Director of Administration and Finance, Burundi – Job Ref. BI/ICAP/1706/2508

Organizational Context and Purpose for the job

ICAP urgently seeks highly qualified and experienced candidates to fill the Director of Administration and Finance position as soon as possible.

Project Description
ICAP, a program of the Mailman School of Public Health at Columbia University in New York
City, is supporting the Ministry of Health of Burundi to rapidly expand comprehensive
HIV/AIDS services and reduce HIV/AIDS related morbidity and mortality in Burundi, via
provision of technical support.
Job Purpose:
Reporting directly to the Country Director and Chief Financial Officer, the Director of
Administration and Finance will oversee all finance and administration functions of ICAP in
Burundi, including budget development and tracking, financial management and reporting,
subcontracts, procurement, and office management. S/he will build and supervise a strong
administration and finance team.

Key functions, accountabilities and related duties/tasks

Major duties and Responsibilities
• Develop, manage and regularly review ICAP finance and administration procedures to ensure
efficiency and compliance to Columbia University/funder rules and regulations; serve as the
primary custodian of all financial transactions; establish and manage financial systems to
ensure transparency, accountability and accuracy of all financial data; establish and maintain
financial procedures, ensuring adequate segregation of duties are maintained
• Develop and monitor budgets across multiple grants, in accordance with pre-established
ICAP, Columbia University and donor guidelines; prepare forecasts of programmatic and
operational costs, ensuring the availability of funds to meet financial needs; ensure that
advances are reconciled in accordance with procedures and required deadlines
• Establish and maintain solid professional relationships with vendors, ensuring that all
payments are made timely, and that products and services are delivered in accordance with
established standards; ensure that ICAP meets donor financial and administrativerequirements, and apply fiscal controls and compliance procedures
• Conduct periodic pipeline and burn rate analyses, audits of actual expenses and budget-toactual comparisons; present relevant reports to internal and external audiences to facilitate
financial and programmatic planning and monitoring
• Perform periodic training for staff and partners in financial systems and policies
• Ensure that Advances are reconciled in accordance with procedures and required deadlines
• Serve as lead Finance liaison to ICAP headquarters in New York, to ensure that all
administrative and financial obligations of the program are routinely met; serve as lead
liaison with national tax authorities to ensure that ICAP in-country adheres to taxation
requirements and receives taxation relief
• Establish/maintain banking relationships, ensuring transactions are processed timely,
accurately, and adequate balances are maintained; ensure timely financial reporting
• Supervise sub agreement development and management process, including negotiation of
contracts, development of budgets and provision of technical assistance to sub grantees, in
close coordination with the ICAP-New York sub award team, to ensure effective
management of funds and financial reporting
• Oversee procurement of office and program-related equipment, ensuring adherence to all
donor, Columbia University and national regulations; maintain appropriate inventory of
supplies and equipment, taking special care to ensure that all items are adequately
documented, and costs are appropriately chronicled; ensure that bid analysis is done and filed
as part of the supporting documents for all purchases
• Ensure effective and smooth office operations, including security and transportation
management of a fleet of vehicles; review the logs of vehicles maintenance; fuel usage logs;
review the property log at least once a quarter; ensure that insurance policies are updated
when new items are bought
• In consultation with the Country Director, liaise with in-country legal counsel and coordinate
legal matters with ICAP-New York
• Performs other related duties as directed

Impact of Results:

Qualifications/Professional Requirements
• Bachelor’s degree in business administration, finance, accounting or related field required.
• Master’s degree preferred.
• 10 years of relevant work experience with a minimum of 5 years work experience at an
international NGO
Experience, Skills & Minimum Required Qualifications
• Demonstrated experience analyzing and interpreting financial data.
• Sound knowledge of accounting principles and techniques required; experience with
accounting software, such as QuickBooks, is a plus.
• Experience working with international donors required and experience specifically with US
government donor agencies and familiarity with USG rules and regulations strongly
preferred.
• Strong supervisory and management skills and demonstrated experience in the supervision of
finance and administrative staff
• Demonstrated experience working independently with minimal supervision, reliably
establishing priorities and meeting deadlines
• Advanced ability to use Word and PowerPoint to develop presentations and Excel to develop
moderately complex spreadsheets

•Capacity to analyze financial data and program situations and develop innovative approaches
as needed
• French fluency and English proficiency required
• Ability and commitment to adhere to strict professional and HIV/AIDS confidentiality
regulations.
Travel Requirements
• Frequent travel to field sites, and possible international travel, is required.

How to apply

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