Deputy Director, Administration and Finance
Location: Addis Ababa, Ethiopia
Last Date: July 2, 2008
Deputy Director, Administration and Finance - Ethiopia
This is a full-time position with IntraHealth International based in Addis Ababa, Ethiopia.The Deputy Director, Administration and Finance (DDAF) is a senior position responsible for the overall management and provision of key support services within the area of finance and administration. S/He will serve as member of the leadership team, working closely with the Country Director, and responsible for the overall administrative and financial management of the project. S/He will provide direct supervision to finance, HR, administration, IT teams and legal services. S/He ensures that country office policies, procedures and activities are compliant with the law of the country in consultation with Legal Advisor. S/he will lead the implementation of the key systems in these areas and ensure compliance with IntraHealth and USAID and other donor policies, procedures and guidelines. S/He will ensure the provision of relevant and timely financial data for regular monitoring and strategic processes. As a key member of the leadership team, participate in the implementation of organisational policy and management decisions, supervising a Finance Manager, HR Manager, Administrative & Logistics Manager, Legal advisor and IT Officer.
Specific responsibilities are focused in six key areas: staff management (30%); financial management (30%); HR management (10%); planning, budgeting, and reporting (25%); and, coordination, networking, and representation (5%).
Supervise staff under direct line management in HR, Finance, Administration and IT teams. This includes the formulation of individual work plans and implementation of performance assessment process outlined in the Ethiopia HR manual;
• Supervise contract administration and logistics staff who implement subgrants, subcontracts and consultancies and capacity building of subgrantees
• Supervises the Admin and Logistics Manager in supporting IT service
Ensure that financial management systems can provide accurate, current and complete disclosure of financial transactions, and that they are aligned with IH policies and procedures
Monitor IH-E annual budgets and long-term financial projections and make analysis available to relevant staff
Design and implement sound internal control systems to safeguard assets, financial records and documents of the organization;
Monitor proper management of cash flow ensuring IH-E’s liquidity at all times;
Ensure all procurements are in line with IH and USAID procurement policies.
Supervise IH-E’s computerized financial management and accounting system
Ensure the evaluation of IH-E’s financial performance against projected budget and donor funding for the determination of expenditure priorities. Provide financial performance feedback to Country Director, Deputy Directors (DD), and IH/Chapel Hill staff;
Ensure the cooperation of the Finance Unit with other department/units to prepare accurate financial forecasts and secure adequate and timely financing;
Liaise and consult with Chapel Hill Administration and Finance Units and Country Point Person/Program Manager on work in progress to ensure that country administrative/financial activities are consistent with project plans, IH polices and procedures, and donor agency rules and regulations.
Supervise HR and administration systems to ensure that they that can provide accurate, current and complete polices and procedures pertaining to human resource management;
In close collaboration with the HR Manager and IH HQ, lead the process of reviewing the salary scale every two years by commissioning a professional salary survey.
Planning, Budgeting and Reporting
Ensure the implementation of system and policy on budget development, review and approval; All budgets must be approved by IH/Chapel Hill.
In collaboration with the CD, DDs, and IH/Chapel Hill Country Point Person/Program Manager formulate a budget plan for all activities of IH-E;
Ensure the effective monitoring of the budget, development of monthly projections and cash advance forecast;
Ensure compliance with donors’ agreements and ensure that all activities are implemented as per the approved agreement and budget;
Oversee the preparation of high quality monthly, quarterly, biannual and annual financial reports on IH-E managed projects.
Coordination, Networking and Representation
Represent IntraHealth Ethiopia Country Office administrative and financial team in meetings hosted by IH-E and/or donor agencies;
Liaise with government, donors and partners as required about projects under IH-E’s management;
Keep abreast of organizational changes and or developments in finance and administration and ensure dissemination across the IH-E Country and Regional Offices.
Establish and maintain open and cordial relationship with donors, sub grantees, GOs, NGOs, Regional Office Team other stakeholders, and IH/Chapel Hill staff in order to obtain the required support and collaboration for the smooth coordination and implementation of IH-E activities.
Perform other duties as assigned
Qualifications and requirements include a MBA/BA degree in accounting, management, business administration or related field; 8-10 years of experience in finance and administration, out of which at least 6 years in managerial position; excellent and proven experience in finance, operations management and administration, leadership quality and firm belief in teamwork; strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community; integrated knowledge and understanding of human resources, finance and contract related concepts, practices, systems, and procedures; knowledge of USAID rules and regulations; full and up-to-date computer literacy; demonstrated writing, presentation and report writing skills; fluency in written and spoken English language; and ability to travel to field offices.
This is a full-time position with IntraHealth International based in Addis Ababa, Ethiopia. For immediate consideration, please forward cover letter, resume, and salary requirements to email@example.com. IntraHealth International, Inc. is an Equal Opportunity/Affirmative Action Employer.