World Vision International

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Team Lead – Cost Allocation Reporting and Analysis

Job Description

PURPOSE OF POSITION:

This position provides global support in matters related to Cost Allocation. It will be primarily responsible for finance policy making & review, creation/enhancement and design of tools and templates, National Office (NO) budgets (inclusive of FCSF requests consolidation), financial reports & analyses preparation, and capacity building to various stakeholders. This involves collaboration, communication and high level as well as detailed support & advisory provision to various stakeholders such as the Regional, National and Support Offices, Global Finance Operations, Global Field Finance Team, Financial Planning & Analysis (budget), Global Internal Audit, Global Grants Solutions, and other working groups (e.g. CAL Task Force, CAL Core Group, CAL Technical Group).

This post provides overall management and strategic directions to the Cost Allocation Centralization group. It includes collaboration with National Offices (e.g. issue resolution and advice provision related to organic structure) as well as the Shared Service Centers (e.g. Manila, Costa Rica, Ghana). The work is inclusive of capacity building of all staff in terms of Cost Allocation Process as well as Service Level Agreement (SLA) and CAL process manual and training materials preparation.

KEY RESPONSIBILITIES:

This post handles a lot of collaborative work with various stakeholders (e.g. Senior Global Finance Directors, National Office, Regional Office) particularly in the following:

  • Main CAL policies and other affected finance policies (e.g. chart of accounts – coding requirements such as the A8 and T1 codes, sub-grantees, grants).

  • Collaborates with key stakeholders on the hub implementation (e.g. suggested that A2 code will be used to identify the NO).

  • Handles various CAL Working Groups (e.g. CAL Task Force, CAL Core Group, CAL Technical Group).

  • Collaborates with LEAP 3 related initiatives (e.g. review of the horizon support costs budget module, provision of support costs budget process flow in horizon).

  • Communication & orientation of any CAL initiatives to all stakeholders (e.g. RO, NO, SO, GC).

  • Provides global support on CAL issue resolution. This can be in the form of tool creation, finance policy update, advice provision to key CAL stakeholders.

  • Collaborates with SunSystems group to ensure that CAL business rules are in place.

  • Collaborates with OLAP team to ensure that CAL data fields are accurate.

CAL Centralization –performing cost allocation in behalf of the National Office. It acts like a shared service group catering to all National Offices in the partnership.

This position leads the overall management, organization and strategic direction of the CAL Centralization implementation.

Some of the tasks involved are the following but not limited to:

  • BR/CAL Staff management (inclusive of delegation of tasks).

  • Ensures that all parties comply with the Service Level Agreements. Any violations thereof needs to be discussed and resolved (e.g. CAL run schedule beyond the CAL run timeframe).

  • Technical needs.

  • Coordination with SunSupport, National Offices, Regional Offices & Senior Finance Leaders.

  • Other CAL Centralization requirements.

Ensures National Offices’ initial requirements are in place/order:

  • NO Structure

  • Schedules of CAL Run

  • Focal person

  • Setting up of expectations (e.g. accuracy of data, control figures provision, troubleshooting).

  • Conducts initial assessment of the NO requirements submitted (e.g. current CAL tools, NO structure).

  • Conduct initial run for a new CAL Centralization Office to ensure familiarity of the NO inclusive of the common issues associated with an office.

  • Coordination with SunSystems Support Group on the Setup/Configuration of Access to Terminal Servers (both test and production environment) & Business Units.

  • Coordination with key people in terms of internet connectivity issues and improvements.

  • Coordination with various offices in cases of expansion.

  • Validates NO Chargebacks prepared by the BR/CAL Centralization Finance Associate.

  • Update relevant CAL Shared Service documents.

  • CAL Shared Service Guidelines Documentation.

  • Business Process & RACI Preparation/Documentation (using MS Visio and Excel) in terms of FRSC CAL Shared Service and National Offices Business Process and FRSC CAL Shared Service Internal Structure.

  • Prepared the CAL Shared Service presentation materials as an orientation material for new offices in CAL Shared Service.

  • Shared Service Center (SSC) Staff Cost Allocation Training.

Update CAL Training materials and documentation of manuals/ instructions such as those of the CAL tools and CAL Accounting Procedures whenever necessary as well as conduct of trainings (e.g. Technical Programme/Cluster, Support Costs Reallocation).

Provides overall supervision to the Jr. Finance Analyst and BR/CAL Finance Associate on the following report and analytical CAL requirements:

Financial Reports preparation such as the following (but not limited to):

  • Support Costs Actuals vs Budget (SunSystems, Approved NO Annual Budget).

  • Regional Quarterly Scorecards – note that the associates are just support when it comes to scorecards. This is primarily a task by the CAL Team Lead.

  • Overall CAL Analysis both for NO Expenses (5xx) and Allocated Support Costs to the Projects (400).

  • Preparation of CAL grant financial analysis.

  • Analytical support provisions to National Offices and other FRSC colleagues (e.g. Periodic CAL Audit Desk Review, CAL analysis requests from the FRSC-Regional Finance Analysts).

  • Prepare Adhoc analyses & Desk Reviews.

Data Validation:

  • Validation of CAL Transactions & Analysis Codes (e.g T1 Cost Centers vs T9 Allocation Types, T2:835 tracking/usage). This is inclusive of ensuring that NOs do the necessary adjustments on accounts with issues for accurate financial reports. This procedure will help National Offices align their transaction and analysis codes to WV FFM Chart of Accounts.

  • Reports will generally be generated through various databases, OLAP, SQL, CAL Budget Templates, Sunsystems Database, PowerPivot, PowerQuery, and PowerBI among others.

Budget Review & Consolidation:

  • Leads the review of NO Support Costs Budget Templates. (in coordination with PBAS group).

  • Leads the consolidation of FCSF (Fragile Context Special Fund) Requests from National Offices.

Create automated financial report templates using technology such as PowerPivot, Power Query and Power BI (e.g. Consolidated Model, Hub tools).

Other CAL related tasks.

KNOWLEDGE, SKILLS & ABILITIES:

  • Bachelor of Science in Accountancy

  • Leverage on Financial software (advance excel) and tools such as OLAP cubes, SunSystems, Infor PMQA, PowerPivot, PowerBI, Power Query and the like.

  • Experience in Financial Analysis preparation.

  • Experience in a shared service environment.

  • At least 3 to 5 years of relevant experience, preferably with a Non-Government Organization (International/Local).

  • A general understanding in the operations of a Non-Government Organization (Multi-Cultural Organizations).

  • Proficiency in both oral and written communication.

  • Able to thrive in a multi-cultural organization.

Preferred Skills, Knowledge and Experience:

  • Master in Business Administration (MBA)

  • Project Management Certification