Finance and Support Services Manager
Provides supervision to:
Cluster Accountants, Grants Accountants
I April 2016
Financial Authority / budget:
(amount controlled/impacted by the position)
Purpose of the position:
To supervise implementation of Programs and Grant Project finance activities in line with WVL internal controls and Field Finance Manual standards, to enhance stewardship of resources in achieving child well being outcomes.
Communicate World Vision's Christian ethos and demonstrate a quality of spiritual life that is an example to others.
Major Responsibilities: (please define in output format – 1-10 things of what you expect to see as a result of this position)
(Accountabilities and results)
Financial Planning, Budgeting and Control
Coordinate program and projects finance planning and reporting meetings
Participate in periodic finance meetings and forums
Identify skills gap amongst cluster and grants staff on financial systems in collaboration with the cluster and project managers
Facilitate Inputting of budgets into Sunsystems and Horizon
Provide input in grants proposal development
Work closely with Program Officers, Technical Program Managers and Clusters Managers in the preparation of proposal and project budgets
Review program and project budgets for accuracy and completeness and ensure that each donor covers their fair share of administration costs before they are submitted to donors
Consolidate program cash flow statement
Stewardship, Accountability and Financial Monitoring
Review Purchase requisitions for Technical Program Managers’ office
Ensure follow-ups of non-settled travel advances for program and grant staff are done and reconciled in a timely manner
Consolidate procurement plans for technical programs in line with budget
Check completeness of procurement documentation and procedures prior to payment
Review and evaluate effectiveness of work methods, procedures and personnel in the cluster finance office.
Advise Technical Program Managers, Cluster Managers and Project Managers on financial matters
Consolidate monthly funding forecast for program and grants project and ensure their timely submission to the national office
Review petty cash statements and conduct surprise cash count for cluster offices
Conduct field monitoring visits
Program Financial Monitoring
Maintain an up to date funding matrix and financial expenditures showing all funding received and expenditure incurred to date for grants operations and keep a monthly update of the matrix to ensure timely reconciliation of MyPBAS
Enter PBAS requests and ensure Support Offices make commitment on MyPBAS on a timely basis and alerting Project Managers on potential financial deficits in good time.
Ensure production of timely and accurate monthly, quarterly, semi-annual and annually programs and grants projects financial reports as per donor regulations to assist Project Managers in evaluating projects’ financial performance.
Ensure proper and up to date filing system is in place for all grant related information and documentation in particular signed copies of grant agreements, extensions/amendments, Memorandum Of Understanding, approved budgets, financial reports submitted to donors and key correspondences with Support Offices on all funding received for the grants.
Facilitate program and grant projects finance audit preparation, review management response and monitor implementation of audit recommendations.
Participate in the recruitment, supervision and periodic performance reviews for cluster accountants and grants accountants including providing opportunities for orientation, training and development for effective program and grants financial monitoring
Monitor budget utilization and ensure timely funding of grant projects and provide technical support to concerned stakeholders accordingly
Prepare Technical Program cost allocation sheets for utilities and payroll costs based on LDRs on monthly basis
Coach staff on financial policies and procedures.
Indentify finance capacity needs for program staff and ensure the capacity is built.
Train field finance and non-finance program and project managers on financial policies, procedures and internal controls systems
Build capacity of Community Based Organizations on financial management
Implement all program related initiatives and systems such as (Horizon, GEMS etc)
Recording and Reporting:
Review and analyze the authenticity, accuracy and completeness of accounting data before finalization of monthly FFR.
Generate Technical Program Financial reports and share with Technical Program Managers and relevant stakeholders
Review program financial reports, provide feedback and financial advice to program and project managers
Ensure Program and Project financial reports and review notes are printed, signed and filed
Coordinate and review variance explanations for all programs and projects
Present and interpret financial statements to stakeholders (project management and staff community members) and participate in cluster financial review meetings.
Undertake year end responsibilities
Provider oversight and technical supervisory role to grants and cluster accountants
Financial Risk and Data Security Management:
Ensure back-ups are kept for financial data and reports regularly.
Facilitate implementation of audit findings.
Coordinate Internal and External Audits for program and grants projects
Carry out sub grantee financial assessments-as and when required
Enhance adherence to financial policies and internal controls and general financial management practice at cluster level.
Ensure that petty cash, direct funding received and bank balances are kept accurate, secure and intact, and are reconciled regularly.
Thorough review of accounting transactions and documents before processing
Monitor adherence to internal controls, grant guidelines, audit procedures, WVI FFM
Attend devotions, staff chapel and day of prayer.
Perform other related duties assigned to enhance World Vision Swaziland ministry
Must be a committed Christian, able to stand above denominational diversities.
Participate in daily devotions and weekly Chapel services.
Perform other duties as required.
Qualifications: Education/Knowledge/Technical Skills and Experience
The following may be acquired through acquired through a combination of formal or self-education, prior to experience or on-the-job training:
Working knowledge of sponsorship operations, finance services and practices is an added advantage.
Excellent computer skills in Excel & Sun-systems software/Vision Excel and Vision Executive.
Grants management certification.
Demonstrated ability in supervision.
Experience in managing donor funds.
Good planning and organizational skills.
Ability to maintain effective working relationships with all levels of staff and public.
Commitment to World Vision Core Values and Mission Statement.
Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context.
Working Environment / Conditions: