Ruffin N. MAYAKA
Morrisville,USA
Summary
With 25 years of international operations, finance, and project management experience, this dedicated nonprofit leader excels in skillfully managing multimillion-dollar budgets, ensuring strict adherence to donor regulations, and executing projects successfully. As a strategic thinker and collaborative problem solver committed to excellence and innovation in all endeavors.
Overview
24
24
years of professional experience
1
1
Certification
Work History
Finance and Operations Director
Family Health International – FHI 360
10.2020 - Current
- Reporting directly to the Country Director, I lead and provide strategic direction for Finance and Accounting, Procurement and Logistics, Contracts and Grants, Administration, and Information Technology
- I ensure the effective management of operations, focusing on compliance with government regulations, meeting the needs of internal clients, and driving continuous operational improvements
- I actively participate in long-term organizational planning, particularly in efforts to reduce fixed costs, and stay informed about various organizational initiatives to make well-informed decisions and adjust priorities as necessary
- My duties include developing and overseeing financial plans and policies, accounting practices, and procedures, while ensuring the achievement of the project's financial and strategic objectives
- I successfully implement strategies to enhance service quality, boost productivity, and improve cost efficiency
- I contribute to the creation of high-quality work plans, as well as quarterly, annual, and financial reports, and any additional reports required by USAID
- I am responsible for ensuring compliance with FHI 360 and donor financial regulations, preparing and delivering audit reports as required by donors, and addressing any audit findings and recommendations
Finance and Operations Director
Family Health International – FHI 360
02.2020 - 09.2020
- Reporting to the Country Director, I was responsible for the leadership and strategic direction of Finance and Accounting, Procurement and Logistics, Contract and Grants, contracting, Human Resources, Administration and Information Technology
- Directed finance, accounting, procurement, and logistics efforts, ensuring regulatory adherence
- Led efficient operations that optimized government regulations and minimized costs
Deputy Chief of Party/Finance and Operations Director
Elizabeth Glaser Pediatric Aids Foundation (EGPAF)
04.2017 - 02.2020
- Lead the strategic planning and development of country office operations, including Administration, Human Resources, Finance and Accounting, Procurement and Logistics, and Information Technology
- Implement financial systems, manage budgeting, track expenditures, and oversee financial reporting and accounting for both the EGPAF award and sub-awards
- Oversee all human resource functions such as recruitment, compensation, performance evaluations, and training & development, ensuring compliance with HR regulations at the host country, donor, and organizational levels in relation to ongoing projects
- Manage procurement processes, including tendering and supplier selection, to ensure solutions that meet project requirements while adhering to all relevant regulations, accountability standards, ethics, and integrity
- Supervise the acquisition, maintenance, inventory, and safeguarding of project and administrative facilities and assets, including IT equipment and other resources
Director, Finance and Administration
Population Services International (PSI)
06.2013 - 03.2017
- Supervised financial operations at both national and provincial levels, including advances, payments, reconciliations, accounting, petty cash, and banking
- Provided technical support in developing an internal training program to equip program staff with knowledge of PSI/ASF’s financial and control systems
- Analyzed and updated the internal fixed costs budget at national and provincial levels, consolidating it at the country level
- Determined an appropriate basis for allocating shared costs, allocated project budgets, and supervised the implementation of budget lines for support costs and salaries
- Prepared plans for recurring investments in equipment, vehicles, and staff development, ensuring that appropriate investment levels were included in each proposal budget
- Ensured that the national IT system was functioning properly, with management systems in place for backing up files and protecting against viruses and hacking
- Verified that all software programs were legally licensed, and evaluated and upgraded field-level IT, including internet connections
- Supervised the rollout of Lawson software at national and provincial levels
- Assisted the Country Representative (CR) in fostering constructive external relationships with tax and customs authorities, immigration, and various government ministries
- Recruited, trained, and supervised personnel to provide efficient financial support services within PSI/ASF’s budgetary and strategic framework
- Implemented and strengthened organizational policies, procedures, and systems, particularly concerning the rational use of resources and forward planning at national and provincial levels
- Reviewed donor invoices and financial reports in collaboration with the Deputy Country Representative for programming
Associate Director, Finance and Administration
FHI 360 (Family Health International)
11.2011 - 05.2013
- Led Program and Administrative staff in preparing monthly budgets to ensure efficient allocation of resources to meet donor and agency objectives
- Monitored and reported on budget usage to ensure spending occurred as planned, and variances were identified, explained, and corrected
- Ensured that all program areas, coordinators, and partners were aware of their budgetary resources and capable of monitoring their own budgets
- Reviewed monthly financial reports from program areas and sub-awardees to ensure accuracy and provided regular feedback
- Led the coordination of finance report preparation for donors
- Led the preparation of proposal budgets for donors, ensuring adherence to donor formats, rules, and regulations, as well as FHI 360 regulations
- Reviewed internal accounting control systems and made recommendations for improvements
