrative staff
• Demonstrated experience working independently with minimal supervision, reliably establishing priorities and meeting deadlines
• Advanced proficiency in Word and PowerPoint to develop presentations and Excel to develop moderately complex spreadsheets
• English proficiency required

Travel requirements

Travel to field sites, including international travel, as needed.