Head of Finance & Administration – GCF Botswana

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Gaborone, Botswana

The “Ecosystem-Based Adaptation and Mitigation in Botswana’s Communal Rangelands” Project funded by Green Climate Fund (GCF) aims to utilize collective management of livestock and ecosystems to restore Botswana’s communal rangelands, increasing the climate resilience of vulnerable populations and reducing GHG emissions. Over 8 years, the project will undertake activities in 104 villages in the Project Areas: Ngamiland, Kgalagadi, and Bobirwa geographic areas of Botswana to improve the management of 4.6 million hectares of rangelands.

The Head of Finance and Administration is responsible for the efficient and effective operation of the Ecosystem-based Adaptation and Mitigation in Botswana’s Communal Rangelands project. Reporting to the Chief of Party, this role provides administrative, financial, and logistical support required to implement the Project. This position will work cross-divisionally with field offices and divisions across the organization, and cross-functionally with programmatic, financial, and administrative staff to ensure the Project achieves its deliverables timely, effectively, and efficiently. They manage the project’s financial, accounting, procurement, donor, and grant management functions and work to ensure management has timely and relevant financial information needed to make informed decisions. They ensure that sound donor and grant management policies and practices are adopted and executed. They lead budget and revenue reporting and forecasting efforts.

In addition to financial management, the Head of Finance and Administration oversees sub-grants, contracts, administration, and procurement for the Ecosystem-based Adaptation and Mitigation in Botswana’s Communal Rangelands project. They develop and implement guidelines and practices that align operations functions with the project’s business plans and CI’s overall conservation objectives. They are accountable for ensuring all financial and administrative functions are in compliance with CI’s and GCFs policies and procedures and local reporting and governance bodies. The Head of Finance and Administration works with project leaders, the Africa Field Division, and relevant stakeholders at Head Office to address audit findings.

The Head of Finance and Administration directly manages project operations staff and duties are performed under limited, or as-needed, supervision. In close coordination with CI Botswana’s Senior Operations Manager, they ensure all corporate requirements are timely and accurately met on a regular basis.

RESPONSIBILITIES

Financial Management:

• Ensure financial operations for the project are in compliance with the terms and conditions of donor(s) agreement, Conservation International’s policies and procedures and practices, and local regulations.
• Provide financial and administrative leadership in the design, implementation, and monitoring of project activities.
• Oversee budget development and monitoring for the project and under the direction of the Chief of Party, manage project budget allocations to other divisions and units within CI. Ensure the project budget is managed in line with CI and donor requirements and consistent with project objectives.
• Analyze project expenses, including sub-recipient financial reports, on a monthly and quarterly basis to ensure expenses are allocable and appropriately charged to the project, in compliance with donor requirements, and in accordance with donor-approved budgets.
• Oversee the timely, complete, and accurate recording of accounting transactions. Ensure compliance with CI and GCF policies and procedures and local reporting requirements.
• Review financial reports with the Chief of Party on a monthly basis, ensuring accuracy of reporting, compliance with Project budget, and allocability of expenses. Work with project leadership to identify and implement follow-up actions when necessary.
• Ensure that all project records and documentation are maintained in CI’s Enterprise Reporting System, Business World.
• Support capacity development on operations systems and management for the co-financed input from the Ipelegeng Rangelands Stewardship Programme (including other government co-financing provisions) with the Government of Botswana.
• Review and approve donor financial reports prepared by the Financial Manager, ensuring alignment with technical reporting.
• Lead annual and ad-hoc budgeting and financial modeling.

Project Management:

• Support the Chief of Party with effective, responsive, and timely support on project planning, implementation, and monitoring.
• Advise project staff on donor requirements; and provide training on financial management, record keeping, operational systems, and policies as necessary.
• Provide timely documentation and communication of deliverables, milestones, and award compliance requirements to the Chief of Party and Project staff.
• Maintain effective linkages between technical components, grants and finance and administrative functions within the project.
• Prepare requests and secure all required donor approvals for contractual, budgetary, procurement, etc., ensuring all such requests and approvals are appropriately documented.
• In coordination with the Chief of Party, liaise with the donor on finance, administrative, and operations issues, participate in discussions on contract issues and actions, and follow up on client requests and concerns
• Undertake rigorous monitoring and reporting of the co-financing commitment within the project.