- Where necessary, implemented proposed changes in full consultation with the supervisor
- Ensured financial compliance and oversaw the updating of required financial reports
- Oversaw the Administration and Procurement departments in the country office, ensuring compliance with policies, procedures, regulations, and local laws
- Ensured the national IT system functioned effectively, with proper backup management systems and protection from viruses and hacking
- Verified that all software programs were legally licensed, and evaluated and upgraded field-level IT, including internet connections
- Supervised Human Resources Management and assisted the Country Director in resolving employee-related issues such as hiring, training, motivation, transfers, promotions, conflicts, and terminations
- Ensured sub-offices complied with labor laws and regulations, and monitored litigation cases
- Ensured appropriate segregation of duties to support field operations and protect the integrity of field office finance and administrative operations
- Regularly visited field offices to ensure adherence to FHI 360 and funder guidelines and procedures
- Conducted internal audits of sub-office financial procedures and records as required
- Made recommendations for practical improvements and designed the improvement activity plan
Senior Finance Analyst
Family Health International
01.2008 - 10.2011
- Led budget preparation and financial statement management, guiding program staff effectively
- Streamlined reporting processes, fostering transparent communication and accountability
- Contributed to due diligence efforts, ensuring accurate pre-sub award assessments
Senior Grants Accountant
The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
05.2006 - 12.2007
- Maintained impeccable financial records, ensuring compliance with accounting standards
- Facilitated smooth accounting processes, reviewed account coding, and managed grant transactions
- Mentored field staff, enhancing their understanding of financial accounting and controls
Regional Accountant for Central and West Africa
National Democratic Institute (NDI)
06.2001 - 04.2006
- I conducted rigorous monthly desk reviews of field expense reports to ensure compliance with A-122 Cost Principles and A-133 Audit Standards
- I verified proper coding in the field office's general ledger, reconciled bank statements, and maintained accurate Average Foreign Exchange rates
- I prepared journal entries for consolidation, reconciled balance sheet accounts, reviewed staff travel expenses, validated check requests, provided accounting training, and managed advance account closures
- My tenure was marked by meticulous attention to detail and commitment to financial accuracy
Education
Master’s Degree - Economics
Université D’Auvergne, CERDI
Clermont-Ferrand (France)09-1998
Master of Business Administration - Finance
Senghor University
Alexandria, Egypt08-1992
Bachelor’s Degree - Economics
University of Kinshasa
Kinshasa, Dr Congo07-1985
Skills
- Financial Management
- Budgeting & Reporting
- Donor Compliance
- Project Management
- Procurement & Logistics
- Human Resources
- Compliance & Regulations
- Strategic Planning
- Leadership
Certification
- Tactical Emergency Casualty Care (TECC) certificate, SAHCO Consulting, 09/01/23
- Project Management for Development Professionals (PMD Pro), APMG International, UK, 2018
- Graduate Certificate in Non-Profit Management, Duke University, NC (USA), 2011
- Microfinance, Sherbrooke University, Canada, 1998
Capacitybuildingtravels
Conducted accounting training and offered financial support across Africa and the Caribbean (Burkina Faso, Cote d’Ivoire, Democratic Republic of Congo, Ghana, Haiti, Lesotho, Liberia, Mali, Niger, Nigeria, Senegal, Sierra Leone, South Sudan, Togo and South Africa).
Professionalreferences
Available upon request.
Majoraccomplishments
- Successfully managed multiple multimillion-dollar budgets funded by renowned donors like USAID, CDC, UN, DFID, EU, Global Funds, CIDA, Gates Foundation, NORAD and more.
- Led strategic planning, streamlined operations, and ensured compliance with intricate donor regulations.
- Led the implementation of financial systems, resulting in enhanced budgeting, expenditure tracking, and reporting.
- Managed human resources, procurement, and facilities, fostering efficient project execution.
- Mentored and trained staff on financial accounting, controls, and regulatory compliance.
- Strengthened policies, systems, and processes, enhancing financial transparency and accountability.
Citizenship
USA
Languages
English
Full Professional
French
Full Professional
Software
Costpoint, Deltek, Microsoft Dynamics, GFAS (General Financial and Administration System), Lawson, Word, Excel, Access, Outlook, PowerPoint, Publisher, Quicken, QuickBooks, Econometric Views, IBM Cognos TM1 (an enterprise planning software used to implement collaborative planning, budgeting and forecasting solutions, as well as analytical and reporting applications)
Timeline
Finance and Operations Director
Family Health International – FHI 360
10.2020 - Current
Finance and Operations Director
Family Health International – FHI 360
02.2020 - 09.2020
Deputy Chief of Party/Finance and Operations Director
Elizabeth Glaser Pediatric Aids Foundation (EGPAF)
04.2017 - 02.2020
Director, Finance and Administration
Population Services International (PSI)
06.2013 - 03.2017
Associate Director, Finance and Administration
FHI 360 (Family Health International)
11.2011 - 05.2013
Senior Finance Analyst
Family Health International
01.2008 - 10.2011
Senior Grants Accountant
The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
05.2006 - 12.2007
Regional Accountant for Central and West Africa
National Democratic Institute (NDI)
06.2001 - 04.2006
- Tactical Emergency Casualty Care (TECC) certificate, SAHCO Consulting, 09/01/23
- Project Management for Development Professionals (PMD Pro), APMG International, UK, 2018
- Graduate Certificate in Non-Profit Management, Duke University, NC (USA), 2011
- Microfinance, Sherbrooke University, Canada, 1998
Master’s Degree - Economics
Université D’Auvergne, CERDI
Master of Business Administration - Finance
Senghor University
Bachelor’s Degree - Economics
University of Kinshasa
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