Finance and Administration Director – Nepal USAID Better Health Activity

About ADRA:

The Adventist Development and Relief Agency (ADRA) is a global humanitarian and development organization that operates in more than 130 countries. ADRA Nepal works with people in poverty and distress to create just and positive change through empowering partnerships and responsible action. We collaborate closely with local communities, government agencies, and other stakeholders to ensure the effectiveness and sustainability of our projects. We prioritize community participation, capacity building, and a holistic approach to development, aiming to uplift vulnerable populations and promote long-term positive change in Nepal.

Job Summary:

ADRA is searching for a Director of Finance and Administration for an upcoming USAID-funded Better Health Activity. This activity will support the three tiers of governments to improve the health system, especially around improved governance, improved demand-side barriers, and accountability of communities in the health system, and improved quality of health care services at the facility and community level. The activity will focus on improving quality of care for maternal, newborns and family planning services, prioritizing marginalized communities. The support will complement the USAID Health Direct Financing Project, improve readiness of health facilities, and prepare the health system for the possible future health emergencies with increased coordination across three tiers of government. The Director of Finance and Administration will oversee all finance and administrative activities under this project in the Nepal office. This includes the oversight of procurement, grants, logistics, human resources, accounting, and finance and records. S/he will be responsible for managing the award budget and preparing financial reports for submission to the donor and the head Office. S/he will ensure funds expended are compliant with USG regulations and policies. S/he will implement fraud mitigation practices and ensure systems and processes are implemented effectively to support implementation of award. The position will work jointly to effectively lead and manage the project’s essential finance and operations systems for budgeting, financial monitoring and reporting, consultants, and sub-award procedures. S/he will provide regular technical support and training to operations and project teams as well as to other partner organizations to help them establish sound, reliable, effective, and efficient financial management systems. S/he will also monitor the grant funds, develop the project’s financial reports, and work in close collaboration with ADRA head office – Finance and Operations staff to ensure top quality procedures and reporting. The position will be based in Kathmandu and report to the Chief of Party. This position is only open to Nepali nationals. This position is contingent upon donor approval and funding.

KEY RESPONSIBILITIES:

Systems Development and Strengthening:

• Lead development and strengthening of systems and tools for successfully administering the project, including general administrative processes, financial management, sub-award management, accounting, and logistics.
• Establish and maintain sound and transparent accounting and fiscal control procedures for financial, sub-award and operations aspects of project.
• Review and strengthen financial control system including zero tolerance of fraud and effective management of fiduciary risk, ensuring that there is transparency and an audit trail along the financial supply chain.

Management Accounting:

• Supervise the implementation of financial policies and procedures to ensure compliance to generally accepted accounting principles, ADRA standards, government, and other donor regulations.
• Lead and manage the project’s finance and administrative systems for budgeting, financial monitoring and reporting, procurement, and inventory management, as well as sub-awards.
• Develop and coordinate the project’s accounting, monitoring, and reporting systems, including establishing internal control systems in accordance with ADRA standard operating procedures and donor rules & regulations.
• Maintain monthly management accounts system fully updated, providing detailed analysis to senior management of actual disbursements against budgets, cash flow forecasts and reconciliation of accounts.
• Review payment vouchers for completeness, accuracy, allocation, and ensure expenses are allowable by project and ledger code; match all transactions to accompanying receipts (vendors, payroll, petty cash, provident fund, advances, and their liquidation to staff & consultant)
• Review the accuracy of the payroll, vacation, bonus, severance allocation according to the time sheets.
• Ensure that all the statutory deductions returns are submitted and paid to respective authorities.
• Review the monthly and quarterly balance sheet reconciliations and clear any outstanding items.

Treasury:

• Supervise and coordinate preparations of monthly cash flow estimates and send the cash advance request to ADRA Head Office

Budget, analysis, and reporting:

• Work with the project team to develop and coordinate the annual budgeting process.
• Support technical staff to develop formats and procedures for submission of budgets and forecasts from sub-contractors and grantees.
• Review and monitor budget to support financial stability, efficiency, and value for money. Analyze spending trends and provide recommendations to team leaders and field colleagues on areas with significant over or under spending.
• Review project budgets and monitor project expenditure in line with budget by maintaining a budget tracking/reporting system (pipeline report)
• Provide management & program staff with monthly reports and analysis as needed to help them manage the project.
• Supervise and lead the preparation of monthly financial report and bank reconciliation for submission to ADRA Head Office.
• Assist in the preparation of quarterly, bi-annual and annual financial reports to ADRA home office and USAID as well as interim status reports as required.

