Job Description
Job Summary:
Support ESARO countries by managing locally incorporated and hybrid entities and serving as a member of project start-up teams providing guidance and direct support for all matters relating to start-up activities to ensure organizational compliance and mitigation of organizational risks. Responsible for ensuring that local boards meet regularly as prescribed in their constitutions or charters to fulfil their responsibilities and that the formalities of notices, agendas, minutes, resolutions and proxies are met and timely submissions made to relevant authorities to ensure compliance. Start-up activities include review of leases for both office and residential properties; registrations with tax, social security, and other key authorities; and guidance with respect to initial project implementation. Coordinate with Business Services Unit (BSU) Country Registration Specialist to support office/project registrations in ESARO portfolio including initial registration, registration renewals and de-registration. Responsible for ensuring post-registration reporting requirements and project close-out requirements are met including statutory and regulatory requirements such as annual returns, tax compliance, and annual audits. The position will be under the supervision of the Director, Regional Financial and Operations Support, East and Southern Africa Regional Office (ESARO)
Note: Employees assigned to this job description charge their time primarily to a general and administration (G&A) cost center. Those employees funded either through an award or project should use the Project Manager (Award or Project Funded) job description.
Accountabilities:
- Coordinate and manage all activities related to local entities in respective ESARO countries including:
- Scheduling Board and Annual General Meetings;
- Working with Country Representatives to ensure timely circulation of notices, agendas, reports and minutes,
- Compliance with various requirements in the constitutions/charters and submissions to regulatory authorities.
- Maintain ESARO files on SharePoint database and requisite internal KMS
- Partner with Business services unit (BSUs) Country Registration Specialist to support office/project registrations in ESARO portfolio including initial registration, registration renewals and de-registration.
- Ensure compliance with ongoing statutory and regulatory requirements related to registration, social security and tax regimes in ESARO portfolio and advise projects teams accordingly to ensure compliance with local laws.
- Partner with project teams to ensure effective closeout of registrations with various government agencies as may be required at the conclusion of projects and when FHI 360 decides to leave a country.
- Partner with BSU Country Registration Specialist to educate and train project and country staff on registration requirements and processes, demonstrating the importance of registration as a critical component of compliance.
- Document and maintain all information related to registrations, annual returns, statutory and regulatory requirements, and leases in a common organizational database to ensure a complete history, including the internal repository system “Vine”, as well as the SharePoint site for local entities
- Serve as a partner on project implementation and the expanded portfolio teams providing technical counsel and support of business development and when entering new markets.
- Provide regular, timely and clear communications and updates to key stakeholders, both within the organization and outside.
- Prepare reports and provide information as appropriate to management and senior level staff.
- Liaise with legal representatives of country teams
- Performs other duties as assigned.
Applied Knowledge & Skills:
- Strong commitment to client service and communications.
- Works independently and with comprehensive knowledge of concepts, practices, and procedures with project management, process development and execution.
- Good judgment, understanding of organizational structure and ability to find a balance between corporate risk and the ability for FHI 360 projects to operate.
- Ability to prioritize multiple projects, determine best methods to accomplish objectives efficiently and adapt quickly to changing priorities and deadlines.
- Ability to research, analyze and communicate complex information including local laws and legal opinions, USAID regulations, tax regimes, HR guidelines and corporate policies and procedures.
- Knowledge of corporate structures, board management, ability to read and understand corporate organizational documents including constitutions, charters, minutes and proxies and appreciation for associated formalities.
- Ability to influence, motivate, negotiate and work well with others.
- Attention to detail.
- Excellent oral and written communication skills.
- Excellent and demonstrated project management and presentation skills.
- Must be able to read, write and speak fluent English; additional French language skills preferred.
Problem Solving & Impact:
- Independently identifies and resolves problems and recommends/implements corrective action as needed in a timely manner.
- Works on complex problems that require in depth evaluation of data and various factors.
- Anticipates needs and develops customized solutions to address complex issues.
- Exercises judgment within broadly defined practices and policies in selecting methods, techniques, for obtaining results.
- Decisions and actions could have a severe impact on the outcomes of the business, research, and/or programmatic operations of major segments of the organization.
Supervision Given/Received:
- Leads and provides guidance to staff holding jobs in the same or similar job families or functions in other areas of the organization in lower job families
- Typically reports to a Director.
Education:
- Bachelor’s Degree or its International Equivalent in Law/business management/tax.
- MSc/MA/MBA
- Typically requires 8+ years of relevant experience in working with boards and/or advisory in legal, tax, projects management principles and practices.
- Prior work experience in a non-profit environment and fair knowledge of USG rules and regulations.
Experience:
- Typically requires 5+ years of relevant experience with projects management principles and practices.
- Prior work experience in a non-governmental organization (NGO) preferred.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift/move up to 5 lbs.
Technology to be Used:
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
- Less than 10%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.