WHAT DOES A DIRECTOR OF FINANCE AND ADMINISTRATION DO?

Updated: Mai 28, 2025 - The Director of Finance and Administration manages banking and lender relationships, develops cash flow forecasting, and monitors the Foundation's investment portfolio in line with Board policy. This role chairs the Risk Management Committee, prepares reports for management and the Finance, Audit, and Risk Committee, and ensures the adequate replenishment of reserves to fund capital projects. Additionally, the position oversees office administration functions and communicates effectively with both internal and external stakeholders to deliver financial solutions and enhance client satisfaction.

A Review of Professional Skills and Functions for Director of Finance And Administration

1. Director of Finance And Administration Duties

  • Compliance Guidance: Provide guidance to all staff for complying with the budgetary regulations of Palladium and USAID.
  • Budget Management: Manage the budget, track expenditures, and prepare financial reports in compliance with USAID and Palladium requirements and regulations.
  • Financial Reporting: Provide financial and budgetary information to the Home Office for USAID.
  • Regulatory Training: Provide guidance and organize training, as necessary, for staff on relevant USAID, Palladium, and GOC rules and regulations.
  • Risk Mitigation: Ensure systems and processes are implemented effectively to support the implementation of the award, including fraud and risk mitigation practices.
  • Procurement Management: Participate in project procurement processes for vending and consulting services, including drafting requests, analyzing proposals, drafting contracts, negotiating contracts and prices, reviewing contractual deliverables for quality, and preparing the required documentation.
  • Regulatory Compliance: Ensure funds expended are compliant with United States Government (USG) regulations and policies.
  • HR Management: Manage HR records for each employee including employment contracts, employment evaluation forms, and annual leave.
  • Payroll Management: Manage confidential payment of monthly payroll and order payments of income tax, pension health, and unemployment benefits to government funds.
  • Financial Coordination: Assist the CoP with consortium partners’ project budgeting and financial management.
  • Financial Oversight: Take responsibility for project financial reporting and project burn rates.
  • Staff Supervision: Provide direct supervision and mentoring to F&A staff.
  • Insurance Management: Provide necessary financial and administrative support for the evaluation, selection, and sourcing of all insurance.
  • IT Services Management: Manage IT support services (in-sourced and outsourced).

2. Director of Finance And Administration Details

  • Strategic Financial Management: Contribute directly to strategy and provide financial insight, guidance, direction, management, and recommendations to guide resource allocation and other strategic decisions.
  • Financial Analysis: Explain financial results in a business context (provide the story behind the numbers).
  • Future Planning: Recommend present actions that will augment future financial results.
  • Process Optimization: Recognize/prioritize opportunities for process improvement.
  • Risk Assessment: Assess financial risk/rewards of growth and other strategic initiatives.
  • Metric Development: Update, communicate, and (as necessary) develop financial and operating metrics for use by field personnel.
  • Financial Planning & Reporting: Manage the financial planning (budgeting and forecasting) and reporting process to ensure it is timely and accurate.
  • Financial Leadership: Drive financial literacy and sound, proactive decision-making through the leadership team and help Operations identify countermeasures when financial challenges arise.
  • Economic Insight: Understand general economic, business, and financial conditions and anticipate their impact on the company's results and plans.
  • Financial Operations: Oversee financial statement preparation, planning (e.g., budgeting and cash flow forecasting), analysis (e.g., pricing and capex evaluation), and transaction execution (e.g., general ledger, vendor payment, and customer billing).
  • Relationship Management: Maintain effective relationships with credit providers and the outside accounting firm.
  • HR & Compliance Oversight: Oversee the Human Resource function including payroll, compliance, recruiting, and personnel administration.
  • Trend Monitoring: Monitor national and/or industry trends in relevant areas such as labor law compliance and health insurance, and evaluate the impact on the organization.

3. Director of Finance And Administration Responsibilities

  • Accounting Management: Manage the accounting function and systems.
  • Budget Management: Develop and maintain corporate and division budgets.
  • Forecasting: Create and maintain company forecasts.
  • Financial Oversight: Oversee accounts payable and receivable.
  • Project Costing: Provide support and systems for project costing.
  • Purchasing Oversight: Manage internal and external purchasing systems, processes, and personnel.
  • Administrative Services: Provide supportive administrative services.
  • Payroll Management: Ensure the delivery of efficient, timely, and accurate payroll services.
  • HR Supervision: Supervise the HR generalist and outsourced HR services.
  • Recruitment Strategy: Engage and contract with external recruiting firms.
  • Recruitment Management: Manage all recruiting and onboarding activities.
  • Benefits Selection: Participate in the evaluation and selection of employee benefits programs.

