Director of Finance, Grants/Contracts, and Administration

At the heart of Pact is the promise of a better tomorrow. A nonprofit international development organization founded in 1971, Pact works on the ground in nearly 40 countries to improve the lives of those who are challenged by poverty and marginalization. We serve these communities because we envision a world where everyone owns their future. To do this, we build systemic solutions in partnership with local organizations, businesses, and governments that create sustainable and resilient communities where those we serve are heard, capable, and vibrant. Pact is a recognized global leader in international development. Our staff have a range of expertise in areas including public health, capacity development, governance and civil society, natural resource management, poverty, fragile states, monitoring and evaluation, small-scale and artisanal mining, microfinance and more. This expertise is combined in Pact’s unique integrated approach, which focuses on systemic changes needed to improve people’s lives.

Department

Program Delivery (PDEL) – Pact exists to help create a world where those who are poor and marginalized exercise their voice, build their own solutions, and take ownership of their future. The Program Delivery Team, contributes to realizing this purpose by: Forging smart partnerships and treating all people with dignity and respect; Applying organizational policies and regulatory compliance appropriately and consistently; Facilitating team spirit among colleagues and promoting the organization through communications; Influencing decision makers through focused, relevant communications; Continually striving to learn and share knowledge and find small ways to make the workplace more enjoyable for all; Cultivating and harvesting innovation; Contributing to the organization’s ability to think and act strategically at all times; Inspiring and spreading our desired organizational culture across the global enterprise.

Position Overview

The purpose of the REFRESH activity is to conserve the freshwater biodiversity of Lake Malawi to restore the natural fisheries productivity, which largely underpins the food and nutrition security of the rural and urban populations by targeting the lakeshore districts of Karonga, Rumphi, Likoma, Nkhata Bay, Nkhotakota, Salima, Dedza and Mangochi. Its sub-purposes are a) the targeted Lake Malawi’s aquatic habitats are healthy and well-managed b) the endemic fish

populations of targeted parts of Lake Malawi are healthy and self-sustaining and c) the fisheries in the targeted parts of Lake Malawi are managed sustainably by 2024.

Primarily, the REFRESH activity will aim to achieve the following outcomes;

1. Fisheries governance and regulatory framework strengthened
2. Fisheries ecosystem-based management improved
3. Decentralization of fisheries management strengthened
4. Commercialization of conservation enterprises to counter unsustainable fishing catalyzed and supported
5. CDCS priorities for integration advanced

Please note that the position will be contingent upon award of funding.

The Director of Finance, Contracts, and Administration (DFCA) will be responsible for the overall financial and contractual management of a USAID flagship biodiversity project in Malawi and supervise the financial and administrative team. S/he will oversee the effective and appropriate use of financial resources of the project, develop effective mechanisms to monitor the expenditures, and lead financial forecasting and planning. S/he will ensure implementation of administrative, financial, and human resource policies in line with USG regulations.

The DFCA is expected to have demonstrated high level financial and administrative management experience. S/he is responsible for and will serve as primary coordinator for all aspects of project activities related to finance, administration, compliance, and sub-grants management.

Key Responsibilities

Financial Administration:

• Lead on the development, planning, and implementation of program budgets with teams, monitor budget pipelines, and submit timely and accurate financial reports to Pact and USAID as required, ensuring regulatory compliance to Pact, USAID standards, as well as Malawian legal regulations.
• Review and approve recommendations for financial planning and control, providing relevant fiscal information to project’s senior management team.
• Provide leadership to ensure continual review of internal and strategic controls, communications, risk assessments, and maintenance of resources along with supporting documentation.
• Support sub-awardees in the preparation of accurate monthly financial reports and other finance and grant-related reports and documentation as needed, checking compliance with all supporting documents.
• Assist partners and staff in the development of budgets for project activities and monitor expenses against approved budgets.
• Maintain the formal financial system with support from the Pact Finance Manager in Malawi.
• Maintain adequate records for all advances, both employee and sub-grantee, in the Malawi office and prepare financial reports.
• Manage internal and external financial and resource audits of the program
• Coordinate Pact Malawi’s VAT Claims to MRA.
• Conduct site and compliance visits and issue comprehensive Site Visit Reports.

Grants and Contracts Administration:

• Ensure that sub-contracts, sub-grants and local consultancy documents and procedures are completed in a timely and correct manner and comply with Pact and USAID policies, regulations, and branding, providing capacity development support to staff and sub-grantees as needed.
• Serve as the liaison between the grantee organizations and Pact to ensure contractual obligations for the projects are met and to process contractual actions such as specialized equipment purchases, deliverables, modifications, and closeouts.
• Maintain operations tracker to document process for each grant cycle; compile and organize all grant materials.

General Administration:

• Lead on overall administration and procurement coordination and ensure an effective and efficient operating platform for the program.
• Work closely with senior management to address any financial or performance issues to ensure smooth implementation, financial and technical reporting, and tracking of the individual partner activities against work plans.
• Coordinate the security, insurance, and maintenance of office equipment (computer, telephone, etc.).
• Maintain and oversee asset management including fleet of vehicles, office equipment, etc.
• Maintain staff confidential files, assist COP in staff management and performance against job description and performance goals, and provide staff training as needed.
• Other responsibilities as assigned.

Basic Requirements

• A Master’s Degree or higher in financial and contractual management, business management, or related degree;
• At least 10 years of demonstrated experience in financial regulations, policies, and practices of comparable USG or other international programs funded by other donors;
• Strong financial and operational management leadership experience with proven management skills;
• Strong interpersonal and team-building skills with significant experience building strong Malawian national teams;
• Proven ability to work with a wide range of local organizations and people;
• Excellent understanding of USAID and USG regulations and/or applicable international donor experience;
• Strong understanding of and experience working with contracts and sub-contracts;
• Excellent oral and written communication skills in English.
• Ability to live, work, and travel within Malawi.

Preferred Qualifications

• Leadership experience with personnel, budget, and program management
• Fluency in Malawian local languages for day-to-day communication
• Ability to problem-solve difficult issues, innovative and being a fast learner
• Competence using common desktop applications and internal systems
• Experience using Serenic, Unanet, and SalesForce database etc.

Pact provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, gender, gender identity, sexual orientation, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.