The
Finance and Administrative Director (F&AD) is a member of the FHI 360 Nepal
Country Office Senior Leadership Team. S/he is responsible for oversight of the
finances, contracts and grants and overall administration system for FHI 360
Nepal Country Office and its projects with the guidance from Country Director. The F&AD will ensure the achievement of
all financial control and performance objectives in accordance with
requirements of FHI 360 and its funding agencies in coordination with the FHI
360 Nepal Country Director, Chief of Party (CoP)/Project Director, Deputy Chief
of Party (DCoP)/Deputy Project Director. S/he will be responsible for providing support and guidance for budget
forecasting, expenditure tracking, and financial analysis, as well as grant and
contract management.
KEY RESPONSIBILITIES
Country Office Leadership
- Serves as a
member of the FHI 360 Country Office Senior Leadership Team to develop country
program strategy, business plans, operational plans and budgets.
- Works closely with
the Country Director to provide input and assistance to the management of the
country program.
- Carry out tasks as identified in the FHI 360 business
and operational plans, identify and explore further areas of interest to FHI
360, and contribute to the growth and diversification of the FHI 360 portfolio.
- Represent FHI 360 in external functions as needed at
the national, provincial and local level.
- Participate and contribute to the overall mission of FHI
360 Nepal.
Financial Management
- Responsible for oversight of all financial management
areas including accounting, payments, reporting systems and procedures for FHI
360 Nepal Country Office.
- Direct and manage the preparation of FHI 360 Nepal annual
budget for final approval.
- Manage and monitor the various controls and financial
measurements for the projects including budget limits, obligations and
burn-rates on an ongoing basis.
- Oversee the timely completion and accuracy of monthly
financial reports prepared for submission to the program funding agencies and FHI
360.
- Review and design appropriate workflow systems,
procedures and processes that ensure efficiency and effectiveness of the
support function that finance provides.
- Maintain adequate financial resources in country to
support monthly program operations and subproject reimbursements.
- Maintain an integrated financial system with up-to-date
data from multiple partners that enables for consolidation of information and
reporting.
- Direct and manage the development of regular updates
of country office financial policies and procedures manuals as necessary.
- Ensure all activities related to financial management
are carried out in conformance with policies and procedures established by FHI
360 and funding sources.
- Coordinate with related
staff at FHI 360 Asia Pacific Regional Office (APRO) in Bangkok, FHI 360
Headquarters (HQ) to ensure that project budgets, and accounting and fiscal
control procedures are implemented effectively in the Nepal Office.
- Clarify any issues arising
from audits conducted for the Nepal Office and Implementing Agencies.
Contract and
Grants Management
- Oversee pre-award audit of new implementation
agencies, and guide subproject budget development with country office staff.
- Oversee the monitoring and review of subproject
financial reports, sub agreements and other activity financial reports to
ensure compliance with subproject budgets and FHI 360 policies.
- Assist Country Director to manage the development and
review process for sub-agreements, contracts and amendments awarded from the
country office.
- Review and ensure that sub-agreements, contracts and
amendment documents meet the Contracts Management Services (CMS) requirements
and maintain quality assurance before execution by Country Director.
- Maintain regular communications with CMS Manager in APRO
and HQ to ensure that the country office is updated on any changes to CMS (including
certifications) and consultant formats and ensure that changes have been
incorporated and implemented.
- Maintain regular communications with USAID Office of Controller,
Contracts and Health and other funding agencies to ensure country office is
up-to-date on their policies affecting the FHI 360 programs.
- Direct the provision of formal and informal technical
assistance to implementing partners on issues of financial management and FHI
360, USAID and other donor policies and procedures.
- Provide leadership in the application and
interpretation of FHI 360, USAID and other donor rules, regulations policies
and procedures.
- Conduct periodic site-visits to partners to review
their financial records and internal control systems.
- Carry out internal auditing or inspections of books of accounts of FHI 360 program
implementing agencies.
- Facilitate
external auditors on their annual auditing work or special assignments.
Administrative Management
- Assist the Country Director with all FHI 360 Nepal
financial, administrative, and IT related issues.
- Oversee and implement the Country Office
administrative and office management system including office leases, equipment
and vehicles.
- Supervise and direct the day-to-day work of the
Administration and Finance Units including coordination with the Program and
Technical Units.
- Oversee the procurement process and the maintenance of
necessary information for completeness for local as well as duty free
procurement.
- Oversee the procurement and the maintenance of office
equipment and vehicles as well as the regular monitoring of subproject
procured equipment and vehicles.
Other Duties
- Assist Country Director and HR Manager to review and
revise HR policies and procedures and salary and benefits compensation packages
as needed.
- Perform other duties as assigned by the Country
Director, CoP or FHI 360 APRO Director, Enterprise Services or HQ Finance and
CMS staff.