Director of Administration and Finance

JOB DESCRIPTION

Job Title: Director of Administration and Finance
Supervisor: Country Director and Chief Financial Officer
Location: Lusaka, Zambia

Advertised: Jun 17 2022 South Africa Standard Time
Application close: Jul 01 2022 South Africa Standard Time

POSITION 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-Zambia 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 Finance 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
In consultation with the Country Director, liaise with in-country legal counsel and coordinate legal matters with ICAP-New York
Ensure that monthly payroll reconciliations are done, approved and filed
Performs other related duties as directed

EDUCATION

Bachelor’s degree in finance, accounting or related field required
Master’s degree preferred

EXPERIENCE, SKILLS & MINIMUM REQUIRED QUALIFICATIONS

Minimum ten (10) years of relevant work experience with at least seven (5) 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

Frequent travel to field sites, and possible international travel, is required