Finance, Operations, and Administration Manager

PACT Overview

A global nonprofit with experience in more than 60 countries, Pact fosters thriving, resilient communities that chart their own development paths. We deliver solutions that are rooted in evidence and driven by data.

Position Overview

Pact seeks a highly qualified Senior Finance Manager to support implementation of the Madini Safi project in the Democratic Republic of the Congo (DRC). Madini Safi is funded by the U.S. Department of Labor’s Bureau of International Labor Affairs (DOL/ILAB) and implemented by Pact. The project aims to address child labor and strengthen systems and partnerships that support sustainable, community-based solutions in targeted mining communities in DRC.

The Finance & Operations Manager is directly responsible to and supervised by the Project Director. The Senior Finance Manager is responsible for carrying out the financial management, accounting, and administration of the Pact DRC offices, as well as overseeing compliance, managing project budgets, and directly supporting the programs team with all activities requiring operations. The Finance & Operations Manager is responsible for all internal controls and for ensuring compliance with all Pact policy and procedures, donor regulations, and relevant US and DRC laws.

Key Responsibilities

Financial Management and Accounting

• Design and/or update and implement systems and procedures following Pact and donor standards to ensure operational effectiveness and internal control.
• Make timely payments to suppliers (electronic payments) and check accuracy of the transactions. 
• Manage cash through in-country bank account(s) including monitoring the cash levels in the bank accounts and requesting funds on a monthly or as needed basis from Pact DC. 
• Maintain accurate accounting records in the Serenic Business Central financial system.
• Compile a monthly financial report for DRC to be approved by the Project Director and submit to Pact DC.
• Liaise with the Finance team based at Pact DC to ensure that financial reports for all Pact DRC projects are in compliance with Pact policies and desired standards.
• Review monthly Project Status Reports (PSRs) received from headquarters and provide the Project Director and Pact DC offices with up-to date financial status information and pipeline projections to ensure that project spending is in line with the budget and work plan and trigger actions for additional funding requirements.
• Prepare and maintain an accurate and clean balance sheet.
• Ensure that the Pact DRC projects compile accurate and complete VAT reimbursement submissions.

Compliance

• Ensure that all financial procedures, files, accounting practices and procurement of goods and services are in compliance with Pact, Government of DRC, and US Government regulations.
• Ensure compliance with local laws for payment of statutory employee benefits, registration fees, tax submissions, etc. and keep abreast with changes in the Labor / related Acts for the same purpose.
• Update the inventory register with all required financial data and ensure that an inventory of assets is recorded with this data.
• As needed, assist grantees and subcontractors to meet special award conditions and conduct on-going reviews of grantees financial systems to identify and address issues relating to (non-) compliance.
• Interact with grantees and subcontractors in ensuring compliance with Pact’s financial regulations.
• Oversee proper and routine filing of financial documents, electronically and paper copies. 

Sub contract Management, Monitoring and Capacity Building

• In coordination with the Grants and Contracts team in Pact DC, support and manage the full grants and sub-awards lifecycle, including pre-award assessments, sub-award issuance and administration, financial monitoring, modifications, and closeout.
• Support pre-award financial and capacity assessments of prospective grantees and contractors, including review of financial systems, internal controls, compliance risks, and eligibility to receive Pact funding.
• Review monthly financial reports, supporting documents and cash advance requests by selected grantees and approve requests reviewed by project team.  
• Review and approve the utilization of Pact’s sub-award management system (Salesforce) and accounting system (Serenic NAV) for sub-award issuance and management under the  project. Ensure that all required documentation is available and stored as per Pact regulations.
• When appropriate, support with closeout of awards, including preparation of final inventories, property disposition, final VAT reports etc.
• As requested by the project team, assist in reviewing and compiling budgets for sub agreements or obligations. 
• Oversee grantee and contractors financial close outs by reviewing financial books and reports, checking compliance with own policies, and calculating and booking final exchange gain/loss on awards.

      Operations Management

• Review all procurement documentation according to available budget to support project implementation.
• Execute Pact’s procurement policies and procedures and ensure sufficient competition for efficient use of project funds and strong internal controls.
• Maintain fixed asset inventory of Pact DRC projects as per Pact fixed asset policy and USG rules and regulation
• Ensure service agreements are maintained with vendors to ensure smooth operation of the office.
• Oversee the preparation of payroll, pay slips and all personnel reports on a monthly basis and present these to the Project Director for final approval.
• Ensure compliance with Pact’s DRC HR policy in compliance with local labor law.
• Liaise with counterparts at partner organizations to ensure effective and efficient collaboration on all matters related to operations, human resources, administration and logistics, including when space and resources are shared.

Basic Requirements

• Bachelor's degree in Finance, Accounting, Business Administration, or a related field, with a minimum of 7 years of progressive experience in finance, accounting, or operational management, including at least 3 years of management experience.
• Sound knowledge of Generally Accepted Accounting Practices (GAAP).
• Strong written and verbal English communication skills.
• Ability to work independently and produce timely and high-quality results.
• Cooperates and work well with others in the pursuit of team goals; shares information and supports others.
• Able to establish and maintain relationships with people at all levels; puts others at ease; promotes harmony and consensus through diplomatic handling of disagreements and potential conflict.
• Maintains high ethical standards both professionally and personally; shows integrity and fairness in dealings with others; is reliable and trustworthy.
• Produces written communications which are clear, fluent, concise and readily understood by the intended recipient(s).

Preferred Qualifications

• Knowledge of US government rules and regulations; experience managing finances and compliance for USG and other donor programs
• Experience and/or training in office management, administration, logistics, and procurement.
• Experience and/or training in human resource management, DRC labor law and payroll and benefits management.
• Direct experience with accounting software systems; knowledge of Serenic Navigator accounting software desirable.
• Experience working with international NGOs and social development projects.