Finance and Administration Manager
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Detailed Job description / requirements:
USAID Tayar Nepal Improved Disaster Risk Management Project
Request for Applications- Finance and Administration Manager
DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments. More information about DAI can be found on the DAI website (www.dai.com).
DAI seeks a Finance and Administration Manager for the USAID Tayar Nepal Improved Disaster Risk Management Project.
Applicants should apply via Formsite at this link by no later than August 31, 2019: https://fs9.formsite.com/daisuppliers/oiuh9cdwcn/index.html
Select the position in which you are interested in applying for, fill out the required information and upload CV. Only finalist candidates will be contacted. No phone calls or in-person applications will be accepted. Positions are for Nepal Nationals only.
Detail Scope of Work:
Position: Finance and Administration Manager
Level of Effort: One Year Full-time, Fixed Term Contract, with possibility of
extension until the close of the project
Period of Performance: on/about October 1, 2019 – September 30, 2020
Base of Operations: Kathmandu, with travel to priority Tayar municipalities
USAID/Nepal’s Tayar Nepal – Improved Disaster Risk Management Project will strengthen the capacity of Nepal’s national and municipal institutions responsible for disaster preparedness and response. In a country prone to a myriad of natural disasters, at the national level Tayar Nepal will build the capacity of disaster risk management (DRM) institutions, including the newly created National Disaster Management Agency (NDMA). Locally, Tayar will support eight urban municipalities to develop risk-sensitive land use plans and then support the prioritization and implementation of a set of technical assistance packages improve disaster resilience. In the event of a disaster over the life of the five-year project, USAID/Nepal may engage the program’s rapid emergency response mechanism. Tayar will work closely with the Government of Nepal and Nepali emergency responders to mobilize technical assistance, commodity support, small-scale infrastructure, and information management support. Tayar will apply lessons learned from disaster response efforts to improve national-level DRM systems and municipal-level risk-reduction activities.
The Finance and Administration Manager (FAM) will provide overall management of the finance, subcontracts, human resources, and administration functions of the project. The FAM will supervise all activities related to human resources, administration, and finance including but not limited to overseeing monthly expense reporting, all financial reporting to the Nepalese Government authorities, and payroll administration.
- Oversee management of human resources department, specifically the recruitment, negotiations, hiring, evaluation, and termination of employees/consultants
- Directly supervise the Finance Officer and Human Resources Officer,
- Oversee the supervision of all project finance staff, front office associates, office support staff, and drivers
- Provide training, guidance and leadership to project Finance and Accounting staff
- Design and implement finance, accounting, human resources and procurement manuals in line with DAI policies and procedures
- Maintain comprehensive knowledge of project’s Field Operations Manual (FOM) and identify areas where policies, procedures and/or practices may not align with project practice and advise project management with recommendations
- Ensure all document retention requirements are met across various departments, i.e. procurement, grants, logistics, human resources, inventory management, technical/delivery
- Train staff on finance procedures and documentation requirements
- Oversee general office space management and layout
- Develop and maintain reports of status of financial management activities (such as monthly and quarterly reporting)
- Ensure project assets/inventory report is balanced against the general ledger/FAS prior to submission to USAID
- Ensure that any/all contractual financial reporting requirements are identified and complied in a timely and accurate manner
- Ensure that tax reporting procedures are well documented to facilitate preparation and submission in a timely manner
- Review and submit monthly reconciliation reports
- Monitor and submit advance, commitment, and grant reports as applicable
- Develop and submit other reports as necessary based on registration requirements to local authorities
- Oversee the tracking and reporting of expenses by regional offices
- Monitor and report on partner/vendor payment schedules and obligations
- Provide annual budgets of expenditure as well as quarterly forecasts against budget statements (accruals, pipelines, etc.) as needed
- Manage preparation of internal and external audits
- Support responses and actions to internal audit comments
- Conduct daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with all regulations and the Field Operations Manual (FOM) to maintain audit readiness
- Perform regular spot audits on project’s files
- Ensure all required backup documentation is uploaded to DAI file management system according to set deadlines
Policies and Procedures
- Ensure accounting policies and practices are carried out in accordance with GAAP standards; project internal controls are established and implemented in accordance with DAI policies, USAID rules/regulations and the terms of the contract
General Accounting/Financial Management
- Oversee all field accounting procedures, ensuring that they are compliant with local laws, local tax regulations, DAI policies and procedures, and USAID regulations
- Manage, process and account for all project expenditures
- Allocate project funds among various program activities with the authorization of the team leader
- Review wire requests for field project implementation
- Conduct regular cash flow analyses to ensure availability of funds and the accurate maintaining of bank balances
- Ensure invoices, advances and reimbursements, checks, and wire transfer payments are processed accurately and in a timely manner
- Ensure the timely deposit of cash receipts
- Ensure petty cash is maintained at an appropriate level for ongoing operational activities and that established petty cash guidelines are adhered to
- Supervise periodic cash counts
- Ensure the safeguard of bank checks, and cash receipts
- Ensure proper segregation of duties within the Finance/Accounting Department
- Manage banking relationships and coordinate periodic updates for checking account signatories
- Review and approve bank reconciliations prepared by the field accountant
- Prepare and review project cost data prior to submitting Oracle data reports to DAI Washington
- Maintain file management systems for soft and hard copy documentation as required
- Establish guidelines for maintaining sub-grant and other partnership files and activities as applicable
- Maintain files on grant/procurement/subcontractor documents and modifications as required
- Direct the schedule of financial activities to ensure the timely preparation of budget related reports
- Ensure non-billable expenses are thoroughly reviewed and are kept to a minimum
- Ensure any foreign taxes paid are tracked, recorded, and reported to USAID in accordance with ADS guidelines
Travel Advances and Reimbursements
- Follow and maintain procedures to ensure accurate and timely payment of travel advances and reimbursements for staff and partner travel
- Maintain procedures to ensure accurate and timely reconciliation of travel advances
- Review outstanding advances and aging reports for accuracy and follow up as needed
- Ensure the timely and accurate processing and review of all payroll transactions, assuring compliance with established employment agreements and modifications
- Approve overtime expenses (if applicable per Project Schedule of Authorities)
- Ensures staff compliance with timekeeping policy and recordkeeping
- Serves as backup for payroll processing when applicable
- Oversee and Monitor use of field accounting system (FAS), cloud software for backup documentation, DAI’s operations system (TAMIS), etc.
- Coordinate with home office system support teams to troubleshoot technical issues related to systems or operations
- Train finance staff on DAI financial systems as needed
- 14 years of relevant experience, including at least 8 years of finance and admin management on donor-funded projects
- Experience leading and managing the financial aspects of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations.
- Experience with banking (e.g. reconciliations, petty cash management, etc.).
- Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local subcontract agreements, etc.).
- An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
- An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
- Demonstrated report writing skills in English is required.
- University degree in finance, human resources management, business administration, public administration, economics, or other relevant field is required. Masters preferred.
Level of Effort, Location and Reporting:
The level of effort is 260 days per year. The employment contract will be on a yearly basis, with possible extensions until the close of the project. The Finance and Administration Manager (FAM) reports to the Director of Operations. The position is based in Kathmandu, with travel to priority Tayar municipalities.
“Women and people from marginalized communities are highly encouraged to apply”