World Vision International

WVV Finance and Support Services Director

Job Description

This position is also open to expatriates, with an international pay but under local contract status.

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development organisation working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, World Visions (WV) work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 19,000,000 (FY17) with funding from 16 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and Private Non Sponsorship (PNS)/Grants (30%). World Vision International-Vietnam employs about 430 staff, of which 99% are Vietnamese nationals.

In 2018, World Vision Vietnam is implementing 37 Area Programmes (APs) which operate in 5 zones: North 1 (Hoa Binh, Dien Bien), North 2 (Yen Bai, Tuyen Quang), North 3 (Hung Yên, Thanh Hoa, Hai Phong), Central (Quang Tri, Quang Nam, Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVVs APs focus within one administrative district of a province which usually populated by ethnic minority people with very high rates of poverty. A uniqueness of WVVs AP approach and structure is that team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

PURPOSE OF POSITION:

  • Provide overall leadership, oversight and management support for all aspects of financial management in the National Office. This position is seen as a strategic partner, member of the Senior Management/Leadership Team of the NO, with a focus on ensuring accountability, stewardship, coordinating planning and budgeting processes, providing accurate financial data, analysis and advices, as well as developing financial strategy that best serves the NO strategic and program objectives. Responsible for the finance staff capacity strengthening, the development and implementation of good internal controls, risk management, and utilization and safe guarding of assets according to WV approved policies and procedures.

  • Provide overall leadership to the Administration/ Procurement function ensuring that the national office is effectively supported, staff have a clean, secure and hospitable place to work and the procurement of organizational resources is executed effectively, efficiently and economically.

  • Provide overall leadership to the IT team and ensure that the office has reliable, sufficient connectivity and the organizations information systems and resources are adequately protected.

  1. Leadership, Capacity Development and Strategic Partnering

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

  2. Coordinate professional and personal development of 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.

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

  4. Actively participate in the NO Senior Management/ Leadership team meetings.

  5. Attend and actively participate in strategic regional meetings.

  6. Facilitate ND, Operations, Board and other departments staff in understanding and interpretation of financial statements.

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

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

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

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

  • Finance team is robust and resilient, working together well, resulting in financial management that adds value to the ministry and well-being of children

  • Effective performance management per WVI guidelines and standards

  • Improved retention rate of top performers and key contributors

  • Low turnover rate for key finance staff

  • Documentation and sharing of best practices among finance staff, within and across regions

  • Relevant reports/analysis for decision making produced and discussed with leadership

  • Non-finance staff understand their role and responsibilities in financial management, as appropriate

  • Strategic financial leadership provided

  • Finance team viewed as valued business partners, both internally and externally

  • Good image of the office in country and in the partnership

  1. Stewardship

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

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

  2. Contributing to the development of appropriate policies and procedures for procurement of goods and services.

  • NO expenditures are within approved NO budget limits and benchmarks

  • Program/Project expenditures are within acceptable efficiency ratio for Programming vs. Program Management costs based on T7 Programming Codes

  1. Financial Planning and Budgeting

  1. In collaboration with other NO Directors, advise the ND on strategic resource acquisition and allocation in line with RWG/VIR (Regional Working Group /Virtual Investment Review) recommendations approved by the Regional Leader.

  2. Coordinate the planning and budgeting process and provide technical support, to ensure global and regional guidelines are met.

  3. Review alignment of budgets between National Office, projects, grants, MyPBAS and Support Offices.

  4. Control of NO budget, cash flow and project funding, by providing timely and relevant information to budget managers, in collaboration with the Operations Leader.

  5. Contribute to the development of WV NO strategic direction and priorities.

  • Efficient and effective financial planning and budgeting processes, in line with WVI requirements

  • Value added analysis provided for the Strategic Investment discussion at RWG/VIR

  • Inter-departmental collaboration from the planning and budgeting phase, resulting in improved organizational efficiency and program/projects’ burn rate levels

  • Level of cash within approved target low

  • 300, 301 and 310 accounts reconciled monthly

  • NO budget completed within standards & deadline

  1. Fiscal accounting, compliance, monitoring and reporting

  1. Design and manage systems, policies and procedures that provide appropriate levels of security and control of WV assets, resources and operations.

  2. Coordinate the submission of timely, accurate and complete relevant reporting to the Partnership and to internal users.

  3. Define and implement efficient and effective internal control systems.

  4. 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, carry forward, accounting and reporting.

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

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

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

  8. Ensure NO Finance staff visit Programs/Projects to monitor accountability issues, follow up on implementation of audit findings and provide support as needed.

  • Strong accountability and compliance in accounting and reporting

  • Timely, complete and accurate financial reports (NO and Projects) analyzed and submitted to budget owners and internal stakeholders for better decision making

  • MyPBAS reconciled monthly and any issue followed up with relevant Support Office

  • Compliance with grant regulations and Grant Approval Protocol

  • Carry forward process completed within Partnership deadlines

  • Finance staff visiting projects and communities, adding value at the grass-root level

  1. Financial Risk Management and Controls

  1. Manage appropriate financial systems and controls and ensure they are in place to avoid significant finance audit risk ratings, both at the NO and project levels.

