Director of Finance and Operations 63 views

Job Description

PATH is a global organization that works to accelerate health equity by bringing together public institutions, businesses, social enterprises, and investors to solve the world’s most pressing health challenges. With expertise in science, health, finance, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions—including vaccines, drugs, devices, diagnostics, and approaches to strengthening health systems worldwide.

The Director of Finance and Operations (DFO) will provide overall direction and leadership for all operations functions within PATH Ethiopia Country Program Office. Will be responsible for Finance and Accounting, Human Resources, facilities, procurements, fleet management, legal, information technology, organizational effectiveness and policies review, development and compliance, risk management, to ensure all the operations systems meet the demands that a rapidly growing program operations places upon them.

As a member of the Country Leadership team, the Director of Finance and Operations provides strong leadership, promotes good stewardship of resources and efficiency, ensures timely and quality delivery of the operations functions, as well as enhancing cross functional communication and coordination thus ensuring that the operations support keeps pace with effective programming. The Director of Finance and Operations will work closely with the Country Director and Programme leadership in strategic planning to ensure that the operations structure adequately supports the programme.  The position reports to the Country Director.

ESSENTIAL FUNCTIONS

The Director of Finance and Operations will work towards meeting the strategic priorities of PATH Ethiopia Country program.

Finance & Accounting:

• The DFO is responsible for the management, maintenance and reporting of all financial data relating to PATH Ethiopia Country Program.
• S/he will manage bank accounts, acting as primary liaison with banks and internally coordinating with the Global Treasury team in managing bank balances to ensure adequate funds availability for project implementation.
• S/he Liaise with local accounting/legal firm(s) as required regarding auditing, office registration, and tax-exempt status; track annual registration renewals and tax requirements; and maintain office registration and required employment documentation.
• S/he will ensure compliance with all financial and taxation laws, such as income tax, VAT, withholding tax, social security, and timely file monthly, quarterly, and annual returns.
• S/he will support the development of budgets for proposals, including costing information and liaising with appropriate Headquarters units on completing budgets in compliance with PATH processes and donor requirements.
• S/he will provide relevant recommendations related to finances in the overall organizational planning, policy development and implementation for Country Program Office.

Human Resources:

• The DFO will be responsible for overseeing the Human Resources function including recruitment, performance management, training, and employee relations.
• S/he will also be responsible for overseeing the team’s culture initiative and ensuring that we live up to our Shared Values as we strive for strong employee satisfaction and organizational excellence. This will be done in partnership with local and regional HR teams ensuring PATH is fully compliant with national employment legislation and requirements as well as PATH’s HR policies and procedures.

Operations:

• S/he will reinforce consistency in the organization’s policies and procedures and provide direction related to operations, as well as to ensure compliance with Ethiopia Government laws.
• S/he will lead the annual organizational planning and budgeting process. S/he will work with teams to establish and track measures that are indicators of progress and success.
• S/he will lead diverse activities and initiate solutions to challenges in order to improve organizational effectiveness.
• S/he will serve as team leader for the enhancement of systems and tools used by the team. S/he will be responsible for directing central administrative functions such as facility management, information technology, central filing and processing purchasing requests. S/he will oversee other operations staff.
• Stay informed of and ensure adherence to the standard of PATH procedures and policies in relation to the Data Protection, ICT, Procurement, Logistics, Finance, HR and Programme as set out in the relevant manuals, policies and guidelines.
• Work closely with Country and regional teams to ensure adequate training, capacity building and support is provided to PATH staff to enhance their knowledge and understanding of PATH and donor policies and procedures and ensure proper implementation and ongoing use.
• Together with internal audit team, support in the implementation of PATH’s systems of internal controls in the operations functions, and work with the country leadership to identify improvements where necessary across all departments, including programmes, Finance, logistics, Procurement, legal, HR, facilities, and ICT.
• Together with the Country Director, ensure that risk management processes are effectively embedded throughout the Country program.

Procurement and Supply Chain Management

• Responsible for overall procurement operations for the country program
• Ensuring efficient procurement of goods and services in a transparent and accountable manner, ensuring value for money for the organization and justifiable use of donor funds.
• Training, supporting and capacity building of personnel involved in procurement.
• Ensure that annual Procurement Plans are submitted by projects, and they are reviewed by Logistics/procurement department and executed.
• Lead prequalification of suppliers and service providers and improve cost-effectiveness by saving time and money through use of framework agreements, improved coordination of programme activities, purchasing and transport and establishing and maintaining a Pre-Qualified Suppliers list.
• Ensure a robust procurement system – fit for the future and harnessing the extraordinary engagement, diversity, talent, and commitment of the people.

