Finance Manager Child Fund
August 26, 2012 at 1:17 am
Job Purpose:Assist the National Director in the financial management and administrative aspect of the Country Office and to ensure that all ChildFund-related finance and administration relevant policies, systems & procedures & requirements as well as donor requirements are adhered to by the Country Office. .Summary
of Responsibilities:The Finance & Administration Manager assists the National Director in the oversight of the financial and administrative aspect of ChildFund-Timor Leste Country Office (CO) program operations. S/He is responsible for the overall management and supervision of the Finance & Admin Unit and directs all finance-related and administrative activities. S/he is the main contact on finance and administration issues, and relates with the Regional Office & International Office (IO) in Richmond, CO Program and Sponsor Relations units/departments, as well as point of contact for donors on financial and administrative matters as deemed by the National Director.Specific Tasks:General Management:Ensures financial stewardship and accountability at all levels of financial operations. Ensures the integrity of financial management systems within the National Office. Ensures that proper internal controls exist and are followed for all financial activities of the National office 2. Ensures Program is in compliance with internal control policies related to the financial and administrative components, according to IO procedures and donor’s requirements 3. Ensures that accounting manuals are updated and revised periodically 4. Oversee the financial software system and direct the appropriate monthly accounting closing procedures. Ensure appropriate communication on financial matters with the Regional/International Offices 5. Together with other members of the senior management team in the Country Office, assists the National Director in planning & establishment of goals, objectives, and performance standards.Provides relevant updates to the senior management team, raise important issues and concerns as well as legal aspects of the Country Office operations.Liaises with multilateral, NGO’s, other agencies and third parties in relation to financial activities, as required & deemed by the National Director 8. Maintains communication flow with Regional Finance Manager and IO Finance Department to ensure documentation and follow-up on pending CO financial issues.Overall supervision of the operations of finance & admin unit.Planning & BudgetingCoordinates and oversees annual budgeting process, ensures that all units ie programs, SR, participates in the budget exercise, consolidates CO annual budget 2. Monitors cash flow in collaboration with the National Director and department/unit managers, prepares and submits WF reimbursement Form to facilitate monthly transfer of funds needed by the Country Office.Monitors financial performance of the CO in terms of set budgets (operating expenses, NSPs, grants, etc.), i.e. reviews and analyzes budget monitoring reports, discusses with and gives advice to management to take corrective actions, as appropriate.Payment ProcessingReviews/verifies all financial transactions and ensures that ChildFund funds are utilized and accounted for based on the generally accepted accounting principles and ChildFund standards,In the absence of the National Director, approves financial transactions based on ChildFund policies and procedures, and 3. Approves petty cash fund transactions.Accounting/ReportsSupports/Advises CO Accountant on all or any issues on accounting,Oversees the CO accounting application/system and directs monthly accounting & closing procedures. Ensures appropriate communications on financial matters with the Regional Finance Manager.Ensures timely submission of various financial reports and analysis, internal (CO, region & IO) & external (government requirements, donor reports).Reviews Trial Balance, related supporting schedules/reports/back-up forms monthly and forwards the same to the National Director for approval, assists the National Director in understanding reports, and significant issues arising that need management decision/s.Ensures that all Inter-company Journal Advise (ICJAs), and other necessary month-end adjustments are taken up on Journal Vouchers and posted, and 6. Sends off required reports, all related schedules to the region on required cut-off dates.BankingFacilitates opening/closing of bank accounts for the country office based on the banking policy of ChildFund.Liaises with bank and IO re change/cancellation of bank signatories.Attends to other bank-related transactions that needs management decisions and advises the National Director as necessary.Grants & NSP ManagementAssists the National Director in the preparation of budget proposals to donors,Submits donor reports, as required,Participates in grants negotiation with donors & leads in the financial aspect of the grant proposal.Prepares and submits to IO all documentation requirements for grants and NSPs, i.e. registration & approvals.Reviews NSP reports and forwards to National Director for approval, sends reports to region & IO, as required.Statutory/Government RequirementsKeeps the National Director updated & informed of related government regulations and ensures that all statutory requirements are complied with by the country office and that all government laws re NGO operations in the country are adhered to.Ensures that taxes withheld & other payments required by government are accurately calculated, and paid on time to avoid penalties to the organization.PayrollReviews/verifies payroll and forwards to National Director for approval, ensures that all timesheets are complete and that all necessary deductions due are withheld.AuditFacilitates and oversees audits of both CO and Project Affiliates,Ensures that audits are conducted based on ChildFund audit procedures and guidelines 3. Follows-up audit recommendations and leads/advises management (CO & Project Affiliates) on plan of action for corrective measures, and ensures that recommendations are acted upon in a timely & appropriate manner.Consolidates audit reports and submits all audit documentation requirements to IO Assurance Unit.Systems & ProceduresSets up appropriate systems and procedures based on ChildFund standards and donor requirements, writes & updates finance & admin manual, and ensure staff adherence to set policies & codes of conduct.Project Affiliates Financial Management SupportEnsures that sponsorship subsidies and DFCs are transferred to Project Affiliates’ bank accounts as scheduled,Assists Project Affiliates on financial management in coordination with CO program unit & Area Teams 3. Supports the Finance Assistant – Project to lead in the capacity building of project affiliates, conduct of needs analysis, training program designs, conduct of trainings, and evaluation of training impact 4. Coordinates with Program/SR and ensures that all PA reports are received on time, reviews reports and advises corrective actions if needed, and 5. Reviews project balance reports and forwards to National Director for approval and submission to IO.Human Resource ManagementPlans/Facilitates staff development program for finance staff based on current job requirements and future career path, and 2. Conducts performance reviews/appraisal of finance staff at least twice a year and submits report to National Director.Mentors and coaches finance staff.Advises the National Director on HR policies & labor laws, ensures that the Country Office adheres to all related statutory requirements.AdministrationEnsures that administrative support is provided to all CO units.Set up administrative systems that facilitate efficient delivery of support to all CO units.Facilitates the set up and maintenance of user friendly office systems e.g. filing systems, communication systems, etc based on the needs of the country office.Supervises the Administrative Officer in efficiently running the office and responding to secretarial and administrative needs required.Supervises the conduct of property and supplies inventory and directs the administrative/purchasing officer in the purchase of equipment, material and supplies.Oversees the custodial operations of the organization. Submits report to IO regarding addition of fixed assets and their disposal OthersReviews/checks assets inventory and physical count conducted by Finance Assistant,Conducts unit meetings (weekly, monthly, and as needed),Participates in management and staff meetings,Participates in regional conferences/meetings 5. Performs other tasks that may be assigned by the National Director.Qualifications & ExperienceSelf-guided, strong organizational and planning skills; Ability to work independently and under pressure Strong interpersonal communicative skills Ability to work and communicate with employees of all levels Fluency in English required, proficiency in a local language (I.e. Bahasa Indonesia, Tetun or Portuguese) preferred Ability to overcome challenges despite hurdles, and resolve them consistent with ChildFund values and ways of working Proficiency in Microsoft Office Programs including Excel, Word and OutlookEDUCATIONBachelor’s degree in business administration, accounting, finance or related field or equivalent relevant work experience. CPA or ACCA preferred How to apply: Applications close 20th September 2012. Apply by email with full resume and a cover letter to email@example.comSaling berbagi Merupakan Karakter Bangsa yang Bermartabat.
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