India: Director – Finance and Systems

Position Name: Director – Finance and Systems

Reporting Line: Country Director of PCI India

Location: New Delhi India

About PCI:

PCI initiated operations in India in 1997 and maintains a diverse portfolio of education and development programming in both urban and rural regions, focusing on the most marginalized and hard-to-reach populations with an emphasis on women of reproductive age. The PCI-India country strategic plan 2016- 2020 envisages consolidating the ongoing programs and growing into new thematic areas such as education on adolescent health, gender, WASH, urban health and neglected tropical diseases (particularly Filariasis).

Position Description:**

The Director Finance and Systems is a key position in the India country office. This position is expected to provide essential financial, administrative, governance, IT and internal control services to the program operations whilst ensuring compliance with PCI India policies, systems, and procedures. The Director Finance and Systems is expected to be both responsive and proactive to operational requirements with an ability to plan the work of program support.

The Director Finance and Systems also ensures compliance with external requirements, such as local laws and regulations and donor, partner, service provider and vendor contractual obligations/. S/he is responsible for safeguarding PCI India’s interest in these transactions and interactions, providing effective first level stewardship of PCI India’s assets, resources, staff, and premises. S/he provides support to the Country Director, staff, and consultants in maintaining good relationships with external stakeholders.

Key Duties & Responsibilities:

1. Strategic Finance Management

2. Ensure optimal functioning of finance and operational systems by continuously improving them (or introducing new systems), pre-empting challenges and removing bottlenecks

3. Systematically and continuously review to enhance the quality of performance of finance system at sub-offices as well as to provide appropriate financial information to technical leads

4. Lead in planning, monitoring, and mentoring of consortium partners through a partnership lens

5. Develop processes and communication protocols that are customer (staff, partners, vendors) friendly, resulting in a positive working environment

6. Partner with Country Director to provide finance management inputs to program managers, partner directors, and senior management team (SMT) resulting in PCI India becoming a preferred consortium lead

7. Budgets and Grants Management: Planning, Monitoring, and Reporting

8. Understand PCI’s business model to minimize co-funding and meet annual financial performance goals

9. Develop budgets annually for existing projects and in response to opportunities for new projects

10. Monitor PCI program budgets to ensure that spending occurs as planned and that variances are anticipated, noted, and corrected. Ensure that key program personnel are aware of their budgetary resources and are able themselves to monitor their budgets

11. Prepare monthly variance analysis reports for each budget, including accruals, and initiate review with individual program managers

12. Prepare any budget revisions and projections for PCI programs and respond to any questions

13. Prepare financial information requested such as pipelines and accruals

14. Prepare monthly financial reports, budgets, forecast, and reports on variances for PCI’s international office

15. Review payroll for the accuracy of payroll register, salary computations, allocations to different programs, and journal entries posted in PCI’s accounting software program

16. Ensure compliance with all statutory issues for IO and PCI India with various government and local area authorities

17. Review and approve the preparation of monthly funding requirements and ensure that all programs receive the funds approved for their use in a timely manner

18. Monitor bank balances to ensure that reserves are adequate to meet current needs

19. Supervise the preparation of all payments to ensure complete documentation is provided and properly filed

20. Internal Governance Management

The Director Finance and Systems would support strengthening internal governance including legal matters such as registration. The following is an illustrative but not exhaustive list of tasks:

• Coordinate with the country team, legal retainer/lawyer on registration and any other statutory compliance requirements. Coordinate with other ministries on approvals, statutory and legal compliances in adherence to the country law. Coordinate and liaise with various government and local area authorities for statutory and legal compliances as per local law.
• Follow up to ensure timely and appropriate resolution of any legal cases in which PCI India may be involved, in the best interests of PCI India

• Ensure that administrative, budgetary, procedural and accounting controls evolved are complied with and to improve them with time in accordance with PCI India guidelines.

• Risk Management:

• Assess PCI India’s risk in overall operation including financial and legal and initiate necessary action to mitigate these risks.

• Ensure internal control system is in place with concurrent monitoring and review.

• Ensure all statutory, legal and financial systems are properly complied with.