Audit and governance:

• Coordinate the preparation of the office financial year end procedure, year-end schedules and finalize audit schedules for all the balance sheet accounts including vacation, severance, prepayments, and accruals.
• Manage and supervise all compliance related matters including the development and monitoring of Corrective Action Plans, co-facilitating the monthly compliance team meetings (with the Chief of Party), timely submission of quarterly compliance reports to HO, etc.
• Prepare the management response and corrective action plan for any management letter findings resulting from the annual audit.

Sub-Grants Management:

• Establish, manage, monitor, and oversee all procedures for the development and issuance of grants and subcontracts with local partners.
• Establish, manage, and monitor all procedures for management of the funds provided to project partner organizations.
• Provide technical support and training to the participating program partner organizations to strengthen their financial and administrative capacities.

Staff Management:

• Supervise relevant Finance and support staff such as the, accountants, finance officers, and the finance manager, motivate and mentor a high performing team. Leverage the strengths of the current team members, develop and train them to reach optimal individual and organizational performance goals
• Oversee a process of cross-training between finance team members to enhance individual skills sets and to strengthen the overall operations.
• Provide leadership in strengthening internal communications with finance staff at all levels throughout the project; create and promote a positive and supportive work environment.

Work Health, Security and Safety (WHSS)

• Carrying out their duties in a manner which does not adversely affect their own health, security, and safety or that of others.
• Cooperating with measures introduced in the interests of work health, security, and safety.
• Undertaking relevant training provided in relation to WHSS.
• Immediately reporting all matters which may affect workplace health, security, and safety to their supervisor.
• Correctly using any information, training, personal protective equipment, and safety devices provided.
• Refraining from intentionally misusing or recklessly interfering with anything that has been provided for health, security, and safety reasons.
• Undertaking only those tasks for which they have authorization and/or the necessary training, and for which all necessary safety arrangements are in place; and
• Cooperating with arrangements made to assist the return-to-work of ill or injured employees.

Required Qualifications:

• Master’s degree or higher in accounting, finance, business management or a related field is required. Professional certificate (ACCA, CA, CPA) is preferred.
• At least 5 years of senior-level experience managing finance, administration, grants management, and operations activities for complex and large-scale donor funded programs, particularly with subcontractors. At least 3 years’ experience in the management of programs of the same donors, complexity, and size
• In-depth knowledge of USAID financial management rules and regulations, and reporting requirements
• Minimum of 5 years supervisory experience required.
• Demonstrated experience in management, supervision, and coordination of a team of senior finance, HR, grants, and operations professionals.
• Excellent knowledge of local labor laws and policy interpretation.
• Advanced skills in budgeting and financial reporting with USAID programs and projects
• Demonstrated skills in negotiations and effective communications with partner organizations and sub-grantees.
• Ability to facilitate decision-making processes and to build constructive alliances internally and externally.
• Ability to provide technical support and training in finance and administration.
• Knowledgeable of logistics and procurements systems for supplies and equipment
• Knowledgeable about information technology systems, including business software.
• Knowledge of basic accounting software packages, advanced proficiency in Word and Excel
• Superior attention to detail: organizational skills, planning skills, problem solving skills, analytical skills, and critical thinking.
• Excellent oral and written communication skills in English and Nepali advantageous
• Strong leadership and technical skills, with proven capacity to direct and manage change, and inspire high-performing teams.
• Exceptional interpersonal, teamwork, communication, partnering and supervisory skills.
• Strong interpersonal, written, and oral communication skills in English
• Ability to be flexible and manage and accomplish multiple priorities; goal oriented.
• Able to work and travel within Nepal.
• Demonstrated experience in the Nepali context
• This position is only open to Nepali nationals.