Sunday, 15 October 2017

Finance and Administration Manager

Action Africa Help International
 
Job Opening: Finance and Administration Manager, Djibouti
 
Department: Finance
 
Reports to: Country Programme Manager
 
Staff reporting to this post: Finance and Admin staff
 
Technical Dotted-Line link to Finance & Admin Director - HQ
 
Matrix manages: Field Finance and Admin staff
 
 
Liaises with: Project Managers
 
Duty Station: Djibouti, with travel to field project locations
 
Purpose of the role: Oversee the overall financial functions of the AAH-I - Djibouti and ensure all financial and admin processes are functioning effectively and efficiently. 
S/he will plan, execute and evaluate all activities of financial management of various projects’ financial and accounting processes and be responsible for creating, reviewing, updating and enforcing compliance of the projects’ financial/administrative policies and procedures.
 
Duties & Responsibilities
  1. Prepare, examine, and analyze accounting records, financial statements, and other financial reports to assess accuracy, completeness, and conformity to reporting, cost control and procedural standards.
  2. Oversee all admin and procurement duties of the Country Programme, records of procurement and other expenditures and ensure accuracy of supporting documents.
  3. Support the development and analysis of budgets, prepare periodic reports that compare budgeted costs to actual costs.
  4. Advise management about issues such as resource utilization, tax strategies, and the assumptions underlying budget forecasts.
  5. Support the internal and external auditing processes with an aim to close identified gaps.
  6. Ensure that project finance policies and procedures are in harmony with the country financial and admin policies and procedures; and make sure they are understood by staff.
  7. Ensure effective, timely and accurate functioning and monitoring of the financial software system including maintaining the completeness and integrity of data within the system, compliance, generating necessary reports and authorising monthly data compilation in the system.
  8. Cash planning through preparation of weekly and monthly cash flow forecasts and generation of the cash flow statements as required.
  9. Undertake banking duties as needed and reconcile bank statements on a monthly basis.
  10. Ensure that donor and institutional accounting requirements are adhered to and financial reports are submitted on time.
  11. Prepare income and expenditure narrative and financial reports for the Country office
  12. Support the budget preparation and proposal writing efforts through provision of information and advice during the budget preparation and proposal writing processes.
  13. Collaborate with the Administration/Operations and Security to ensure that all AAH-I assets at the field base are recorded and properly maintained with adequate security.
  14. Development and monitoring of the field base recharge mechanisms and advise management on cost effective proposal reviews
  15. Ensure compliance with necessary legal and statutory financial reporting in country, recommending change to procedures where required.
  16. Lead on AAH-I Djibouti field base audits and follow up on recommendations. Ensure information is provided to the external and/or internal auditors as required during the audit process and follow up to close any identified audit gaps.
  17. Contribute to the design of and oversee the preparation of regular (weekly/monthly/quarterly) management reports to meet the needs of the country programme, and also meet the requirements for regular reporting set by the Donor, ensuring timeliness and accuracy.
  18. Oversee preparation and consolidation of donor financial reports
  19. Assess finance staff gaps within the team and advice the Country Program Manager.
  20. Maintain and update an inventory and ensure proper operation, maintenance and appropriate distribution of all project equipment.
  21. Oversee the usage and maintenance of all equipment including vehicles.
Expected Outcomes
  • Financial expenditure is in compliance with Donor contract requirements.
  • Complete and accurate PASTEL data and reports.
  • Cash flow forecasts, statements and bank reconciliations available on a monthly basis.
  • Local payroll is prepared and implemented by 20th of every month.
  • Assets are properly tagged, and an up to date asset register and inventory available at all times.
  • Audit recommendations are followed through to closure.
  • Timely planning of donor audits are done in less than 30 days after the end of the audit period.
  • Timely preparation and implementation of payments.
  • Accurate and up to date Finance files.
  • Staff imprests and advances are properly registered and recovered as per the Finance Manual.
  • Banking and bank reconciliations done on time
  • Carry out any other related responsibility assigned by the Country Programme Manager and support other activities as required by the AAH-I Djibouti programme management.
Professional qualifications
  • Bachelor’s degree in Commerce, Finance or Business Administration.
  • Master’s in Business Accounting, Commerce or Finance, will be an added advantage
  • Valid professional qualification from a certified institution.
  • Must be able to work competently in French and in English.
Minimum relevant experience required
  • Minimum 8 years’ experience in similar position preferably in an INGO.
  • Experience managing/working in an administration and procurement function
  • Previous work experience in a field location for an INGO will be an added advantage.
Additional Skills & Competences
  • Knowledge and exposure to the social and cultural values of the region concerned.
  • Able to follow set procedures and instructions under limited supervision.
  • Ability to formulate recommendations to improve accounting systems.
  • Good team player and builder.
  • Good familiarity with Microsoft Office packages and PASTEL accounting software.
  • Good communication and interpersonal skills.
  • Good analytical skills with good attention to detail
  • Excellent team-player, resilient and self-energizing for the field posting.
  • Commitment to and understanding of AAH-I’s vision, mission, and values.
Application Instructions
 
Interested candidates should email application letters and CVs (with 3 referees) addressed to recruitke@actionafricahelp.org to be received by 25th October, 2017. 
The email Subject Line must show the job title of the position applied for. 
AAH-I is an equal-opportunity employer. 
We thank candidates for their high interest in the opportunities we publish on our website. 
Due to the high number of applications we receive, we will only get back to shortlisted candidates.

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