DIRECTOR- FINANCE AND ADMINISTRATION – Botswana Qualifications Authority (BQA)

Botswana Qualifications Authority (BQA) is a parastatal under the Ministry of Tertiary Education Research Science and Technology. It draws its mandate from the BQA Act No.24 of 2013. Its main objectives are to provide for and maintain the National Credit and Qualifications Framework (NCQF) and to coordinate the Education, Training and Skills Development Quality Assurance System. BQA invites applications from qualified candidates to fill the following position:

DIRECTOR- FINANCE AND ADMINISTRATION

Job Summary:

To plan, organise, manage and control the provision of financial management, accounting and cost-effective administrative services to the Authority, to ensure the accurate and timely maintenance of accounts and financial reports, adequacy of cash flow, optimisation of income and compliance with international accounting and international reporting standards, to enable the BQA to successfully discharge its mandate under the Botswana Qualifications Authority Act.

Main Duties

KEY PERFORMANCE AREAS

1. Finance and Administration Strategies, Policies and Budgets.
2. Budgets and Books of Accounts.
3. Cash flow Management and Investments.
4. Cost Effective Procurement and Supply Management.
5. Facilities Management and Administrative Support Services.
6. People Management.
7. Safety, Health, Environment and Quality.

STRATEGIC LEADESHIP

1. Participates with other Executive Team members in the development of strategy and direction for the Authority in accordance with the Botswana Qualifications Authority Act No 24 of 2013, other relevant legislation, Board direction and ministerial policies.
2. Build and maintain a high-performance culture in the Directorate by creating vision, work environment, systems, processes, and intra inter directorate synergies that support the achievement of the Authority’s mandate.
3. Directs and manages the formulation and implementation of best practice Financial, Procurement and General Administrative strategies, policies, and procedures.
4. Advises the CEO, Board and its committees on all matters pertaining to financial and administrative services, participates in relevant committees of the Board as and when required.
5. Formulates annual operational plans and budgets for the Department and ensures implementation and attainment of targets thereof. Manages and controls the Directorate’s expenditure to ensure it is within the approved budget.

BUDGETS AND BOOKS OF ACCOUNTS

1. Develops and ensures strict adherence to and compliance with accounting policies, procedures and controls which will ensure timely financial statements and management accounts which reflect a true record of the Authority’s financial transactions and financial status.
2. Participates in negotiations with government and other development partners for financing to optimize availability of funds to meet the budgetary, operational, and capital development requirements of the Authority.
3. Coordinates, prepares and consolidates annual and medium-term budgets for the Authority for presentation to the CEO and the Board.
4. Coordinates the implementation of approved budgets and ensures that expenditure is within approved budget appropriation and that extra-budgetary expenditure requests are processed in accordance with financial regulations and objectives of the Authority.
5. Oversees, coordinates the preparation of monthly management accounts; and variance analyses for Executive Management to facilitate informed decision making.
6. Establishes and monitors the implementation of enterprise risk management plans to safeguard the Authority’s assets, minimize potential financial and non-financial risks.
7. Finalises quarterly and annual accounts for audit and ensures that the books of account of the Authority are closed in accordance with agreed audit timetable.
8. Resolves internal and external audit queries on the accounts and financial statements of the Authority.

CASH FLOW MANAGEMENT AND INVESTMENTS

1. Establishes the Authority’s cash flow requirements and manages investments to optimise returns on the Authority’s assets and ensure adequacy of cash flow to meet the Authority’s liability requirements.
2. Reviews checks cash flow statements and forecasts and determines short- and medium-term cash flow requirements.
3. Establishes and ensures implementation of short-term investment policy to optimise returns on short term funds; liaises with banks on placement of short-term funds to maximise benefits.
4. Monitors cash flow levels and authorises movement of Authority funds on short term deposit to maximise returns.
5. Reviews investment opportunities and makes recommendations for the adoption of investment policies and strategies to optimise returns to the Authority.
6. Manages investments in accordance with the Authority’s investment strategies and guidelines and takes management decision on movement of funds to optimise returns and safeguard the assets of the Authority.

COST EFFECTIVE PROCUREMENT OF GOODS AND SERVICES

1. Oversees and ensures the establishment compliance with tender and supplies policies, procedures, and regulations to ensure efficient and cost-effective purchasing of goods and services, inventory control and management and an efficient distribution and issuing of materials.
2. Oversees and ensures effectiveness of inventory driven re-ordering procedures to optimise inventory levels against demand and supply chain.
3. Oversees the establishment of effective and secure systems for the receiving, storage and issuing of stocks, to ensure accurate inventory control and maintenance of stock movement records and minimise opportunities for non-compliance.
4. Negotiates and manages contractual arrangements, ensures adherence to contracts and acceptable service standards.

ADMINISTRATIVE SERVICES

1. Directs, oversees and ensures cost effective delivery of administrative services including transport, travel and accommodation arrangements, and other office administrative services.
2. Direct and ensures that administrative support staff provide cost effective, and timely services to operational and support departments.
3. Monitors, reviews, manages and control the provision of out-sourced services to ensure that the BQA receives value for money and service providers comply with the provision of service agreements.

PEOPLE MANAGEMENT

1. Determines and justifies resource requirements for the department taking into account BQA, goals, objectives, and priorities, and allocates resources accordingly. Provides leadership in the recruitment and on-boarding of departmental staff.
2. Manages departmental performance, jointly establishes objectives and measures with direct reports, ensures that divisional staff have performance contacts, and that performance is reviewed in accordance with BQA PMS system and agreed schedules.
3. Fosters and promotes staff productivity, engagement and discipline, by providing on-the job training, coaching and mentoring as needed, resolving disciplinary and grievance issues in accordance with Botswana labour legislation, BQA disciplinary codes and best practice, and ensuring that all staff in the division meet or exceed the requirements of their performance contracts.
4. Champions the transformation of BQA into a high performing organization by providing vision for the department and demonstrating commitment to the mission, vision and values of the Authority in all activities and interactions.

SAFETY, HEALTH, ENVIRONMENT AND QUALITY

1. Formulates departmental SHEQ strategies, policies and procedures based on the nature of work undertaken and associated risks, and approves policies and procedures recommended by Divisional Heads.
2. Directs, monitors and enforces the compliance all departmental strategies, policies, processes and functions with statutory requirements and BQA SHEQ standards.
3. Convenes and chairs regular departmental SHEQ meetings as set out in BQA SHEQ systems.
4. Adheres to safe work procedures to ensure safety of self and others
5. Reviews and monitors Implementation of action items arising from SHEQ audits and risk assessments by taking and enforcing timely corrective and preventative action to address identified deviations.

 

AUTHORITY AND ACCOUNTABILITY

Financial:          Accountable for budget amounting to 99.5 million Pula

Controls and approves expenditure up to limit of P100 000.00

Co-signs Authority’s cheques

Controls bank accounts and investment of funds

Assets:             Evaluates and recommends capital expenditure on property, plant and equipment

Human:             Evaluates staff performance and recommends performance-based rewards

Disciplines staff in accordance with BQA disciplinary policies and procedures

2. Undertakes any other related required to meet the objectives of the Authority.

Position Requirements:

Education:

1. Professional qualification (e.g., CPA, ACCA, CIMA, Masters in Finance etc.) or a Masters in Information Systems or a Master’s in Business Administration from a recognised institution or any other equivalent qualification acceptable to BQA.

Experience:

1. At least 10 years’ experience with demonstrable exposure to Administration Facilities Management and Procurement, including 3 years of experience in a management position.
2. Exposure to similar functions in an Education/Training environment would be an advantage.
3. TECHNICAL SKILLS
4. Thorough understanding of budgeting and cash flow management.
5. Knowledge and understanding of corporate policies, procedures and processes of Finance, facilities Management, Procurement and General Administration.
6. Knowledge and understanding of international accounting and reporting standards
7. Computer Literate.
8. OTHER COMPETENCIES
9. Strategic planning and orientation.
10. Appreciation of the external operating environment.
11. Team building, leadership and motivation.
12. Results oriented and performance driven.
13. Service oriented and client focus.
14. Communication, influence and impact.
15. Decisiveness and assertiveness.
16. People management and interpersonal skills.
17. Creativity, innovation, flexibility and analytical thinking.