The Finance and Operations Director (FOD) is responsible for the financial management of PCI in Ethiopia. This position is responsible for the direct supervision of the finance, procurement and logistics teams. The Finance and Operations Director, in close coordination with PCI departments, ensures that internal control procedures are followed and PCI, US government and other donors’ requirements for financial management, compliance, and accounting, budget planning, monitoring and reporting are fully met in a timely manner.
The position is contingent on funding of an anticipated multi-million dollar, US Agency for International Development (USAID)-funded project in Ethiopia that will improve resilience to enhance food security and inclusive economic growth for lowland pastoral communities.
Key Duties & Responsibilities:
Strategic Finance Management
- Collaborate with program managers and Country Director (CD) for strategic program-finance linkages by providing timely analytics and guidance
- Ensure optimal functioning of finance and operational systems by continuously improving them (or introducing new systems), pre-empting challenges and removing bottlenecks
- Systematically and continuously review to enhance quality of performance of finance system at sub-offices as well as to provide appropriate financial information to technical leads
- Lead in planning, monitoring, and mentoring of consortium partners through a partnership and compliance lens
- Develop processes and communication protocols that are customer (staff, partners, vendors) friendly, resulting in a positive working environment
- Partner with CD to provide finance management inputs to program managers, partners, and senior management team (SMT) resulting in PCI becoming a preferred consortium lead
Budget Planning, Monitoring, and Reporting
- Understand PCI’s business model to minimize co-funding and meet annual financial performance goals
- Develop budgets annually for existing projects and in response to opportunities for new projects
- Monitor PCI program budgets to ensure that spending occurs as planned and that variances are anticipated, noted, and corrected. Ensure that key program personnel and partners are aware of their budgetary resources and are able themselves to monitor their budgets
- Prepare monthly variance analysis reports for each budget, including accruals, and initiate review with individual program managers
- Prepare any budget revisions and projections for PCI programs and respond to any questions
- Prepare financial information requested such as pipelines and accruals
- Prepare monthly financial reports, budgets, forecast, and reports on variances for PCI’s international office
- Review payroll for accuracy of payroll register, salary computations, allocations to different programs, and journal entries posted in PCI’s accounting software program
- Develop good relations with partners and provide tools, procedures and leadership.
- Monitor and review financial report from all partners.
- Ensure compliance with all statutory issues for IO and PCI Ethiopia local government authorities
- Review and approve the preparation of monthly funding requirements and ensure that all programs receive the funds approved for their use in a timely manner
- Monitor bank balances to ensure that reserves are adequate to meet current needs
- Supervise the preparation of all payments to ensure complete documentation is provided and properly filed
Internal Controls, Policy, and Compliance
- Lead the development of new policies and procedures concerning internal controls and operating efficiency
- Monitor existing compliance procedures and initiate potential improvements
- Perform periodic internal control reviews to assure compliance with organizational policy and appropriate segregation of duties
- Assess financial, compliance, and other relevant risks and establish risk mitigation processes
- Maintain and perform regular general ledger analysis
- Ensure compliance with PCI approval matrix
- Ensure compliance with PCI accounting, procurement, and sub-award manuals
- Ensure proper asset management
- Maintain effective working relationships with all stakeholders (donor, partners and local authorities)
- Ensure compliance with donor policies and procedures and make recommendations for improving overall operational effectiveness and efficiency of the program(s)
Supervision & Capacity Building
- Provide supervision to the finance, procurement and logistics teams.
- Assess the core strengths/weaknesses of the team members, and in conjunction with IO finance and Operations teams, provide training and on-the job coaching to develop the capacity and knowledge
Project Close Out
- Ensure that close out forecasts are made beginning six months ahead of project end date and that spending during those six months is closely monitored
- Follow PCI’s project closeout procedures and ensure that there is complete compliance with all USG and other donor required close-out regulations
- Interface effectively with the CFO and participate as a member of the global finance team
- Participate in PCI’s innovation efforts and in teams on innovation initiatives
- Other duties as assigned
Position Parameters/Special Responsibilities Required:
- The position will be based in Addis Ababa, Ethiopia but will require frequent travel to the field offices.
- Ability to travel in-country and internationally up to 30% of time.
- Bachelor’s degree in a related field or the equivalent. Eight or more years in accounting and financial management with experience in non-profit accounting required;
- Grant management experience and knowledge of US government grant-making rules and regulations required;
- Experience managing complex, multi-year, multi-million-dollar cooperative agreements funded by USG is required;
- Experience in managing international consortiums is required; experience as prime is highly desirable;
- Experience in working in food security, agriculture, nutrition, disaster risk reduction, and/or crisis response program context in pastoralist areas is highly desirable;
- Experience with and commitment to working in a diverse workforce;
- Demonstrated ability to work effectively with a broad range of stakeholders including government, private sector, local and/or international non-governmental organizations, and civil society;
- Demonstrated management skills in a multi-cultural context. Excellent interpersonal and communications skills and ability to work with people of varied backgrounds.
- Ability to work under pressure and handle multiple and time sensitive deadlines;
- Highly proficient in using general ledger, Word, Excel, e-mail and web browser software.
- Demonstrated ability to utilize new software applications effectively;
- Fluency in English with excellent verbal and written communication skills;
- Experience working with international non-profit organizations is preferred.
- A passion for the mission and values of PCI
Closing date: 31 Oct 2019