POSITION TITLE: Associate Director – Finance and Operations (F&O), EpiC Project in Thailand
REPORTS TO: Country Representative – EpiC Project in Thailand
JOB SUMMARY:
Under the supervision of the EpiC Thailand Project Director, the Associate Director, Finance and Operations will provide financial and administration oversight for all aspects of the project in accordance with USAID rules and regulations. Provides leadership and technical guidance for compliance with Generally Accepted Accounting Procedures (GAAP), GAS (Government Auditing Standards), Cost Accounting Standards (CAS) and Federal Acquisition Regulations (FAR). Develops financial monitoring, risk management and control strategies. Reviews and approves recommendations for financial planning and control, supervise and support the finance staff in providing relevant fiscal information to executive management team. Develop and manage financial analysis models. Develop and implement effective and efficient financial and administrative processes and procedures to ensure smooth and timely operation of the project. Provide supervision and support on both internal and external internal financial audits and communicate on results of audit activities to management and regulatory compliance agencies. The AD will also supervise the Finance and Administration teams and closely collaborate with Asia Pacific Regional Office (APRO), Head Quarter (HQ) and other FHI 360 technical staff and with program and technical staff of partner organizations within Thailand. Selects, develops and evaluates personnel to ensure the efficient operation of the function. Her/his responsibilities include but are not limited to:
KEY RESPONSIBILITIES:
Oversees and provide supervision and guidance to finance, and administration teams and encourages a collaborative, cohesive working environment.
Responsible for the management of funds in such a manner as to maximize operational effectiveness while minimizing risks, and ensures that an adequate control structure is in place over the program funds
Conducts financial analysis in areas such as forecasting, budgeting, engaging in cost reduction analysis, and reviewing operational performance
Ensures that all applicable regulations, guidelines and legal requirements are met in the execution of financial operations; assists in establishing and maintaining professional standards or performance.
Ensure timely financial reporting for annual budget planning, project budget modification, pipeline monitoring, subaward budget and Pre-Award Assessment review, audit reviews and assessment processes.
Ensures that the project is in compliant with donor regulations, award requirements and conditions, FHI 360 policies and local laws
Oversees financial risk management and control strategies, manages all financial related activities, leads in selection, monitoring and evaluation of finance personnel to ensure the efficient operation of the function.
Supervise the administrative team to ensure all operations, administrative and contractual activities and expenditures follows the compliance and cost principles, are tracked and completed on timely matter, and consistent with relevant requirements and policies of the donor agency and FHI 360
Provides leadership and guidance for compliance with Generally Accepted Accounting Procedures (GAAP), GAS (Government Auditing Standards), Cost Accounting Standards (CAS) and Federal Acquisition Regulations (FAR)
Foster and enhance capacity of team performance and drive for excellence.
Provides administrative, financial, accounting and other technical assistance as required to FHI 360 staff and/or implementing agency staff.
Represent the project in external stakeholder meetings, and coordination platforms as assigned by Project Director.
Performs other relevant duties as assigned.
Project Financial Management
Provides overall financial management of EpiC Thailand to ensure smooth project implementation.
Leads on an annual workplan budget and coordinates with other staff under EpiC Thailand in completion of the workplan process according to donor requirements.
Provides expenditure tracking/analysis for all costs incurred under EpiC Thailand by performing variance analysis (Budgets vs. Actuals) and take necessary actions to minimize the variances.
Oversees, maintains and updates financial files, travel approval from USAID and level of effort (LOE) tracking.
Ensures budget and expenditures are in compliance with donor requirements and shares financial information required for monitoring, evaluating and decision making.
Reviews financial documents and accounting information (e.g. General Ledger accounts, wire transfers, check requests, and journal entries) to ensure costs are allowable, allocable, and reasonable.
Supervises Finance and Admin Officer to ensure smooth financial daily operations and sound working relationship with other relevant departments on all financial related issues (e.g. finance accounting, procurement, and consultant agreements, etc.).
Provide financial technical and strategies support to FHI finance officers in individual approach in strengthening of finance knowledge.
Provide general financial concept to admin team to ensure smooth daily operations and coordination with relevant departments on all financial and administrative related issues.
Encourages and bring a mature and stabilizing influence and finalize to the team when confront the multiple issues.
Lead the coordination, development and implementation finance operation management to standardize the compensation rate for local partners in compliance with financial related issues and in line with the budget availability.
To ensure finance and admin team continually perform their tasks according to project requirement and in professional manner.
Prepares/Reviews cash flow requirements and submits to HQ on a monthly basis.
Grants Management
Builds capacity of local partners by provides financial and technical guidance, trainings, and support on a regular basis and as required. These include training to partner finance staff on monthly financial reporting requirements, and other financial related issues.
Performs regular site visits to conduct pre-audits and on vouchers, invoices, and all supporting documents for all payments related to activities funded under EpiC Thailand to ensure compliance under USAID rules & regulations and follows up on issues identified through site visits and financial reporting review.
Provides support to local partners in the development of and amendments to their annual budgets and coordinates with Grant Manager and Program staff in completion of the budgeting process.
Coordinates with auditors, FHI 360/APRO and HQ on program and IA audits and ensures that findings and recommendations of auditors are followed up.
Prepare and coordinate with Program team on PEPFAR Expenditures Analysis process.
Review accuracy of cost allocations in PEPFAR Expenditures Analysis.
Response queries of the PEPFAR Analysis Exercise by coordinate with program officers.
Provide support to EpiC Laos on combination in the PEPFAR Expenditures Analysis.
Provide coaching to program officers in term of basic finance in Expenditures Analysis process
Subaward Management
Provide financial strategies support to FHI finance officers in strengthening of monitoring subawards finance status closely, including provide training to partner finance staffs through all channel.
Work closely with program officers in reviewing monthly subawardee financial reports by coaching program officer to assist partners to complete financial report base on standard requirement with appropriate, correct documentation at primary stage.
Provide coaching program officers to perform site visits to conduct pre-audits process to ensure compliance under related rules & regulations and follows up on issues identified through site visits and financial reporting review.
Coordinates with Project Manager and Program staffs in completion of the annual local partner budgeting process under related rules & regulations through discussion as appropriate.
Reviewing all contract relating project operation to ensure that contracts are in compliance and fair mechanism in finance view and provide suggestions and comments to program officer to revise as appropriate.
Perform other duties as assigned.
MINIMUM REQUIREMENTS
Masters-level degree in business administration, finance, economics, accounting, or a related field.
A minimum of eight (8) years of experience in financial and operations management, with a minimum of six (6) years of direct international work experience in developing countries with senior-level responsibility for administration and finance.
Proven expertise in finance, accounting and auditing, including grants management, financial planning, monitoring of grant compliance and management and the establishment of internal controls.
Knowledge of financial management (including USAID rules and regulations, procurement, and grants).
Demonstrated strong management, coordination, teamwork, and planning skills.
Demonstrated experience in supervision finance and/or operations staff members.
Extensive knowledge of and experience with accounts payable and receivable accounting systems and accounting software.
Proficiency in relevant computer applications and databases;
Excellent diplomacy skills and a proven ability to establish and maintain interpersonal and professional relationships with USAID, host-country counterparts and representatives from other key stakeholders such as NGOs, CSOs, and the private sector;
Extensive knowledge of Thailand financial and NGO reporting requirement;
Knowledge of Thailand labor law and statutory payment requirements;
Fluency in English, and Thai is required;
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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