The Finance Manager (FM) is responsible for financial management and compliance, functioning of internal controls and audit support; providing financial reports, cash flow, and bank management of the Field Office (FO). Through high-level analysis of past spending and projections, the FM provides key inputs and recommendations to Executive Director and Program Managers in the development of new budgets, as well as the effective management of current programs. He or she will ensure FO operations are in compliant with FH financial policies and procedures. The Finance Manager also supervise all FO Finance staffs in achieving these results.This position reports directly and functionally to the Executive Director with a dotted line report to the Regional Finance Manager and occasionally to the GSC Finance on inquiries made directly by GSC Finance. Key Result #1 – Financial management and compliance (30% of the time)Develop, coordinate and implement plans for the control, monitoring and reporting of the country financial operations;Cultivate and maintain an expertise on the rules and regulations of various donors and provide guidance in the area of donor compliance;Maintain current knowledge of local government requirements related to financial matters and ensure compliance with tax regulations and other legal requirements;Review payments and ensure they are in compliance with FH policies before the approval by the Executive Director;Lead the senior management and local training for MS Dynamics;Ensure all financial transactions are timely process through the financial system. Key Result #2 – Internal controls and Audit (20% of the time)Perform regular check of FH/P’s accounting activities in all its site offices, including monthly reviews of financial transactions to check for appropriate documentation, correct account assignment and approvals;Ensure adequate internal controls are in place, closely monitor all financial activities and keep the Executive Director advised of all situations which have the potential for a negative impact on internal controls or financial performance;Take a leadership role in facilitating internal or external audits. Liaise with GSC Finance and Regional Finance and other stakeholders in the planning.Take appropriate action with departments concerned to address audit findings and recommendations, follow through on action plan commitments and share all through the ED to the key levels or offices. Communicate with regional office on all audit findings and seek resolution of the finding before the auditors complete audit field work Key Result #3 – Budget management and cash management (25% of the time)Support all department in strategic and routine budget management; Maintain and update periodic budget forecasting system with Programs;Provide analysis to ensure all cost are well estimated and provided for in new budget proposals or a budget revisions;Perform high-level analysis of spending vs budget and planned cash flow to point out potential over/underspending areas.Monitor monthly cash flow, and work with program staff and other department to develop accurate and timely cash flow projections and ensure the forecast budget in financial system is revised accordingly Monitor and assess cash levels in country offices vis-à-vis spending plans, contractual commitments, etc. to ensure sufficient operational funds are available, vendors and labor payments are made promptly upon receipt of necessary justification documentation.Ensure regular contact with local bank management on routine operational matters with country offices including negotiation of exchange rate, timely e-Banking services and efficient processing of all bank transactions.Enforce compliance with FH Finance policy on program advances, credit terms, credit cards and use of bank payment instruments on all FO operations. Key Result #4 - Financial reporting and Analysis (internal and external) (15% of the time)Ensure timely financial closing process in MS Dynamics (review, upload and post monthly journals);Ensure that, Bank account reconciliations are completed on timely basis and that Financial Statement (country standard report) and supporting data are reviewed and produced on a monthly basis;Consolidate monthly financial reports to provide project managers with timely reports on fiscal health, including revenue/expenditure reports, expense reports by grant and budget variance reports, among others;External: Direct the preparation of, reviews and approves all donor financial reports in respect to accounting, legal and contractual requirements and ensures the review of such reports by the Executive Director prior to submission;Fully respond on all the reviews at any time from the RFM, the Global Finance or National Organization (NO) directed to the FM due to urgency copy RFM and ED or head or the programs. Key Result #5 – Leadership and management (10% of the time)Provide direction to the Finance Department and manage the Finance Team to follow routine weekly and monthly schedules and meet deadlines;Manage finance staff travel and vacation to coordinate staff absences to avoid gaps and minimize risks in key responsibility areas;Identify capacity development needs within the department and organize appropriate trainings.
