Purpose and General Overview
The Finance and Administration Manager oversees and mentors the Finance and Administration team that support the CSSF programme in the three cross boarder countries. More specifically, the position is responsible for:
The smooth running of the component of the programmes that are implemented through local Partners and Interpeace, including compliance, training, capacity building and internal audit
Reporting to donors
Oversight of all audits in the region
Management of existing financial systems and recommendations for improvement/enhancement of the systems
Oversight of the Administration function and responsible for the day to day running of the programme.
The Finance and Administration Manager works closely with Programme colleagues to deliver coordinated, coherent and compliant financial management for the CSSF Programme. The position also interacts frequently with auditors, providing information and justification for financial management in the region. S/he also works closely with implementing partners to oversee, monitor and build their capacity for financial management.
The Finance and Administration Manager travels may be required to travel regularly within countries where the programme will be implemented.
Key objectives
Accounting and finance software is up-to-date and in line with Interpeace systems requirements
Financial monitoring of the programme, providing spends, forecasts and flagging up any risks.
Preparation of donor reports in timely manner, by setting up automated reports using system tools
Organization of financial preparatory workshop with partners when new projects have been granted and in advance of their commencement
Regular visits to partners office are conducted for internal control and capacity building
Produce financial reports that are accurate and timely, and communicate appropriate financial information
Duties and responsibilities
Specific Duties
Oversight of Finance
In coordination with the small grants advisor, undertake Partnership Management; Assessment for potential partner organisations, monitoring and capacity building of the partners and manage the small grants component of the programme.
Monitor timely submission of Partners’ financial reports, oversee the monthly review and monitor the resolution of issues arising from the reviews
Train and coach Finance and programme colleagues on Interpeace Financial Rules and Procedures and specific contractual requirements imposed by donors. Monitor the country programme ensuring compliance with internal and donor regulations
Oversee the programme accounting, including the monthly review of Balance Sheets accounts.
Coordinating with the Team leader to discuss current issues, upcoming deliverables and other issues as they arise.
Budgeting
Prepare project budgets with Programme and Finance Officers, amend as necessary and then submit to Regional Finance Manager for review and feedback before the final version of budgets are submitted to donors. Monitor that the review and approval process is documented, and documents submitted to potential donors are filed on SharePoint.
In collaboration with the Regional HR Manager, analyse compensation packages, taxation requirements, and human resource policies to ensure that Interpeace has fully accounted for the full cost of local staff compensation and benefits and is compliant with local laws.
Ensure that the approved donor budgets are coded in accordance with the Interpeace Chart of Accounts (CoA), to help facilitate subsequent donor reporting.
Prepare annual project budgets and the annual budget for the project for inclusion in the annual Interpeace PoW&B, in discussion with Programme colleagues and with the Regional Finance Manager approval. These must be based on realistic estimates of likely funding for each year.
Assist Finance Officers to develop and implement finance reports (budgeting and forecasting) within the framework of Interpeace financial reporting systems, in liaison with Programme colleagues.
Financial Management and Systems
Ensure approval of expenses before payment, in line with approved budgets, for the programmes being implemented.
Cash management – oversee management of the cash for the programme to ensure adequate support within the set cash limits.
Oversee funds transfers to the Partners to make sure they are funded in a timely manner, in accordance with approved budgets and to ensure the smooth implementation of Interpeace’s programmes.
Review and the programme and Partner Cash Transfer Requests (CTR) – monitor that these are in line with approved budgets and are prepared and submitted in a timely manner in order to ensure smooth running of the programmes.
Review existing financial systems and procedures used in the country and recommend modifications to enhance these as needed, in order to improve delivery. Ensure that staff members working in the programme understand, follow and are trained in these procedures.
Visit the Partners to perform capacity assessments and internal audits and reviews as required, to ensure compliance with Interpeace and donor requirements. Coordinate and supervise any subsequent training that is provided as a result of the capacity assessment.
Monitor that the local Partners financial rules and procedures are harmonised with those of Interpeace. Ensure that new Partner finance teams are trained on QB-Quick Books, accounting procedures, record keeping, and reporting procedures.
Ensure that Interpeace and partners support documents are uploaded on FSD-Financial Supporting Documents system.
Financial Monitoring, Reporting and Audit
Oversee the production of accurate and timely financial management information (both succinct and comprehensive) to assist both the programme and partner Finance and Programme colleagues to manage the finances of the programme. This includes Actual v/s Budgeted spending at both the Partner level and at the consolidated programme level. Review and enhance reporting and ensure there are built in checks to verify accuracy.
Monitor the funding available to each programme (especially when this is impacted by exchange rate movements), both for the current financial year but also over the life of multi-year projects and advise Programme and partner colleagues when fx changes necessiate a budget revision.
Provide summarised financial reporting to the Regional Finance Manager on a monthly basis.
Ensure donor reports are submitted in accordance with donor requirements.
Maintain an overview of the finances of the programme and review this on a regular basis with Finance and Programme colleagues in coordination with the Regional Finance Manager.
Provide financial training to Programme Managers and Officers when needed.
Coordinate Partner and project donor audits for the region in line with stipulated statutory requirements, terms of reference and donor regulations. Ensure that a timetable outlining the tasks that need to be completed is prepared in discussion with the Finance team and then used to monitor preparations leading up to the audit.
Lead the implementation of the audit Management Letter recommendations as directed by the Regional Compliance officer and the Regional Finance Manager in a systematic manner
Administration function
Supervise, coordinate, and support the administrative function, which includes travel and accommodation, logistics, facilities management, and inventory.
Manage the office rental lease and office expenses incl. electricity, water, etc.
Management of Personnel and Resources
Creates an enabling work environment that fosters learning and innovation, where staff members can achieve their potential, demonstrating gender-responsive and non-discriminatory behaviour and attitudes
Mentors and coaches staff members, monitors, evaluates and documents the individual performance of direct reports through a staff development lens
In collaboration with the Global Operations Unit, establishes and implements necessary measures that respond to the health, wellbeing and safety and security needs of the staff
In close collaboration with the HR unit, recruits, motivates, develops, inspires, and builds a high performance and cohesive finance and administration team.
Other
Responsible for liaison with national authorities and local partners and donors on matters related to finance.
Responsible for identifying areas of financial and operational risk within both Interpeace and Partners and taking a lead in mitigation measures e.g., identifying training needs and capacity building of staff, to increase knowledge and therefore reduce risks.
Provide feedback on the Interpeace financial rules and procedures and help to enhance and refine these.
Perform other duties related to finance and administration as called upon.
Qualifications:
Candidates with relevant qualifications, experience, a tertiary degree, and fluent in English and French, are invited to apply. Relevant experience and qualifications may include:
Education
Tertiary degree and a professional qualification in finance such as Chartered Accountant, Certified Public Accountant, Master of Business Administration or equivalent.
Experience
Understanding of and experience in financial management within the context of Non-Governmental Organizations (NGOs).
Competencies
Advanced knowledge of financial and fiduciary concepts, including an ability to develop and manage complex budgets; create and interpret financial statements and reports; and develop/manage cash flow projections.
Advanced knowledge and understanding of management principles as they relate to multi-cultural and complex organizations
Accounting knowledge and operating capacity for Sun Systems, QuickBooks, and other financial management systems
Advanced written and oral communication skills in English
Computer literacy in all MS Office applications.
Ability to work within tight deadlines
Commitment to supporting local peace building initiatives.
Familiarity with CSSF funding.
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