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Associate Director of Finance and Administration

Posted in Administration


Job Type

Full Time



Description :

Reports to: Country Representative / Chief of Party (COP), Open Doors Project

Main duties and responsibilities:

  • Manages the Finance and Operations staff of the Open Doors Project, which involves supervising the project staff and overseeing activities relating to accounting, financial management and internal controls and the “operational functions such as ICT, procurement, Contracts and Grants (C&G), administrative support and travel/logistics.
  • Manages the planning and implementation of field activities which includes oversight of budgets, grants, operational plans, reporting, and procedural and financial compliance.
  • Oversees purchasing of services, supplies and equipment for the project. Ensures all procurement and purchasing is conforming to FHI 360 policies and procedures.
  • Develops and submits financial reports following the appropriate procedures outlined by FHI 360 conforming to USAID regulations.
  • Monitors, validates and transmits accounting data to FHI 360 headquarters (HQ) on a monthly basis.
  • Performs project funding pipeline forecasts on a regular basis in current templates per deadlines, and transitions to updated tools and processes as directed by FHI 360 RO and HQ.
  • Reviews project cost share documentation and submits to the FHI 360 cost share team before the due date.
  • Ensures proper budgeting, expenditures tracking and audit of financial resources in accordance with USAID rules and regulations and FHI 360 policies;
  • Oversees cash management processes, including liquidity management, risk assessment, bank relationship management; timely accounting and reconciliation of all transactions, security for cash assets on site;
  • Routinely monitors financial transactions, reports and waivers and investigates anomalies or unusual transactions.
  • Oversees all internal and external audits of the project; coordinates activities of independent auditors ensuring all compliance issues are met. Ensures that substantiating documentation is approved and available such that all transactions may pass independent and funder audits.
  • Reviews payroll and ensures payroll-related taxes are remitted to the statutory authorities before due dates.
  • Responsible for overseeing sub awarding mechanisms and financial reporting by project partners.
  • Strengthens capacity of implementing partners in compliance and in acceptable financial principles
  • Coordinates periodic financial and administrative reviews at the main office, field offices and at the subaward partners.
  • Ensures that country policies and procedures are consistent with FHI 360 policies and procedures, donor regulations, and local legislation.
  • Performs other relevant duties, as assigned.

Minimum Requirements:

  • A Master’s Degree in Business Administration, Finance Accounting, or other relevant field with at least 8 years of relevant experience OR a Bachelors or Certified Accounting Degree with at least 10 years of relevant experience.
  • Minimum of eight years’ experience in accounting, operations and financial management of large-scale, complex international development programs.
  • At least 3-5 years of relevant grants and contract management experience, preferably with USG-funded prime awards and with subaward mechanisms.
  • Proven supervisory experience, interpersonal skills and team building expertise.
  • Demonstrated competency in developing and managing large budgets.
  • Familiarity with donor financial reporting and compliance requirements, preferably for USG donors (USAID, CDC, DOD).
  • Membership in the Association of Chartered Certified Accountants (ACCA) and/or Zambia Institute of Chartered Accountants (ZICA) referred.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

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