Position: Director, Finance and Operations (DFO)
Supervisor: Project Director,
DHAPP-ZDF Partnership for Sustainable HIV Epidemic Control project
Location: Lusaka, Zambia
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology - creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories.
FHI 360 is seeking a Director, Finance and Operations (DFO) for an anticipated grant in Zambia, funded by the US Department of Defence (DOD), entitled Department of Defense HIV/AIDS Prevention Program (DHAPP) - Zambian Defence Force (ZDF) Partnership for Sustainable HIV Epidemic Control. If FHI 360 secures this grant, the project would likely start in September 2020. This is a follow-on to FHI 360's current award, Zambian Defence Force (ZDF) Prevention, Care and Treatment (PCT). The main technical areas covered by the DHAPP-ZDF Partnership for Sustainable HIV Epidemic Control will likely include the following: demand creation and community-based services for prevention of HIV cervical cancer as well as linkages to care and treatment; HIV-testing services; HIV-related related care and treatment, including PrEP and ART; Voluntary Male Medical Circumcision (VMMC); lab services; and health systems strengthening (HSS). The primary target population is the armed forces/military in Zambia.
Under the guidance of the Project Director, the DFO provides leadership and oversight of financial controls and accounting, human resources (HR) management, efficient procurement and logistical services, contracts and grants services (C&G), asset management, information communication and technology (ICT), and general administration of the project as well as ensuring compliance with the donor's rules and regulations as well as FHI 360's policies and procedures related to all of these functions. S/he is responsible for administrative and financial leadership of the program to ensure quality, timeliness, and efficiency of project set-up, daily operations, and close-out. This includes overall financial management of the project, including budget development, review and monitoring, forecasting needs, coordinating procurements, managing financial systems and enforcing controls.
Duties and responsibilities
- Ensure compliance with donor rules and regulations, FHI 360's policies and procedures, and general accounting/operations standards with regards to financial systems, contracts & grants/procurement management, HR, ICT, security/travel, etc.
- Ensure proper budgeting, expenditures tracking and audit of financial resources in accordance with DOD's rules and regulations.
- Support the planning and implementation of project activities which includes oversight of budgets, grants/contracts, operational plans, reporting, and procedural and financial compliance.
- Ensure efficient management and utilization of resources.
- Apply and update standard operating procedures for program operations and assure consistency with DOD's regulations and policies in operational matters.
- Oversee reporting and monitoring of organizational performance metrics in relevant areas.
- Oversee regular pipeline analysis and revenue forecasts to assess financial performance against budget, financial and operational goals.
- Oversee the management and coordination of all fiscal reporting activities for the organization including: organizational revenue/expense and balance sheet reports, reports to DOD, development and monitoring of organizational and contract/grant budgets.
- Develop and maintain systems of internal controls to safeguard financial assets of the program.
- Oversee all internal and external audits of the project; coordinates activities of independent auditors ensuring all compliance issues are met. Ensures that substantiating documentation is approved and available such that all transactions may pass independent and funder audits.
- Ensure compliance with DOD rules, regulations and policies as regards operational issues such as vendor selection, procurements, financial management, contracts and grants, inventory management etc.
- Manage day-to-day processing of accounts receivable and payable; produce reports as requested.
- Oversee cash management processes, including liquidity management, recommendation of imprest level, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site.
- Routinely monitor financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions.
- Coordinate responses to requests for financial information in a timely manner regarding program challenges, subcontractor or grantee issues, or changes to work plans or budgets.
- Oversee the maintenance of the inventory of all fixed assets, assuring all are in accordance with regulations.
- Work closely and transparently with all external partners including third-party vendors and consultants.
- Oversee administrative functions as well as facilities to ensure efficient and consistent operations as the FHI 360 policies and procedures and funder rules and regulations.
- Ensure continual review of internal and strategic controls, communications, risk assessments and maintenance of documentation.
- Ensure that sub-contracts, sub-grants and local consultancy documents and procedures are processed, managed, monitored and completed in a timely and correct manner and comply with FHI 360 and funder policies and regulations.
- Support partners as needed to ensure sound financial management and operations; and coordinate capacity development and monitoring of subpartners (subagreements).
- Provide overall administration coordination and support to ensure an effective and efficient operating platform for the program.
- Oversee a team of F&O staff and ensure clear roles and responsibilities and lines of communication are maintained amongst the team members; this includes conducting performance management and professional development of direct reports and of the entire F&O team(s), i.e. provision of constructive feedback, ongoing coaching, and career support, as needed and appropriate.
- Perform other duties as assigned.
Required knowledge, skills and abilities
- Demonstrated competencies in accounting, financial planning and management, procurement, HR management, Prime/Sub-award (C&G) management, and other relevant management support areas/functions.
- Knowledge of general office practices and administrative procedures that adhere to USG/donor guidelines.
- Proven proactive skills in identifying cost saving, cost avoidance and efficiency opportunities.
- Ability to work with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.
- A successful track record in setting priorities; keen analytic, organization and problem-solving skills which support and enable sound decision-making.
- Strong interpersonal and team-building skills with proven ability to overseeing teams of multiple functions/specialty areas.
- Strong organizational and administrative skills, with attention to detail.
- Ability to work independently and manage a high-volume work flow.
- High ethical standards and strong track record of ensuring compliance, controls and accountability, for effective risk management/mitigation.
- High degree of proficiency in written and spoken English communication, including presentation and training skills.
- Relevant computer software skills and familiarity with accounting software (including, at a minimum, the standard applications in MS Office).
- Relevant skills in automated accounting software systems and database spreadsheets.
Minimum Qualifications and Desired Attributes
- Master's Degree or higher in accounting, finance, business administration or related field (or international equivalent); or a Bachelor's accounting degree with 10 years' experience;
- At least 10 years of experience in F&O management for large scale, complex, international development assistance programs.
- Proven experience in developing and managing budgets with an annual value of over
- At least 5 years of experience in senior-level management/supervisory positions.
- Updated understanding of USG/PEPFAR-funded awards and related rules/regulations - experience with Cooperative Agreements required and with Contracts is an added advantage.
- Possess the knowledge, skills and abilities in the list above.
- Eligibility is restricted to Zambians.
Travel Requirements: 10 -25%
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 offers a competitive compensation package and is an equal opportunity employer. Kindly note that only shortlisted candidates will be contacted.
Recruitment is contingent upon successful award of the project and the selection of the final applicant is subject to DOD/DHAPP approval.
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support healthy work/life balance. Join our global workforce to make a positive difference for others - and yourself.
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FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is an equal employment and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.