Manager – Budget and Finance

Reports to: DCoP, Finance and Operation

Collaboration with:
Internal:  All Staffs
External: Helen Keller HQ, G & C

Level / Grade: K

Guided by the remarkable legacy of its co-founder, Helen Keller, Helen Keller Intl partners with communities striving to overcome long standing cycles of poverty. By delivering the essential building blocks of good health, sound nutrition and clear vision, we help millions of people create lasting change in their own lives. Working in 20 countries – across Africa, Asia, Europe, and the United States – and together with a global community of supporters, we are ensuring every person has the opportunity – as Helen did – to reach their true potential.

Background 
USAID Integrated Nutrition’s (INA) primary goal is to improve the nutrition status of women, adolescents, and children in Nepal’s underserved and marginalized communities. The activity will tackle direct and underlying determinants of malnutrition in Nepal while strengthening the national and local enabling environment to implement multisectoral nutrition programs through four synergistic intermediate results. Achievement of the purpose will be measured by improvements in indicators of nutrition status among women of reproductive age, adolescents, and children.

Functional Relationships
The Manager, Budget and Finance, will be a key member of the Helen Keller Intl. USAID Integrated Nutrition and will  provide leadership and oversight of program budget and finance systems and will be responsible for efficient implementation of program objectives and activities by ensuring sound management and optimal performance in all areas of financial and grants management in compliance with Helen Keller Intl and donor policies. S/he will work in close coordination with the DCOP Finance & Operations, IR program and Technical Lead team, Director Field Program Operation, Province Lead and other colleagues at Helen Keller’s Nepal Country and Headquarters to ensure achievement of all financial control and performance objectives in accordance with the Helen Keller Intl. USAID Integrated Nutrition program objectives.

The INA Manager, Budget and Finance will have prime responsibility to provide support in planning annual budget process, monitoring or regulating the financial aspect to ensure that all concerned parties fully adhere with grant requirements as depicted in the project proposal and grant/ subgrant agreements. S/he will be responsible for capacity building and coaching of Helen Keller Intl. USAID Integrated Nutrition and partners finance staff. S/he is responsible for ensuring Helen Keller Intl’s best practices are upheld, including adherence to the code of conduct, policies and procedures, and financial accountability.

As gender and social inclusion (GESI) is a cross-cutting and core component for HKI programs, all personnel are required to ensure GESI sensitivity and integration where they work.

Helen Keller Intl has a matrixed reporting structure that respects both the line management and authority within country office hierarchies; and the accountability and oversight duties of colleagues at the regional and headquarters level (especially for multi-country grants). This requires regular communication among colleagues and an ongoing effort to clarify who is responsible and/or accountable for outcomes and who must be consulted and/or informed along the way.

Scope of the Position
The Manager, Budget and Finance is responsible for the overall financial management and compliance support to the project, in accordance with USAID rules and regulations and Helen Keller policies and procedures. The successful candidate will be responsible for assisting the Deputy Chief of Party, Finance Operations  to safeguard the assets (financial and physical) of Helen Keller and the U.S. Government against fraud, loss or misuse. S/he will ensure that any resources expended on the project is done in accordance with Generally Accepted Accounting Principles, Helen Keller policy, and USAID cost principles.

Specific Responsibilities

Overall Management and Leadership

• • Participate in strategic planning and direction setting for Helen Keller Intl Nepal and its programs, lending unique expertise to the process.

• Identify operational challenges that affect the integrity of resource management.
• Lead finance and operations work streams in collaborative effort with program managers to ensure high-quality financial planning, management, reporting and auditing of all programs, including thorough budget preparation and oversight.
• Maintain strong internal controls; including the management and maintenance of the general ledger and all other accounting functions and oversee and participate in the administration and management of the INA award in the country office portfolio; and the implementation of financial oversight mechanisms to ensure financial integrity and compliance with donor and Helen Keller policies as well as local laws across programs.
• In coordination with the country office finance, review and assess status of the country office policies, procedures, and workflows, identify gaps or outdated policies, and suggest improvements.

