Director of Finance and Administration Ethiopia
Closing date: 30 Apr 2023
Chemonics International, Inc., is a US-based international development consulting company, operating in over 95 countries, that is implementing the USAID funded Urban Water, Sanitation, and Hygiene (WASH) project in Ethiopia.
Chemonics seeks a Director of Finance and Operations for the USAID Urban Water, Sanitation, and Hygiene (WASH) Activity. The purpose of this Activity will be to support accelerated access to safe, adequate, inclusive, and resilient WASH services targeting urban and peri-urban areas. The Activity will work to achieve this through four complementary objectives: 1) Enable and professionalize WASH service providers; 2) Foster markets for pro-poor and inclusive WASH services; 3) Strengthen WASH planning, budgeting, and service delivery oversight; and 4) Strengthen accountability among urban WASH sector actors.
The Director of Finance and Operations will be responsible for managing daily financial and administrative functions that support technical initiatives. This position will contribute to the execution of the overall program strategy by supporting the Chief of Party (COP) to ensure the timeliness and quality of contract implementation. The Director of Finance and Operations will implement and strengthen the Activity’s management systems, ensuring sustainability of operations, procurement, grants, and finance throughout the life of project. The Director of Finance and Operations will oversee security, financial management, human resources, procurement, subcontractor management, and grants to ensure adherence to USAID regulations and Chemonics policies and procedures.
- Provide direct oversight of administrative and finance staff.
- Oversee and monitor the implementation of grants.
- Ensure timely and effective approvals processes, budget review and management, client communications, calendar and event management, and report submission.
- Oversee timely management of agreements with landlord, vendors, subcontractors, and grantees; maintain proper procedures, trackers, and filing systems.
- Support the Chief of Party to ensure that USAID and Chemonics policies and procedures are followed; identify and mitigate risks to the project, Chemonics, and client.
- Other duties as assigned by the Chief of Party
Specifically, the Operations Director will:
- Review all expenditures and transactions against supporting documents, ensuring appropriate back-up documentation is submitted in accordance with Chemonics procurement and financial policies.
- Work with the home office and project finance team to manage the financial accounting system.
- Oversee field office project finances and budget reporting, and support senior management and the PMU with estimates of monthly, quarterly, and annual expenditures, including through supporting activity budgeting as related to the work plan.
- Maintain transparent, detailed, comprehensive and audit-proof record keeping systems per Chemonics’ policies, including for all project expenditures.
Grants, Subcontracts, and Vendor Management
- Oversee and ensure proper implementation of project procurement processes, ensuring segregation of duties within procurement procedures.
- Oversee timely management of agreements with landlord, vendors, grantees, and subcontractors; ensuring timely submission of milestones/deliverables; overseeing grant procedures; and ensuring complete and accurate files and trackers.
- Ensures project inventory and vehicles are maintained/updated.
- Work with operations staff to ensure travel is properly procured and effectively managed.
- Collaborates with the technical team to ensure that the proper procurement and logistical arrangements are made to facilitate the implementation of technical activities.
- Ensure RFQs, travel authorization and advance requests, purchase requests, purchase orders, and subcontracts are drafted, executed, and implemented according to Chemonics’ policies.
- Support capacity building of the team in accordance with grants guidelines, Chemonics’ Subcontracts Manual, and Chemonics and USAID policies
Personnel and Human Resources
- Provide oversight on human resource functions, including leave tracking, recruiting of local short-term experts; advise chief of party on HR policies and personnel issues, as needed.
- Ensure compliance with Ethiopian and Chemonics human resource practices and adherence to field office policy manual.
- Confirm all personnel files are complete and compliant with Chemonics’ policies, local labor laws, and USAID regulations.
- Provides support to field office expatriate or third-country national staff, including but not limited to renewal of residency and work permits.
- Promote and support staff continuous development and timely feedback and performance reviews.
- Ensures compliance with USAID regulations, Chemonics’ corporate policies, and laws of Ethiopia.
- Promotes staff awareness of USAID regulations relevant to the project.
- Establishes standards and procedures to ensure that the compliance programs throughout the project are effective and efficient.
- Initiates project procedure and policy manuals as necessary.
- Ensures proper filing of administrative and technical documentation.
- Liaise with the Home Office FCR team to ensure timely resolution of FCR recommendations as necessary.
- Ensure security procedures are followed and updates circulated to relevant staff.
- Oversee safety and security focal point (SSFP) and work with SSFP to draft contingency plans, the emergency action plan, telephone tree, and emergency contact list.
- Bachelor's degree (master’s degree preferred) in Business Administration, Finance, Accounting, or other relevant discipline.
- Minimum eight (8) years of experience managing, in increasing roles of responsibility, finance, procurement, contracts management, administration, logistics and/or human resource related matters for international development activities.
- Minimum three (3) years of experience managing USAID contracts, including strong skills in procurement/subcontracting, compliance, human resources, and financial management.
- Experience with USAID grants under contract and procurement processes preferred.
- Strong interpersonal skills with proven experience facilitating communications and coordinating with a wide range of stakeholders and partners.
- Knowledge of Ethiopia operating environment strongly preferred, including registration, taxes, and labor law.
- Familiarity with Chemonics’ systems and processes is preferred.
- Fluency in English and strong written and oral communications skills required.
How to apply
Please apply by using this link. Early applications are strongly encouraged, and we will be reviewing candidates on a rolling basis. The application will close on April 30, 2023. No telephone inquiries, please.
Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.