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Associate Director, Financial Management

FHI 360

FHI 360

Accounting & Finance
Manila, Philippines
Posted on Thursday, October 19, 2023

EpiC is a five-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID). The project provides strategic technical assistance (TA) and direct service delivery to break through barriers to 95-95-95 and promote self-reliant management of national HIV programs by improving HIV case-finding, prevention, treatment programming and viral load (VL) suppression among key populations (KPs) and priority populations (PPs). In the Philippines, EpiC will work in Mega Manila to address critical gaps and bottlenecks in the response to HIV among KPs in the Philippines and build capacity of local, community-based KP organizations and work closely with the government of the Philippines to deliver HIV services tailored to the needs of KPs. In addition to the activities mentioned above EpiC Philippines will focus on expanding HIV case finding in the community, expansion of PrEP and treatment initiation, adherence, and retention support for people living with HIV (PLHIV), with a focus on select key population groups.

Job Description

The Associate Director of Financial Management & Operations will be responsible for the overall financial management and administration of the program and to provide leadership/mentorship to the Epic Finance and Operations team. Duties require broad conceptual judgment, strategic thinking, initiative to innovate and ability to deal with a wide range of administration and finance issues in a high pace environment. The Associate Director of Financial Management & Operations will ensure compliance with FHI 360 and USAID financial and accounting procedures, rules and regulations. S/he will be accountable for budget forecasting, expenditure tracking, and financial analysis, as well as grant and contract management; overseeing administrative, operational, and human resources functions; reviewing and approving recommendations for financial planning and control and key administrative decisions for organizational and local compliance requirements, in consent with senior management team; and selecting, evaluating performance, and developing capacity of finance and operations management personnel to ensure efficient project support. S/he will work closely with Country Office, Regional Office, and Headquarters staff to monitor and ensure the financial health of the project and to prepare internal and external reports and deliverables.

Position Responsibilities:

  • Directs and closely work with Finance Manager and other team members in ensuring compliant and timely financial reporting for annual budget planning, pipeline analysis, audit reviews and assessments

  • Maintains weekly and monthly schedule of financial transactions and reporting according to organizational requirements.

  • Accountable for accuracy of monthly internal pipeline, monthly accruals, forecast and analysis led by Finance Manager and team. Provide analytical inputs to Project Director and HQ backstopping team on financial adjustments required along the life of the project to ensure maximum utilization of approved project budgets.

  • Manages workloads and priorities for Finance Managers and direct reports

  • Oversees monthly and quarterly financial reporting to FHI 360 regional office and donor, as required.

  • Oversees and directs the control of the budget and activities of the finance team.

  • Reviews, provides input, and periodically updates operations, administrative, and financial office policy and protocols.

  • Work closely with project director to proactively identify risks and create mitigation plans

  • Ensure the Finance team has all tools needed to effectively review and approve procurement requests and payment vouchers for purchasing of goods and services and for program activities, and assure that all disbursements or reimbursements are made in compliance with FHI 360 policy and applicable to donor rules and regulations. May review and approve procurements of specified threshold while keeping high level oversight of all Epic procurements.

  • Oversees development of job descriptions and capacity building plans for finance and operational management positions and provides direct oversight to these personnel.

  • Supervises finance and technology (IT) staff members of the office and encourages a collaborative, cohesive working environment.

  • Provides final sign off for sub-awardee and contractor budgets for correctness and verifies that budgets conform to FHI 360 and donor regulations.

  • Oversee pre-award assessments for new awards and ensure financial capacity strengthening plans are in place and monitored for all subawards as well as provide sign off on site visit reports.

  • Supervises review of sub-awardee financial reporting and fund disbursement and is accountable to ensure finance team timely reviews financial reports from grantees (SFRs) ensuring compliance with budget, donor and FHI 360 regulations

  • Manage the provision of operational and financial support to project activities ensuring senior management and program staff have the support required to implement planned activities

  • Ensures compliance with USAID and FHI360 policies, regulations and procedures governing the award

  • Provides administrative, financial, accounting and other technical assistance as required to FHI 360 staff and/or implementing agency staff.

  • Clarify any issues arising from audits, (internal and external), conducted for the Philippines Office. Implements recommendations resulting from audit process.

  • Monitors deliverables of consultants performing operations or local approval tasks, as required.

  • Supports Project Director with annual project budgeting, including sub-awardee budgeting, and as required during the project period.

  • Manages workflow of finance and operations teams to ensure quality deliverables and adherence to deadlines.

  • Performs other relevant duties as assigned by the Project Director.

  • Work with other financial staff in reviewing and analyzing monthly cash flow, cash book balance sheet reconciliation reports for country office

Minimum Qualifications:

  • Master’s degree or international equivalent in Business, Accounting, Finance, Compliance, Project Management, or related field relevant to the position requirements required.

  • 11 years of related work experience, 6+ years managing a finance department is required.

  • Must have at least nine years of experience in financial analysis, financial reporting, cash flow analysis, budget development and forecasting on donor-funded projects. Previous experience working with USAID or PEPFAR supported program is required.

  • Experience developing and implementing finance and accounting policies, procedures, and systems

  • Excellent analytical and computer skills, with strong experience in Excel and Accounting software (preferred)

  • Well-developed and effective organizational skills, including to ability to multi-task and work in a high-pressure environment

  • Demonstrated experience interacting with government agencies, civil society counterparts, and international donor agencies

  • Excellent oral and written communication in English required

  • Supervisory work experience including (1) direct supervision of professional and support staff, (2) quality evaluation of staff performance and deliverables and 3) ability to lead the finance and operation aspects of large complex programs and motivate multidisciplinary and diverse teams. Comprehensive and demonstrable understanding of USG policies and regulations.

  • Strong excel skills and excellent financial management skills

  • Strong comfort level working with diverse teams and grantees embracing diversity, equity and inclusion at all times

The position will be based in Manila, Philippines and will report to the Project Director. Preference is for Filipino national candidates.

Suitably qualified candidates openly living with HIV and/or who are representative of the key populations affected by HIV are also actively encouraged to apply.

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.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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