4. Director of Finance And Administration Job Summary

  • Leadership Development: Provide positive and professional leadership to staff in the department, ensuring effective support aligned with the Foundation's Mission, Vision, and Values.
  • Strategic Management: Contribute to the management of the Foundation as a member of the Senior Management Team, participating in generating new ideas and fresh approaches to business management.
  • Delegation & Accountability: Delegate appropriate responsibility for finance and administration services while retaining overall accountability for their delivery.
  • Advisory Services: Provide advice and support to the departments and programs within the Foundation on finance and administration matters.
  • Financial Oversight: Oversee the finance and accounting function, ensuring proper administration of the Foundation’s financial affairs.
  • Strategic Financial Advice: Advise and assist the Executive Director and other Directors on budget and financial planning strategies.
  • Budget Management: Monitor and revise the budget in line with changing demands and projections.
  • Financial Reporting: Prepare financial statements and regulatory reporting.
  • Management Reporting: Prepare and present accurate and timely financial and management reports for management, the Finance Audit & Risk (FAR) Committee, and the Board of Directors.
  • Internal Controls: Develop and implement internal controls, including facilitating the development and implementation of internal controls across departments, documenting policies and procedures, and ensuring regulatory compliance.
  • Insurance Management: Maintain effective insurance coverage and oversee the disposition of claims.
  • Policy Development: Maintain, communicate, and develop financial and human resource policies, including creating new employee manuals and policies.
  • Contract Review: Review customer contracts and coordinate with outside counsel to ensure all legal needs are met.

5. Director of Finance And Administration Accountabilities

  • Financial Control: Ensure effective control and management of the Foundation’s income and expenditures.
  • Regulatory Compliance: Ensure all external financial, payroll, tax, and other financial and related reports are completed and filed in a timely manner, including CRA, AHS, banking, and other charity reporting.
  • Management Reporting: Ensure the provision of meaningful, accurate, and timely management accounting and performance measurement information to the Executive Director.
  • Contract Administration: Facilitate contract administration and monitor the tendering process according to policy.
  • Financial Monitoring: Monitor the financial performance of the organization and recommend strategies for improvement.
  • Performance Reporting: Develop, report, and monitor monthly and quarterly dashboard reports and make recommendations.
  • Policy Development: Ensure that all financial policies meet the needs of the Foundation.
  • Strategic Planning: Act as a strategic partner to the Executive Director to direct the preparation and analysis of pro-formas, and forecasts, and provide recommendations related to new projects and programs.
  • IT Oversight: Oversee the IT function, ensuring the ongoing development and implementation of the Foundation’s IT services, including policies.
  • IT Management: Lead the planning, development, security, and management of the IT systems and network.
  • Contract Management: Manage internal contract management systems, processes, and specialists.
  • Business Compliance: Ensure the submission and maintenance of all business and facility registrations.

6. Director of Finance And Administration Functions

  • IT Policy Development: Develop and effectively communicate and implement IT policies and new initiatives.
  • IT Budget Management: Oversee all IT-related purchasing and budget development.
  • IT Consulting Management: Oversee IT consultant contracts and appoint the contact for troubleshooting computer and network issues.
  • Technology Coordination: Ensures coordination of computerized technology systems in consultation with department heads.
  • Operational Efficiency: Ensures optimum efficiency of operations and productivity.
  • Business Planning: Assists in the development of business plans for all departments and monitors the effectiveness of the plans including optimal pricing, profitability of services, cost controls, staff costs, etc.
  • Financial Analysis: Performs financial modeling and analysis to support the development of long-term strategic initiatives and business plans.
  • Risk Management: Responsible for the management of the Foundation’s insurance and risk management program.
  • Insurance Oversight: Oversee the annual insurance renewal process and ensure appropriate coverage is maintained at all times.
  • Contractual Legal Review: Ensure appropriate legal review of contracts and solicit external legal advice.
  • Contract Management: Develop and maintain a tracking system for all contracts.
  • Cross-functional Support: Coordinate and provide support on cross-functional teams and projects.
  • Client Service Operations: In partnership with Operations, develop and oversee inside customer service operations for clients.
  • Supply Chain Management: Maintain and enhance the internal distribution and manufacturing of supplies, and repair of equipment for field locations.

7. Director of Finance And Administration Job Description

  • Banking Relationship Management: Manage banking and lender relationships.
  • Cash Flow Management: Develop cash flow forecasting and maintain a long-term cash forecast.
  • Investment Oversight: Monitor the Foundation’s investment portfolio in accordance with the Board policy.
  • Reserve Policy Development: Develop and implement a policy and process for Reserve replenishment and ensure that Reserves are adequate to fund short-, medium-, and long-term capital projects.
  • Risk Committee Leadership: Chair of Risk Management Committee.
  • Risk Documentation: Document risks and controls and monitor mitigation strategies.
  • Reporting: Prepares reports for management and the Finance, Audit and Risk Committee.
  • Customer Service and Communication: Ensure consistent service delivery in a consultative and solutions-based capacity to all levels of staff and volunteers with regard to financially related plans, policies, and procedures.
  • Executive Communication: Effectively communicate and report relevant information to the Executive Director and Management team.
  • Client Communication: Communicate effectively with internal clients to identify needs and evaluate alternative finance and business solutions and strategies.
  • Client Relationship Enhancement: Continually define ways to increase internal client satisfaction and deepen relationships.
  • External Counsel Management: Provide direction for and manage the relationship(s) with external counsel.
  • Office Administration Oversight: Oversee office administration functions and related personnel (e.g., office set-up, cleaning services, T&E policies, furniture and set-up, reception and administrative assistance, etc.).

