Position description
Finance & Administration Director is a senior leadership role central to the organization’s success. This position ensures the organization’s financial integrity, operational efficiency, and regulatory compliance while fostering strategic decision-making and promoting excellence in economic, administrative, and human resource functions. Reporting to the Country Director, the role currently oversees a team of four key professionals: a) Accounting Manager, b) Grant, compliance, and financial officer, and c) Administrative Coordinator—ensuring effective collaboration, performance, and alignment with organizational goals.
The role involves grant budgeting, expense monitoring, financial reporting, adherence to donor guidelines, and compliance with international regulations and global policies. Finance & Administration Director also ensures conformity with local laws, oversees audits, manages budgets and forecasts, and supports grant management efforts while following THP policies, procedures, and donor requirements. This position is critical for the timely preparation and submission of financial reports and technical management of grants, safeguarding the organization's financial and operational sustainability.
The role collaborates closely with global and regional stakeholders, including the Director of Global Accounting and Finance, the Backbone of Global Finance—grants, Contracts, Systems, and reporting, and the Senior Director of Global Operations and Human Resources. Additionally, this role regularly interfaces with partner countries' finance teams when funding programs, aligning financial management with international standards. While the Program Country Heads of Finance report locally to the Country Leader and National Board of Directors, they are ultimately accountable to the Chief Financial Officer (CFO). Finance & Administration Director (HoFA) must maintain full accountability to the National Board of Directors, ensuring financial transparency, compliance, and strategic alignment with the organization’s financial policies and long-term goals. This includes regular reporting, budget oversight, risk management, and adherence to financial best practices to support informed decision-making at the board level.
This full-time position is based at THP’s Mexico City office. It is integral to aligning with internal and external financial and operational standards, driving compliance, and supporting the organization's mission.
Essential Functions
1) Audit and Financial Reporting:
- Audit & Compliance: Coordinate internal and external audits, ensuring timely and accurate financial statement preparation. Collaborate with auditors and The National Board of Directors audit and finance committee to address inquiries, provide documentation, and implement recommendations.
- Financial Oversight: Maintain a strong understanding of financial transactions, records, and systems to support audit and compliance requirements. Ensure adherence to financial regulations, GAAP, and local accounting standards.
- Policy & Risk Management: Review and maintain the local Finance Manual to align with THP standards, accounting principles, and donor requirements. Assess financial risks for investment projects and recommend corrective actions to strengthen internal controls.
- Financial Reporting: Prepare timely monthly financial reports for the National Board of Directors. Updated February 14th, 2025 2
- Asset Management: Manage the fixed asset register, ensuring compliance with accounting standards and donor guidelines on acquisitions, disposals, and depreciation.
2) Budgeting and financial planning
- Budget Development & Oversight: Lead the creation, implementation, and monitoring of annual budgets in collaboration with relevant departments.
- Financial Analysis & Strategy: Analyze financial data and trends to provide insights for informed decision-making and budget adjustments. Identify opportunities for cost optimization and revenue enhancement while ensuring operational efficiency.
- Reporting & Advisory: Prepare and present budget variance reports and financial performance updates to senior management and The National Board of Directors audit and finance committee.
3) Daily Financial Management:
- Oversee day-to-day financial operations, including accounts payable, accounts receivable, payroll, and general ledger activities.
- Financial Operations Oversight: Manage accounts payable, accounts receivable, payroll, and general ledger activities.
- Transaction Accuracy & Compliance: Ensure timely processing of financial transactions, bank reconciliations, and proper documentation.
- Cash Flow & Liquidity Monitoring: Oversee cash reserves and coordinate quarterly fund requests per THP Cash Management guidelines.
- Data Integrity & Compliance: Conduct periodic financial reviews and reconciliations.
- Staff Training & Development: Provide ongoing training on financial tools, policies, and procedures.
4) Compliance with Local Laws and Taxes
- Strategic Financial Oversight: Ensure financial operations in Mexico and Latin America align with global objectives and local regulations.
- Regulatory & Tax Compliance: Maintain adherence to Mexican financial laws (SAT, IMSS, INFONAVIT, ISR, VAT) and evolving Latin American tax frameworks.
- Payroll & Labor Law Compliance: Supervise payroll processing and benefits administration per regional labor laws.
- Government & Donor Compliance: Ensure compliance with donor standards (e.g., 2 CFR 200, ADS guidelines for USAID projects) and maintain accurate tax filings.
- Risk Management & Contingency Planning: Develop financial strategies to mitigate risks from regulatory changes and economic fluctuations.
- Stakeholder Engagement: Represent the organization financially with government authorities, donors, and partners.
- Expansion & Feasibility Analysis: Conduct financial modeling and risk assessments to support sustainable growth in new Latin American markets.
5) Grant Oversight & Financial Management / Management and Compliance:
- Grant Oversight & Financial Management:
- Ensure accurate tracking of grant applications, awards, and reporting in collaboration with compliance and program managers.
- Fund Allocation & Compliance: Oversee proper utilization of grant funds, ensuring alignment with donor restrictions, local laws, and internal policies (such as the THP cost allocation guidelines).
- Financial Reporting & Transparency: Prepare and submit timely, accurate financial reports to donors (e.g., USAID, EU, CARE International) while maintaining accountability.
- Regulatory Adherence: Ensure compliance with donor guidelines (2 CFR 200, ADS), local legal requirements, and internal financial policies.
- Budget Support & Capacity Building: Assist in budget development and provide financial training to program teams and partners.
- Assessment and monitoring of sub-recipients
- Audit Facilitation & Risk Management:
- Ensure documentation readiness for internal and external audits.
- Address audit findings and implement corrective actions.
- Strengthen internal controls to mitigate financial risks.
- Stakeholder Collaboration:
- Align financial practices with donor expectations while optimizing grant-related processes for operational efficiency.
- Regulatory Updates & Strategic Guidance:
- Stay informed on evolving financial regulations, integrate changes into grant management, and advise leadership accordingly.
6) Global Administration:
- Policy & Process Development: Establish and implement administrative policies, procedures, and best practices to enhance operational efficiency.
- Facilities & Vendor Management: Oversee facilities, procurement, and vendor relationships to ensure smooth day-to-day operations.
- Regulatory Compliance: Ensure adherence to local and international administrative regulations and best practices.
- Procurement Oversight: Manage the procurement process for service providers and partners, ensuring transparency and cost-effectiveness.
7) Risk Management and Governance
- Identify and mitigate financial and operational risks through robust internal controls.
- Provide strategic guidance to senior leadership on financial and compliance risks.
- Ensure alignment with donor compliance frameworks, including USAID and CARE International guidelines.
8) Other responsibilities
- Represent the organization in external forums, building partnerships and enhancing visibility.
- Led the implementation of Sage Intacct with guidance from the Global Finance and Global Grants and Compliance team.
- Effectively communicate financial insights to non-financial stakeholders to support informed decision-making.
- Participate in a collegial office environment, helping with office-wide initiatives outside your job area.
- Represent THP at external events and meetings.
- Perform all other relevant duties assigned by the supervisor or manager.
- Effectively communicate financial information and insights to non-financial stakeholders with the organization regularly to assist them in understanding their burn rate.
Application instructions
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