Administration

• Responsible for overall oversight of all administrative functions and activities for the Ethiopia Country Program
• Monitor all PATH resources and equipment such as office space, equipment, and personnel, and ensure that all resources are in good order and adequate for the smooth running of the country program.
• Ensure all offices and accommodations meet basic security standards, including fire prevention, first aid kits, and evacuation procedures.
• Collaborate with the regional security and safety team to do security briefings to all staff/visitors arriving at the site/country for the first time are appropriate and carried out.
• Ensuring the Asset Register is updated and managed correctly.
• Ensuring all stores and assets are managed and accounted for in line with PATH and donor policies.
• Ensuring cost-effective maintenance of the PATH fleet of vehicles; including ensuring accurate and timely transport reports and make any recommendations to country leadership.
• Assessing the transport requirements of the country program on a regular basis and ensuring appropriate solutions are implemented.
• Ensuring the Transport and Fleet Management Policy is revised and updated regularly and that all offices adhere to it.
• Ensuring the IT infrastructure, devices, and services adequately support the need in all offices.
• Reviewing and updating of the PATH Security Management Plans for the country regularly in accordance with the PATH schedule and adhered to by all staff.
• Carrying out logistics, admin and security assessments for all new projects and establishing systems for new locations and interventions
• Develop, implement, and maintain office systems in accordance with PATH policies and procedures, donor requirements, and government requirements for the following:  Finance including banking, petty cash and reporting, Travel Management, Payroll, and related taxes, Employee time tracking, Employee benefits, Government-required reporting, Paper and electronic files, Facilities management, Vehicle management, Equipment management, Contract management, and General office management.
• Manage consultants’ agreements, work orders and in-country sub-agreements and sub-contracts where necessary.

Legal Affairs and Compliance:

• Works closely with Legal Affairs (LA) to ensure compliance with registrations, licensing, and government statutory requirements. Works with LA to develop and execute agreements requiring LA’s review, such as teaming agreements, MOUs, and collaboration agreements.
• Ensure compliance with all relevant local laws and regulations, including those regarding labor, taxes, and registration.
• Ensure compliance with all financial and taxation laws, such as income tax, withholding tax, social security, monthly and quarterly returns.

SPECIFIC RESPONSIBILITIES

• Act as a technical lead on processes, practices, and systems for the in the country program’s finance team to ensure high work standard and alignment.
• Develop and maintain key models and reports for reporting performance against the budget and other Key Performance Indicators, driving divisional leaders’ accountability. Highlight any key challenges or opportunities influencing the country’s performance against goals.
• Analyze monthly financial performance against forecast and budget, investigate variances, communicate findings, and make recommendations to country and regional leadership.
• Act as a strategic, trusted advisor to the country director and regional leadership team. Advise country finance and management team on short-term and long-range budget planning issues.
• Manage administrative, Finance, and professional staff, including training, professional development, establishing clear directions, setting “stretch” objectives, and overseeing the execution of day-to-day work.
• Provide timely and accurate financial reports and analysis.

• Develop and monitor budget and forecast plans, ensuring annual and strategic goals and objectives are met.
• Lead PATH Ethiopia annual financial audit with both internal and external auditors.
• Oversee general accounting duties, manage, and oversee PATH bank account, income statement and balance sheet.
• Oversee financial activities such as purchasing, processing invoices, negotiating, and contracting with vendors.
• Lead the Quarterly Business Review process for the Ethiopia Country Program Office, ensuring accruing forecasting by the Project Administrators and recommending to management on gap action plans where there are deviations.
• Ensure that programmatic commitments, PATH policies and procedures, and financial standards are met and managed for ethical compliance and adhere to Ethiopia laws.
• Oversee Human Resource services, including but not limited to hiring, onboarding, training, compensation, employee relations, terminations, and extended benefits.
• Oversee the team culture initiative to ensure it is supported and we are living up to our Shared Values.
• Make strategic decisions that may have program-wide impact and may bind the organization financially or legally.
• Act independently and resolve complex issues within program area.
• Minimize legal risk to PATH and ensure legal compliance with applicable regulations.

Location: Addis Ababa, Ethiopia

Division: Ethiopia Country program

Required Experience

• Master’s degree or equivalent qualification plus 15 years related experience, including 5 years managing operational functions.
• Financial / Accounting, Operations and HR experience.
• Experience using ERP systems, like UNIT 4, Business World, Salesforce
• Experience generating financial reports and analyzing and interpreting data.
• Experience developing and administering departmental budget or equivalent.
• Specialist knowledge and experience in at least two of the following areas: logistics, procurement, HR. Proven experience in resource planning & budget management; and/or tendering & contract management; and/or management of diverse and multi-operational teams.
• Experience managing and supervising a multidisciplinary team.
• Experience developing, managing, and implementing multiple projects and strategic goals.
• Excellent communication and interpersonal skills and an ability to motivate others.
• Experience working with cross-functional teams across multiple organizational levels.
• Fluent English is required.

DESIRED QUALIFICATIONS

• Excellent communication skills including presentations, conversations, and documents.

• Excellent interpersonal skills and experience building effective relationships at all organizational levels.
• Experience managing a diverse and geographically dispersed team.
• Expert knowledge of current and evolving trends in relevant disciplines.
• Working with major international donors and grants compliance requirements.
• Proficiency in synthesizing materials from multiple sources into a coherent and accurate summary.
• Proficiency in working independently as well as jointly with colleagues on a team.
• Accounting degree and CPA, ACCA or CFE certification, as well as non-profit GAAP accounting experience.
• Understanding of best practices in non-profit management.
• Leadership experience with organizational design and culture, human resources and improving organizational efficiency; and
• Multi-cultural or cross-cultural experiences are appreciated.
• Flexibility with working hours.