Associate Director, Finance and Operations – DRC Ebola Response 305 views

Associate Director, Finance and Operations – DRC Ebola Response

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    • #3407383
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  • Job

    FHI 360

    Closing date:
    27 Dec 2019

    Job Summary:

    Responsible for the financial integrity for FHI 360’s humanitarian Ebola response efforts in the Democratic Republic of the Congo, which may include timely financial close and reporting to corporate, financial analysis and budget management, overseeing financial compliance, policy and procedures in line with country, regional, and corporate standards in a way that serves the needs of the unique humanitarian response context. Responsible for ensuring accounting and financial compliance standards are met, as well as building the capacity of the Crisis Response country finance teams by providing appropriate financial management training where necessary. Serves as the lead interface in the field for financial systems and ensures compatibility, performance and compliance are managed accurately and maintained.

    Based in Butembo, this duty station has been designated as high risk or extreme risk and poses a heightened risk or direct threat to personal safety. Applicants should research this location and the associated risks before submitting an application.

    The position is envisioned for an initial six-month period.


    • Ensure project office financial data is entered and processed in a timely and accurate manner to enable sufficient cash flow at all times to the emergency project.
    • Serve as a designated focal point to troubleshoot financial management issues and seek proactive solutions to current and anticipated issues in conjunction with country, region, and headquarters counterparts.
    • Map, assess, and implement an efficient system for financial review/approvals and bank signatories for the project, taking into consideration multiple project offices.
    • Review the protocols for cash payments in field sites and with a view to minimize cash transactions while ensuring suppliers and laborers are paid on time.
    • Review project office balance sheet activity, e.g. bank account reconciliations, severance, field advances, travel advances, etc.
    • Oversee project office timely reporting of project and travel activities.
    • Advise on project office cash flow management for best efficiency, including maintenance of adequate buffer balance for emergency situations. Ensure that systems are working for project cash requests to be processed on time.
    • Manage timely and accurate monthly financial closing process with project offices.
    • Evaluate project office Accounts Payable (A/P) activity to determine if invoices, payments to consultants, travel advances, and staff reimbursements are processed in accordance with standard operating procedures, and where necessary, revise standard operating procedures in line with corporate policy to accommodate for the crisis response context.
    • Implement systems to reduce the lag time between purchase commitments and closing of the financial transaction.
    • Obtain and maintain a thorough understanding of the financial reporting and general ledger structure.
    • Support the ongoing review, development and implementation of internal controls, best management practices, and financial policies.
    • Implement appropriate Crisis Response project offices finance and administration structure with respect to size, competence, and internal controls.
    • Establish training materials for project office financial staff on FHI 360 financial policies and procedures, internal controls, system interfaces and general accounting tasks. Ensure that staff in all Crisis Response project offices are trained.
    • Oversee the Butembo office to ensure efficient operations to support program implementation. This includes administration, procurement, staffing and risk management.
    • Ensure standard procedures and accurate records for CR inventory management per FHI360 DRC Operations Manual
    • In collaboration with the Kinshasa platform team, disseminate FHI360 Finance and operations procedures to all staff;
    • Oversee and ensure proper implementation of project procurement and logistics system, ensuring segregation of duties within procurement procedures
    • Oversee management of the physical office, as well as procurement of all office equipment, supplies and services
    • Work with operations staff to ensure international and local travel is properly procured and effectively managed
    • Perform other duties as determined by the Crisis Response department.

    Applied Knowledge & Skills:

    • Familiarity with INGO financial operations and constraints in humanitarian settings.
    • Expert knowledge of corporate accounting practices including in depth experience with Generally Accepted Accounting Principles (GAAP) and International Reporting Standards (IFRS) and other financial regulations and standards.
    • Knowledge of automated financial and accounting reporting Government Accounting, CAS and FAR regulations.
    • Intimate knowledge of working with Contracts, Grants, and Cooperative Agreements according to USG and international donor organizations regulations.
    • Excellent computer and systems skills required. Advanced skills in MS Excel required. and major financial accounting and reporting software (Deltek Costpoint and/or MS Navision or equivalent, preferred). QuickBooks knowledge helpful
    • Strong interpersonal skills and display evidence of good leadership, business partnering and influencing skills.
    • Ability to interact professionally with culturally and linguistically diverse staff and clients.
    • English fluency required; fluency in French and/or Swahili desirable.
    • Excellent written and oral communication skills and be comfortable participating both as an effective contributor and a listener in group settings which include senior staff.
    • Well-organized, resourceful, effective and efficient at coordinating multiple resources to get things done and must have proven track record of successfully working on multiple tasks at once and foresees and plan around obstacles.
    • Demonstrated sensitivity in diverse, cross cultural settings.

    Problem Solving & Impact:

    • Decisions and actions have a serious impact on the overall success of the function.
    • Erroneous decisions or recommendations may cause critical delays or modifications to projects or operations.
    • Ability to exercise judgment that contributes to the organization’s business strategies and develops objectives that align with department’s strategic goals.
    • Must be able to provide accurate, expert level advice to reach outcomes that will enable achievement of overall department and organization goals.
    • Demonstrates a responsive, customer service orientation.

    Supervision Given/Received:

    • Regularly interacts with senior management and/or major customers.
    • Interactions frequently involve special skills, such as negotiating with customers or management or attempting to influence senior level leaders regarding matters of significance.
    • Sets goals in achieving the region’s strategic goals.
    • Leads by “managing managers” or other direct/indirect reports in the region/functional area.
    • Ability to motivate, mentor, and empower individuals to achieve expectations and goals set for the functional unit.
    • Provide input on country/project accounting staff performance reviews.
    • In coordination with senior management, hire/terminates country/project staff.
    • Reports to the Crisis Response Coordinator.


    • Bachelor’s or its International Equivalent in Accounting, Finance or Business Administration. Master’s Degree preferred.


    • Minimum of 8+ years of finance management experience in
    • Minimum 5 years working in humanitarian or emergency response setting in an international organization (non-profit preferred).
    • Expert understanding of US Government contracting and regulations, such as FAR, CAS and 2 CFR 200.
    • Non-governmental organization (NGO) experience.

    Typical Physical Demands:

    • Typical office environment.
    • Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
    • Ability to sit and stand for extended periods of time.
    • Ability to lift 5 – 50 lbs.

    Technology to be Used:

    • Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, e-mail), office telephone, cell phone and printer/copier.

    Travel Requirements:

    • 25-50%

    ** Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job.

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