Finance & Support Services Manager- Goma, DRC

14432-16N10101
20-Sep-19
International Role - Yes
2+ Years

PURPOSE OF POSITION:

This position description is for the lead Finance role in a Zonal Office. While this position description represents the core of this role, each office will be required to contextualise to a certain extent, adjust the title and % time.

spent if this position oversees more than just the finance department, and determine the appropriate grade level for this position, per National Office structure and Hay grading scale. For Fragile Context offices, you will need to consider the higher risk elements inherent in the location and local context.

Provide overall leadership, oversight, and management support for all aspects of financial management in the Zonal Office. This position is seen as a strategic partner; member of the Senior Management Team, with a focus on ensuring accountability, stewardship, coordinating planning and budgeting processes, providing accurate financial data, analysis, and advice; as well as developing financial strategy that best serves the strategic and programme objectives.

Responsible for the finance staff capacity strengthening, the development and implementation of good internal controls, risk management, and utilisation and safe guarding of assets according to WV approved policies and procedures.

Provide leadership to the Supply Chain team ensuring that the procurement of organisational resources is executed effectively, efficiently, and economically. Ensure the national office is optimally staffed to timely procure & deliver project supplies per grants donor guidelines and WV policies.

Provide overall leadership to the ICT staff and ensure that the office has reliable, sufficient connectivity and the organisation’s information systems and resources are adequately protected.

Provide overall leadership to the Administration function ensuring that the office is effectively supported and staff have a clean, secure, and hospitable place to work.

MAJOR RESPONSIBILITIES:

Leadership, Capacity Development, and Strategic Partnering:

  • Provide strong and positive leadership to the zonal finance department ensuring competent and motivated staff are hired and retained, providing efficient delivery of services.

  • Coordinate professional and personal development of zonal and response finance staff through adequate orientation, on-the-job coaching, identification of learning, training needs and opportunities (e.g. in accounting, SunSystems, grant management, risk management, leadership, etc.); and succession planning.

  • Model Christ-centered servant leadership and support spiritual development of his/her team.

  • Actively participate in the Senior Management team meetings.

  • Ensure partnership finance policies and procedures are understood by Senior Management, Operations/Technical staff, Communities, Local Partners as appropriate.

  • Develop strong networks internally (SOs and partnership entities) and externally (other NGOs, banking entities, communities, etc.) through effective communication, relationships and twin citizenship.

  • Promote shared resource networks within the region, and the partnership.

  • Adhere to WVI key policy documents – mission, core values, and covenant of partnership.

Stewardship:

  • Ensure adequate cost efficiency and effectiveness measures are in place and are being followed through:

  • Providing cost analysis, promoting benchmarks and making recommendations for determining effective resource utilization at all levels.

  • Contributing to the development of appropriate policies and procedures for procurement of goods and services, in collaboration with the Supply Chain team.

Financial Planning and Budgeting:

  • Coordinate the zonal planning and budgeting process and provide technical support, to ensure guidelines are met.

  • Review alignment of budgets between projects, grants, MyPBAS, and Support Offices and ensure effective and efficient cost recovery practices are followed.

  • Control of zonal and response budget, cash flow and project funding, by providing timely and relevant information to budget managers, in collaboration with the Operations Manager and Response Manager(s).

Fiscal Accounting, Compliance, Monitoring, and Reporting:

  • Manages systems, policies and procedures that provide appropriate levels of security and control of WV assets, resources and operations.

  • Coordinate the submission of timely, accurate and complete relevant reporting to the donors and to internal users.

  • Define and implement efficient and effective internal control systems.

  • Adhere to partnership policies, procedures and guidelines as stipulated in the WVI Financial Manual and other documents, including – but not limited to: grant compliance, planning & budgeting, year-end closing, carryforward, accounting and reporting.

  • Coordinate the timely and accurate submission of financial reports in Notes FFR (Field Financial Reporting) database.

  • Review the reconciliation of MyPBAS to FFR monthly with action plan for addressing outstanding items.

  • Provide regular analysis of Grant financial reports and timely feedback to Grant managers for decision making.

  • Ensure Finance staff visit Programs/Projects to monitor accountability issues, follow up on implementation of audit findings and provide support as needed.

Financial Risk Management and Controls:

  • Manage appropriate financial systems and controls and ensure they are in place to avoid significant finance audit risk ratings.

  • Coordinate management responses to finance audits performed for projects; ensure they are sent on time to the Audit Department; and that finance related audit recommendations are implemented timely at all levels.

  • Coordinate adequate preparation for GC and external audits.

  • Manage Financial Risk.

  • Implement anti-corruption and fraud strategies.

Supply Chain Management:

  • Coordinate and ensure an optimal interface between the supply chain and business units for efficient customer service delivery.

Improve IT Infrastructure and Provide Quality Service:

  • Ensure improved office/programs connectivity.

  • Facilitate and ensure preparation of and adherence to computer usage policies.

IT Security and Integrity:

  • Ensure office disaster preparedness and policies are updated to include new technologies, trends, and threats.

Ensure that WV staff and assets are secured, safe, and well maintained; oversee logistics coordination.

Ensure that WV provides quality hospitality services to staff and visitors.

Transportation/Logistics.

Responsible for vehicle procurement.

Manage financial risk and fiscal integrity.

Manage complex funding arrangements across multiple funding streams.

Establish financial operations.

Ensure a safe workplace.

KNOWLEDGE, SKILLS & ABILITIES:

  • Bachelor’s degree in Accounting, Finance, or Business Administration, or a related field.

  • Solid knowledge of accounting principles, financial systems, budget/cash flow monitoring and internal accounting controls.

  • Highly flexible and agile in style with the ability to produce creative and pragmatic solutions to complex problems.

  • Demonstrates systems thinking.

  • Champions and Manages Innovation.

  • Must be able to lead and manage a team.

  • Good working knowledge of computerized accounting systems, preferably Sun Systems & ProVision.

  • Must be computer literate in Microsoft Office programs.

  • Minimum 5 years of experience in finance position with medium business/medium NGO/government agency.

  • Minimum 2 years of experience in finance management position.

  • Experience with planning and forecasting.

  • HEAT training is mandatory.

  • Able to work in a cross-cultural environment with a multi-national staff.

  • Ability to travel within country, regional and internationally.

  • Proficiency in written and spoken French & English.

  • Good oral / written and interpersonal skills.

Preferred Skills, Knowledge and Experience:

  • ACCA, CIMA, CPA or equivalent preferred.

  • Knowledge of government grant regulations and financial reporting requirements preferred.

  • Knowledge of local accounting system preferred.

  • Experience of treasury activities, establishment and monitoring of budgets and an understanding of data processing concepts and systems is preferred.

  • Experience with humanitarian aid in-country is a plus.

  • Experience working in a challenging environment (either in a fragile context or a relief environment is preferred).

Work Environment/Travel:

  • The position requires the ability and willingness to travel domestically and internationally up to 25% of the time.