8. Director of Finance And Administration Overview

  • Budget Preparation: Preparation of the annual operating budget and any subsequent revisions.
  • Expenditure Monitoring: Monitoring operating expenditures against budget and ensuring that the operating budget is not exceeded.
  • Budget Coordination: Develop budget proposals in close coordination with HQ.
  • Project Code Management: Request project codes from HQ.
  • Donor Reporting: In close coordination with HQ office, prepare quarterly donor reports.
  • Financial Oversight: Check and approve weekly cash sheets.
  • Expenditure Authorization: Authorization of operating and program expenditure vouchers for payment, prior to reimbursements.
  • Bank Reconciliation Review: Review monthly bank reconciliations.
  • Journal Voucher Preparation: Preparing monthly Journal Vouchers.
  • Fund Request Management: Submitting weekly fund requests to HQ.
  • Petty Cash Oversight: Overseeing petty cash payments and transactions.
  • Bank Relationship Management: Managing the Foundation's relationship with the bank.
  • Program Compliance: Ensure programs and policies are aligned and in compliance with corporate, strategic, and government strategies.

9. Director of Finance And Administration Details and Accountabilities

  • Financial Obligations Management: Ensuring that the Foundation fulfills its obligations in terms of income due and outgoing payments to suppliers, staff, consultants, etc.
  • Travel Management Oversight: Monitor travel activities, including maintenance of travel authorization log, collection of travel authorization forms, issuance of travel advances, submission of travel expense reports, review of expense reports, and timely settlement of advances/reimbursements.
  • Cost-Saving Initiatives: Initiating appropriate measures to save costs.
  • Audit Coordination: Being the focal point for internal and external audits.
  • Financial Due Diligence: Conducting due diligence, including reviewing financial assessment reports and organizational assessment reports.
  • Document Management: Ensuring systematic and secure filing of grant and financial documents.
  • Database Maintenance: Maintaining sub-recipient/contract database (including all due dates and reporting deadlines).
  • Grant Compliance Review: Review of grant documents for compliance with internal and external requirements and program budget allocations, and review of grant documentation.
  • Payment Monitoring: Monitoring of sub-tasks, payments to grantees and Foundation-managed program activities, to ensure timely payment of advances and amounts due.
  • Financial Reporting Analysis: Review of grantee financial reports for accuracy and completeness, providing advice to the responsible officer on problems encountered.
  • Grant Closure Management: Ensuring timely closure of completed grants and Foundation-managed program activities.
  • HR and Labour Relations Management: Provide human resources and labor relations management, including policy maintenance and development, contract maintenance, negotiations, and employee relations (hiring, coaching, grievances, OH&S, etc.).
  • Administrative Management: Provide administrative management in areas such as IT, insurance, legal, contracts, and benefit programs.

10. Director of Finance And Administration Tasks

  • Grant Collaboration: Grant management duties that require close collaboration with program staff.
  • Grant Support Management: Support management of the Foundation's grant assistance, with specific reference to reporting requirements, and monitoring and evaluation.
  • Financial Assistance Oversight: Finalizing budgets and financial assistance with grantees.
  • Agreement Review: Final review of Letters of Agreement drafted by program staff.
  • Payment Authorization: Reviewing and authorizing payment documents to grantees and Foundation-managed program activities, providing verified funding source, project, grant, and line numbers.
  • Contract Preparation: Preparation of contracts with consultants and firms for services.
  • Financial Reporting Review: Reviewing monthly spending projections, grants payable, and grant history reports for accuracy and completeness, program budget expenditures including spending against specific funding sources.
  • Grantee Communication: Ensuring effective communication links with grantees, both in writing and by telephone, regarding submission of narrative and financial reports, errors or omissions in grantee reporting, and the processing of payments and advances to grantees.
  • Technical Assistance Provision: Ensuring effective provision of technical assistance and advice to grantees and to assist them in fulfilling financial reporting requirements where appropriate, conducting or facilitating the conduct of financial audits of grantee accounts.
  • Funding Documentation Preparation: Preparation of funding source documentation and reports, and specifically, providing program expenditure information, including projected expenditures for inclusion in such reports.
  • Confidentiality Maintenance: Maintain strict confidentiality in salary-related matters.
  • Payroll Management: Preparation of bi-weekly payroll and Income Tax Schedules, employee salary slips, and letters to the bank for salary transfer payments and ensure timely processing of local salaries to HQ system.
  • Benefits Management: Manage benefit processing, including medical claims reimbursement, and maintain staff medical insurance enrollment up to date with the insurance company.
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