  2. Coordinate management responses to finance audits performed to the NO and projects; ensure they are sent on time to the Audit Department; and that finance related audit recommendations are implemented timely at all levels.

  3. Coordinate adequate preparation for GC and external audits.

  4. Manage Financial Risk.

  5. Implement anti-corruption and fraud strategies.

  • Minimized risk exposure within WV and external partners’ operations

  • Anti-corruption strategy rolled out and understood by all staff

  • Awareness and understanding of key financial policies and procedures by all relevant staff

  • Minimum acceptable audit risk ratings and timely implementation on internal and external audit recommendations

  1. Administration

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

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

  3. Transportation/Logistics. Responsible for vehicle procurement, management and maintenance.

  • Security guidelines & procedures in place

  • Security assessment and report is updated regularly

  • # of incident reports

  • Building facilities are well-managed

  • Travel & Hotel information are readily accessible by all staff and visitors

  • Air-ticketing, passport and visa services are well managed

  1. Procurement

Coordinate and ensure an optimal interface between the procurement and other departments for efficient customer service delivery.

  • Procurement policies and procedures in place

  • Program procurements carried out as per agreed timeline

  • Supply sources are readily available for effective procurement processes

  1. Improve IT infrastructure and provide quality service

  1. Ensure improved office/programs connectivity

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

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

  • Internet and other connectivity are fast and stable at every location

  • Computer usage policy prepared, approved and operational.

  • IT security manual approved and distributed to staff

  • Information and software backed up and secured

KNOWLEDGE, SKILLS AND ABILITIES

Minimum Education, Training and Experience Requirements to Qualify for the Position:

  1. Bachelors degree in Accounting, Finance or Business Administration, or a related field

  1. MBA in Finance, MSC in Finance/Accounting/Auditing preferred

  1. ACCA, CIMA, CPA or equivalent preferred

Preferred Skills, Knowledge and Experience:

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

  2. Ability to solve complex problems and to exercise independent judgment.

  3. Must be able to lead and manage a team.

  4. Good working knowledge of computerized accounting systems, preferable Sun Systems & Vision. Must be computer literate in Microsoft Office programs.

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

  6. Knowledge of local accounting system preferred.

  7. Proficiency in written and spoken English

  8. Good oral/written and interpersonal skills.

  9. Able to work on a cross-cultural environment with a multi-national staff.

  10. Ability to travel within country, regional and internationally

Preferred Work Experience

  1. Minimum 5-year experience in finance position with medium business/medium NGO/government agency

  2. Minimum 2-year experience in finance management position

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

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

CORE CAPABILITIES:

Required

Preferred

Achieving qualityresults and service

X

Practicing accountabilityand integrity

X

Communicatinginformation effectively

X

Thinkingclearly, deeply and broadly

X

Understanding the Humanitarian industry

X

X

Understanding WVs mission& operations

X

X

Practicing continuous innovation & creativity

X

X

Demonstrating Christ-Centeredlife and work

X

Learningfor growth and development

X

X

Maintaining work/life balance

X

X

Building collaborative relationships

X

Practicing gender & cultural diversity

X

X

Influencingindividuals & groups

X

X

MATRIX MANAGEMENT DECISION MAKING GUIDELINES

Function

National Director

Regional Finance Director

Hiring & Firing of Finance DirectorREQ, PAF, leave, salary increases, etc

Approve (*)

Approve

Hiring & Firing of Senior Finance staffing reporting to the Finance Director

Consulted and approve

Consulted

Setting FDs Performance Agreements

Approve (*)

Approve

Performance evaluation and individual learning and development plan

Feedback and approval (*)

Feedback and approval

Daily administration issues (local benefits, travel advances, work permits, etc.)

Approve

N/A

Annual Vacation

Approve

Informed

Travel Plans

Approve

Informed

Travel Expense Report

Approve

N/A

Annual Budget

Approve

Consulted

Strategy

Approve (*)

Approve

Challenge

Possible Approaches/Solutions

Ensure spending within approved budgets.

Proper coordination with line managers, appropriate planning, accurate reporting

Ensure accountability of resources

Following established guidelines (FFM and GAAP), appropriate planning, accurate reporting, and proper coordination with line managers.

Combination of WVI accounting standards and local standards, as well as donors' requirements

Ensure appropriate compliance, maintain updated knowledge on local Finance Law and WV standards

Meeting multiple deadlines / multiple demands

Proper planning, prioritization based on urgency, importance, and other related characteristics;

Mitigating risk to the organization (Audit, RF legal issues, etc.)

In depth knowledge of WV standards and RF Finance Law, regular revision of systems and files