• Human Resource and Organization Development

• Work closely with the Head- Human Resource on mapping of the bench-strength and building PCI’s competitive advantage in the sector. Identify team talents in Business Development and build a cadre of business development professionals inside the organization

• Effectively line manage the team of direct supervisees and to mentor them to achieve their objectives

• Identify/incorporate best practices and lessons learned into program plans

• Mentor and coach her/his team members to help develop their career paths with suitable personal and organizational succession plans

• Ensure high motivation level among team members and promote their urge to constantly innovate new strategies and approaches.

• Develop and implement capacity building for the program managers in delivering the desired output with high standards. Build capacities of the team to deliver compliances and due diligence systems and processes

• IT Management:

• Manage IT department operational and strategic planning, including organizational requirements.

• Develop and review IT Gold standard and ensure they comply with stated goals, guidelines, and objectives.

• Review the performance of IT systems to determine operating costs, productivity levels, and upgrade requirements.

• Benchmark and make recommendations for the improvement of the IT infrastructure and IT systems.

• Authorize and oversee the deployment, monitoring, maintenance, development, and support of all hardware and software based on department needs.

• Develop and implement all IT policies and procedures, including security and business continuity.

• Ensures that shared applications, platforms and connectivity are effectively maintained and supported

• Work in conjunction with International Head Quarters to identify and plan infrastructure and software needs

• Support New Business Development(NBD), diversifying revenue growth, program financial management and impact agenda

• Develop date base and management information system (MIS) relating to finance, budgets, grants management and costing and provide the required information to the International Office (IO) and program team for representation in various program and donor meetings.

• Support the program team to leverage resources, new business development and diversify revenue growth.

• Support the program team to develop best practices on budgets and grants management that can attract potential donors.

• Visit the field and partners, try to analyze the reports and financial statements and provide technical support to partners and program team on effective use of resources.

• Ensure that close out forecasts are made beginning six months ahead of project end date and that spending during those six months is closely monitored. Follow PCI’s project closeout procedures and ensure that there is complete compliance with all USG and other donor required close-out regulations

• Key Organizational Relationships

• Government functionaries at national and state level

• Donors

• Partners

• PCI – International Office

• Legal retainers

• Vendors

Job Requirements:

1. Education

2. Professional qualification in finance and accounts such as Chartered Accountancy and/ or Cost Accountancy/Master in Business Management with a specialization in Finance from a premier institute with strong analytical skills, specifically in the area of internal governance, budgeting and financial accounting

3. Experience

4. At least 15 years of relevant, professional experience in responsible positions requiring strategic planning, cost management, budgeting, financial planning, and analysis.

5. Experience with the reputed national/ international organization in social development.

6. Work experience in finance, with sufficient exposure to international organization work in India, particularly working with International Head Quarters

7. Competences (Skills and Attributes)

8. Proven capacity to effectively manage financial processes, as well as manage and mentor staff with various levels of skills and experience

9. Excellent computer skills, particularly in Excel and ERP software in finance and accounting

10. Strong organizational and presentation skills, e.g. manage demanding deadlines, precise scheduling and multiple priorities and oral and written presentations.

11. Proven team leadership skills and ability to work effectively in a team environment with both technical and non-technical staff.

12. Ability to deal with conflict and lead change

13. Compassion, tact and sensitivity

14. Business planning skills and the ability to lead actions to support Organization Evolution(OE) process for a long sustainability of PCI in India.

15. Excellent interpersonal and a strong respect to the culture and diversity

16. Excellent English writing and reading skills, proficiency in other regional language will be a plus.

17. Comfort with the requirements of coping with a remote management environment.

    Application process

18. All applicants to send their updated resumes along with subject line: Application for Director- Finance & Systems

19. A cover letter of not more than one page that justifies your fit to the advertised position.

20. Share the application and cover note on pciindiahr@gmail.com by 12^th October 2018.

PCI India is an equal opportunity provider. Due to heavy inflow of resumes, only shortlisted candidates will be contacted.

Application process

1. All applicants to send their updated resumes along with subject line: Application for Director- Finance & Systems

2. A cover letter of not more than one page that justifies your fit to the advertised position.

3. Share the application and cover note on pciindiahr@gmail.com by 12^th October 2018.

PCI India is an equal opportunity provider. Due to heavy inflow of resumes, only shortlisted candidates will be contacted.