Contract Grade: A
Contract Length: 12 to 24 months
Date needed By: ASAP
New Post or Replacement: Replacement
Accompanied / Unaccompanied: Unaccompanied
Exact Job Location: Juba, South Sudan
Reports To: Country Financial Controller (CFC)
Responsible For: Finance Officers (FOs), Assistant Finance Officers (AFOs)
Liaises With: Country Director, Programme Directors, Systems Director, Programme Managers, Grants and Information Manager, PSOs, Logistics Coordinator, Administration Officer and Area Coordinators.
****Job Purpose:****
To provide support to the CFC to ensure the effective functioning of the finance department in Juba through providing day to day technical support and work with national and NGO partners. The post holder will coordinate finance issues and build the capacity of national staff for both Concern and partners, and support national staff to manage and carry out the work on the finance function. The post holder will report directly to the CFC.
****Main Duties & Responsibilities:****
Controllership:
- Guided by the CFC, ensure that the Concern worldwide financial policies and procedures are adhered to and implemented in a standardised manner.
- To manage the finance department activities and schedules to meet the financial reporting requirements and deadlines specified by donors and Dublin HQ.
- Assist programme managers and teams to follow donors’ (especially EU, ECHO, Irish Aid, UN, DFID, OFDA, ECHO etc.) financial rules while budgeting, spending and reporting.
- Forward to all budget holders draft reviewed monthly management accounts & his/her finance team on a timely basis and facilitate with programme staff review and follow up of any issues/variances arising.
- Closely monitor all financial activities, and keep the PD and CFC advised of all situations which have the potential for a negative impact on internal controls or financial management performance.
- Assist the CFC with external (donor, audit firm, partner organisation, government, etc.) and internal audits as required.
- In collaboration with all relevant staff, ensure the protection of all programme assets (cash, inventory, etc.) through the enforcement of internal controls and procedures, including regular updating of fixed asset inventories.
- Maintain up-to date knowledge of and implement local government requirements and regulations related to financial matters including statutory deductions from national staff salaries such as income tax, social security, etc.
Training & Staff Management:
- Train Senior Finance Officer so that s/he can take programme accountant role upon completion of the international assignee’s contract period.
- In collaboration with the HR Manager, ensure that job descriptions of the finance department staff are up-to date and staff are clear with their roles and responsibilities.
- To carry out timely Performance and Development Reviews (PDR) of all finance department staff but also develop and implement staff development plan for the finance department staff.
- Lead in facilitating and providing orientation, basic training, technical support and guidance to the country program staff, particularly budget holders, for skills improvement in the areas of Concern and donor budget preparation and monitoring, budget revision, reporting and its interpretation, as well as internal control as per Concern’s standard practices
Treasury:
- To supervise all programme office bank relations and bank account activities.
- To oversee the timely preparation, review and approval of all bank account and cash reconciliations on as regular a basis as necessary for effective financial control.
- Assist the SMT and CFC in ensuring compliance with Concern Worldwide policies and procedures and assume responsibilities in the implementation of country specific policies such as authorisation limits, cash holding limits, cash movements, credit terms, advance payments, use of bank payment instruments.
- To be responsible for review of funds transfer requests from the field and timely preparation and follow-up/handling of Cash Transfer Requests to the field offices to ensure that appropriate balances are maintained to facilitate programme implementation
Budget:
- Assist Programme Directors and other budget holders in conducting the budget process, ensuring that appropriate levels of technical support and guidance is provided to all budget holders during the process of preparing the annual country operating budget and subsequent revisions.
- Assist budget holders with preparation of donor budgets; interpretation of budgeting guidelines ; ensure compliance with donor regulations and to ensure their incorporation into the country annual operating budget & revisions
Partnership Accounting:
- Undertake the CLOFAT assessment with potential Partners on a timely and comprehensive basis;
- Summarise CLOFAT findings and recommend whether partnership is workable with resources available.
