Associate Director, Finance and Operations

Job Description

CHAI DRC is recruiting an Associate Director, Finance & Operations for their office in Kinshasa. Reporting to the Country Director and working closely with Boston Finance and Global Operations, they are responsible for end-to-end financial and operational management. This includes timely and accurate accounting, robust internal controls, statutory and donor compliance, insightful financial reporting, and effective procurement and operations oversight. The role ensures integrity of financial systems, efficient resource utilization, and smooth operational support for program delivery. The Associate Director will lead finance, procurement, logistics, and administration functions, strengthening systems, processes, and capacities across the country team to meet both programmatic and organizational objectives.

Financial Management & Reporting

• Ensure accurate, timely GL entries; manage month- and year-end close and submissions to Boston Finance.
• Prepare monthly financial returns, variance analyses, and management reports for CD/PMs.
• Maintain balance sheet integrity via monthly reconciliations (bank, cash, advances, accruals, assets).
• Lead cost allocations and employee LOEs; maintain expense allocation guides.

Compliance, Controls & Audit Readiness

• Review/approve vouchers ensuring costs are reasonable, allowable, allocable per donor and policy.
• Maintain robust documentation and retention for audit; support internal/external audits.
• Implement and monitor internal controls (3-way match, approvals, thresholds, delegation of authority).
• Coordinate with HQ on policy alignment, remediation of findings, and continuous improvement.

Treasury, Payroll & Statutory

• Manage cash flow, bank accounts, and liquidity for field activities.
• Oversee payroll processing and review; ensure compliance with tax, pension, severance, insurance.
• File statutory returns on time; maintain supporting reconciliations.

Budgeting, Grants & Partner Support

• Support budget development, reforecasts, pipeline tracking, and grant reporting.
• Provide financial guidance to PMs; investigate variances and propose corrective actions.
• Strengthen subgrantee/partner financial oversight where applicable

Procurement & Operations

• Lead procurement planning and execution in line with CHAI policies and donor requirements.
• Ensure transparent, competitive, and compliant procurement processes (tenders, bids, vendor selection).
• Develop and maintain vendor rosters, contracts, and supplier performance evaluations.
• Oversee logistics and supply chain management, including inventory control, asset management, and distribution of program commodities.
• Manage office administration, facilities, and operational services to ensure efficient support to program teams.
• Establish and monitor operational KPIs (procurement cycle times, vendor performance, logistics efficiency).
• Ensure compliance with organizational policies, donor procurement rules, and local regulations.
• Lead risk management for operations, including fraud prevention, safeguarding, and business continuity planning.

Systems & Records

• Administer the financial management system (e.g., QuickBooks); ensure data integrity and user access controls.
• Maintain complete financial and operational records per document retention policy, drive process improvements.
• Introduce digital tools and automation to strengthen procurement and operations efficiency.

People Leadership & Stakeholder Management

• Supervise and develop finance and operations staff; build capacity in policies, systems, and donor rules.
• Partner with Program Managers, CD, HQ Finance/Operations, and donors/auditors to ensure alignment.
• Provide strategic input to country leadership on financial sustainability and operational efficiency

Requirements

• Bachelor’s degree in accounting, Finance, Business Administration, Supply Chain Management, or related field; CPA/ACCA/CIMA preferred.
• 8+ years of progressive experience in financial and operational management, preferably in donor-funded or non-profit organizations.
• Strong knowledge of donor compliance, procurement regulations, and local statutory requirements.

Technical Skills

• Advanced proficiency in MS Excel and strong knowledge of Microsoft operating systems.
• Working knowledge of ERP accounting and procurement systems; experience with QuickBooks required. Knowledge of Unit4/Agresso or other ERP platforms is an added advantage.
• Demonstrated expertise in procurement planning, vendor management, and logistics operations.

Behavioral & Leadership Competencies

• High level of integrity and dependability with strong leadership qualities.
• Excellent interpersonal and communication skills; ability to influence senior managers and peers.
• Highly developed analytical and problem-solving skills.
• Ability to work effectively in a multicultural environment.
• Proactive and responsive to urgent program and operational needs.