Program Finance Management

• Fully engaged in USAID Integrated Nutrition co- creation workshop and provide technical guidance and support to IRs, Technical, Managements and Operations, and Province staff for development of annual budgeting process.
• Approves INA vendor registration and INA vendor set up in NetSuite.
• Assists in Donor reporting i.e. Accruals report, cost share and other financial information upon request by USAID
• Oversee and build the capacity of direct reports and their staff to support program staff in all aspects of finance, administrative, human resource, and logistics management, ensuring knowledge of and adherence to applicable operational systems, donor requirements and country program strategy.
• Ensure budget holders, non-finance personnel and field staff are provided with the required information and training related to USAID grants and, compliance requirements and Helen Keller Intl policies & procedures.
• Manage and work directly with accounting and finance staff to ensure timely and accurate general ledger maintenance, banking and cash management, accounts payable, and payroll and procurement processes, for the primary USAID Integrated Nutrition and province offices.
• Ensure that:

• • a clear segregation of duties within the finance and accounting team are maintained.
  • strong internal controls are in place and the staff are cross trained so that replacements are always available.
  • integration between accounting and program teams;
  • timely submission of financial reports (quarterly accruals, cost share, annual GoN Tax Reporting and other requested by funding agency) within established guidelines;
  • financial data is accurate and up to date for a timely monthly closing process.
  • filing systems and archiving of financial and program/administrative records are maintained.

• Oversees the project VAT payables and receivables account including but not limited to recording, processing, maintenance, reconciliation, follow up reimbursements/refunds etc both internal to Helen Keller Intl as well as coordination with with the all the INA partners, Inland Revenue Department (IRD) and USAID.
• Manage/support INA annual internal and/or external/project audits as required.
• Prepares Annual Host Government Tax Reporting and Cost Share report for submission to USAID.
• Represent Helen Keller Intl at relevant national and local meetings with government officials, contractors, other NGOs, etc., reporting back as applicable to colleagues

Budget and Grants Management

• Assist DCoP, Finance and Operation in finalizing the INA annual budget and budget revisions  with coordination and input from SMT, Program, Technical and Operation team as per Helen Keller intl. and project guidance.
• Reviews, analyze budget vs expenses and report for INA Senior Management Team decision and other donor reports.
• Uploads the INA budget to NetSuite.
• Provide input in the preparation of the the country office operating budget by coordinating the preparation of the annual and mid-term INA budget.
• Ensures that INA budgets and other financial information are properly represented in financial and project management systems.
• Manage the INA project start-up and/or closing processes.
• Perform other tasks as assigned by the supervisor.

Qualifications and Competencies:
Educational Degree:

• Masters’ degree or equivalent in finance, development, program management, international development or other relevant field, or equivalent combination of education and experience.

Experiences years:

• Professional experience of at least ten (8) years with at least five (05) years in similar management position, preferably in an international NGO plus
• Demonstrated experience with INGO reporting, financial management, procurement, and project management including demonstrated ability to develop and monitor budgets, and collaboratively manage operational activities of complex programs including sub-grant management.
• Experience with budgeting and financial reporting requirements on multimillion-dollar USAID-funded projects
• Strong knowledge of generally accepted accounting practices, financial reporting standards, financial management processes and procedures
• Experience in dealing with a diverse group of stakeholders representing government, civil society, international organizations, local government units, community and political leaders, and others.
• Excellent interpersonal skills, including the ability to exercise diplomacy and tact as demonstrated in previous roles that required communication with a broad and diverse set of partners.
• Excellent capacity building, team building/management, and coordination skills. An ability to delegate responsibilities effectively and coach and mentor junior staff.
• Excellent oral and written English language skills, including the ability to clearly communicate complex financial, compliance and operational issues into layperson language.
• Fluency in Nepali.
• Excellent analytical and self-motivation skills; excellent advocacy and persuasion skills; able to think critically.
• An ability to work in challenging and changing environments, and to see through challenges to find solutions.
• An ability to maintain balance when under stress.
• Highly computer literate with proficiency with relevant to the job and proficient with automated and integrated accounting packages,
• Demonstrable respect for all persons regardless of religion, ethnicity, class, or gender, with a high comfort level working in a diverse environment with a demonstrated commitment to high professional ethical standards.
• Ability and willingness to travel within the country to project sites.

Tagged as: Finance Manager, Helen Keller International, Kathmandu, Manager, NGO INGO