- Ensure a Partner Finance capacity building action Plan is developed and implemented for any weaknesses found on the CLOFAT, monitoring visits, and provide the necessary trainings to the partner and others initiatives. Update the Partner Finance Action Plan as it relates to each partner with information as to capacity building carried out, progress achieved, and any new capacity building needs identified.
- Ensure all partner related documents including CLOFATS are signed off by all the relevant staff members (CFC, Programme Director, Project Manager and Country Director).
- Ensure that all CLOFAT Progress on Finance Action Plan documentation are maintained on the Partner File for future reference.
- Monitoring for each Partner, following up on capacity building action plan through systems review visits in accordance with the Partner Monitoring Programme.
- Review financial reports and transaction lists provided by the partner on a timely basis, bringing any unusual transactions and budget variations to the attention of the Programme Manager.
- Ensure Partner Reports and findings are circulated to all interested parties within Concern and the Partner. Ensure all documentation relating to Concern‘s financial relationship with the partner is filed correctly and updated where necessary.
- Assist the partner, in conjunction with the Programme Manager, on budget preparation. Ensure the Partner is able to submit regular and accurate Financial Reports using the template provided by Concern. For any Partner Finance Report issues found, obtain appropriate explanations from the Partner staff before recommending the release of the following tranche of funds. Incorporate any weaknesses found on the partner report compilation into the Partner Finance Action Plan. Assist the partner in meeting any procedural requirements (whether those of Concern or of a donor) detailed in the Partner Contract.
- Ensure regular communication with Programme, Finance staff and Partner staff is maintained at every level of Partner Management.
- Build capacity of finance officers in partnership capacity building and management.
Monthly Management Accounts:
- Liaise with the Juba Finance Officer in reconciling balance sheet items, preparing monthly management accounts and month end process for review by the CFC.
- Assist CFC to produce accurate monthly management accounts, engaging in necessary review work, posting of journals etc.
- Assist the CFC in the process of obtaining explanations of variances between budget and actual spending, income and pass the necessary adjustments to ensure correct reporting.
- Ensure a Month End reporting file is maintained in a timely and orderly manner.
****PERSON SPECIFICATION****
- Educational Qualification
Essential: Part or fully qualified Accountant
Desirable: Management Qualification .
- Experience Required:
Essential: Two to three years finance experience including donor and management reporting, staff and partner management and some capacity building initiatives(coaching, mentoring or training). Some overseas experience in emergency or development contexts a distinct advantage.
Desirable: Experience of work in Sudan / Horn of Africa region.
Experience in working in a complex emergency context.
Experience in working with partners and low capacity staff.
- Special Skills, Aptitude or Personality Requirements:
- Cross cultural awareness and sensitivity
- Empathy with Concern’s goals and a commitment to capacity building, protection and participation
- Excellent communication and training / capacity building skills
- Keenness and patience to coach, groom national staff .
- Proven organisation, planning and management skills
- Ability to work on own initiative and lead diverse teams
- Openness to learning whilst being a quick learner, flexible and adaptable to a changing challenging environment.
- Strong interpersonal and team work skills with patience and sense of humour.
- Ability to work under pressure often to strict deadlines.
- Knowledge of computer applications i.e. Microsoft packages: Excel, Word, and Outlook.
- Knowledge of accounting software: knowledge of Microsoft Great Plains will be an added advantage.
- Any Other Special Requirements (e.g. international driving license, specific computer skills etc.)
Familiarity with humanitarian law and principles of humanitarian action (international code of conduct and humanitarian charter) Familiarity with Sphere guidelines and people in aid, code of best practice
All applications should be submitted through our website at https://jobs.concern.net by closing date 18th August 2015. CV’s should be no more than 4 pages in length.
Due to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.
HOW TO APPLY:
All applications should be submitted through our website at https://jobs.concern.net by closing date 18th August 2015. CV’s should be no more than 4 pages in length.
Due to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.