Subaward and Contract Management:

• Review, approve, and ensure execution of the Project procurement plan and grants management plans in accordance with the donor-approved budget and all applicable CI and donor policies, procedures, and requirements. Ensure all required approvals and updates within CI and from the donor are timely secured.
• Lead procurement process to ensure proper planning, purchasing, and distribution of project products in compliance with donor requirements and CI policies and procedures.
• In collaboration with the relevant Grants and Contracts staff, finalize and administer sub-agreements, subcontracts, and other related project agreements in strict adherence to donor’s and CI’s policies and procedures.
• With the support and guidance of the relevant Grants and Contracts staff, communicate with and orient subrecipients to ensure understanding of CI’s grants and contracts procedures and donor regulations.
• With the support and guidance of the relevant Grants and Contracts staff, ensure the financial monitoring of all project subgrants in accordance with proper accounting principles and donor requirements.

Administration:

• Supervise the procurement process including the development of terms of reference, scopes of work, requests for proposals, and requests for quotations ensuring compliance with donor and CI’s procedures for various types and thresholds. Eventually, support would be needed.
• Supervise the coordination of the overall project office operations and support the organization of project-related workshops and events.
• Ensure a proper inventory is maintained and conduct spot checks of project assets, ensure items are properly, safely, and securely stored and maintained, and monitor the use of all project assets.
• Ensure proper monitoring activities are carried out for the use of project vehicles including fuel card use and fuel analysis, and arrange for regular maintenance and, where needed, repairs as part of comprehensive fleet management.
• In collaboration with the appropriate Human Resources Manager, support the completion of paperwork related to the recruitment and hiring of project staff.
• Supervise financial and administrative staff as required.

Business Operations:

• Support reporting on project performance and metric achievement.
• Lead efforts to improve implementation efficiencies and effectiveness, recommending changes in business processes and structure as needed.
• Align operation functions with project priorities, with a focus on internal client service and maximizing operational effectiveness.
• Assist in identifying and addressing issues of high-security risk.
• Perform related duties as assigned.

People Management:

• The project Head of Finance and Administration directly supervises project finance and administration staff.
• Serve as a subject matter expert on project finance and administration.
  

WORKING CONDITIONS

• Typical office environment
• Undertake project-related travel, as needed.
• Flexibility to work extended hours to meet deadlines.

QUALIFICATIONS

Required

• Bachelor’s degree or higher, or equivalent, in Accounting, Finance, Business Administration, and/or a related field.
• 5 to 7 years of experience managing financial and contractual aspects for large international development projects.
• Up to 2 years of experience supervising the work of others.
• Significant experience with project financial management, including financial controls, accounting, project audits, reporting, and donor compliance.
• International non-profit experience and affinity with conservation and environmental management.
• Strong analytical, communication, and presentation skills including the ability to effectively convey complex details and technical information.
• Conversant with standard, conventional, and recommended financial management systems and softwares.
• Strong analytical and knowledge of relevant accounting standards with experience using ERP systems and project management systems.
• Demonstrated knowledge of rules, regulations, and reporting requirements of multilateral organizations, and similar funding sources such as USAID, GEF, and EU.
• Proven team player and ability to work across various teams with excellent interpersonal skills and the ability to navigate complex operating environments.
• Highly familiar with professional etiquette, protocol, and employing cultural awareness and sensitivity.
• Highly organized and able to manage multiple priorities simultaneously in a dynamic environment under minimal supervision.

Preferred

• Accounting certification and membership of a recognized accounting professional body such as BICA.
• Experience in leading and motivating finance teams, including performance management, mentoring, and professional development.
• Ability to identify and mitigate financial risks within the project.
• Cultural sensitivity and ability to respect and work well with people from different backgrounds and disciplines.
• Team player able to work effectively in a multicultural environment.

To apply for this position please submit a resume and cover letter.

Application Deadline: November 10, 2024 (11:49 PM EST)

See all Conservation International Career Opportunities HERE

Conservation International is an equal opportunity, affirmative action, and Diversity, Equity, Inclusion, and Accessibility-committed employer. We are proud to have a diverse, global workforce where employment decisions are based on qualifications, experience, position requirements, business needs, market conditions, merit, and other legitimate nondiscriminatory factors.