Finance Manager

Manager Finance is responsible for planning; directing and controlling financial function for the WaterAid in Pakistan by following and implementing WA global policies, in country policies & procedures and local laws in a standardised and consistent manner.

SPECIFIC RESPONSIBILITIES

1. Finance Management:

Take responsibility of managing the overall finance systems for WaterAid in Pakistan in compliance with WA Global financial systems.

1.1 Manage the financial system i.e. SUN Financials&Vision Excel for WAP ensuring maximum productivity.

1.2 Ensure information is complete and accurate before uploading into SUN and sent to head office in a timely manner.

1.3 Train relevant staff both finance and programme on systems as required.

1.4 Conductfinancial analysis and prepare detailed financial reports and statements on monthly basis to share with senior management team.

1.5 Provide financial and accounting advice, direction and leadership

1.6 Ensure compliance with financial legislation, policies and procedures.

1.7 Implement and monitor delegation of authority practices

1.8 Establish and maintain cash controls

1.9 Monitor spendings and recommend corrective actions as necessary

1.10 Manage investments and reserves

1.11 Reconcile general ledger accounts

2. Internal Controls:

Ensure required financial documents exist and remain current, including, fixed asset register, delegation of authority policy, risk register, conflict of interest register, cash and authorisation limits. Review and update procedures and accounts manuals. Ensure WaterAid assets are adequately safeguarded.

2.1 Develop and oversee the internal review function to ensure that finance and operations controls and policies are complied with in the WAP.

2.2 Ensure that effective follow up processes are in place.

2.3 Ensure that WAP is in compliance with all internal policies and relevant regulations and ensure filings are completed in a timely manner.

2.4 Keep risk register and conflict of interest registers updated.

2.5 Setup process to monitor and review cash and authorisation limits

3. Policy & Procedure:

3.1 Develop policies and procedures to support current and future programme operations and proportionately mitigate risks.

3.2 KeepWAP Accounts Manual up-to-date and ensure it agrees with Global Accounts Manual

3.3 Highlight any areas of non-compliance to Country Representative.

3.4 Communicate financial procedures to all WAP staff and monitor compliance.

3.5 Oversee the continuous improvement of accounting and financial processes and the development of the team with the goal to achieve best practices and optimal outputthrough liaison with head office in UK.

4. Cash & Risk Management:

4.1 Review requests from partners and process and monitor transfers to partners.

4.2 Perform regular and surprise cash counts for petty cash.

4.1 Manage ongoing banking relationships for maximum efficiency.

4.2 Develop cash flow forecasting and maintain a long term cash forecast.

4.3 Review monthly cash request and ensure that only required cash is requested from UK office.

5. Budgetary Control:

1.1 Coordinate the Multi Year Planning &Budgeting (MPB) and mid year review processes.

1.2 Prepare budgets for in country income i.e. proposals to external donors.

1.3 Assist the budget holder in preparation of budget and orientation of budget templates.

1.4 Preparation of donor reconciliation for budget holder and management review.

1.5 Final review of donor budget working and preparation of donor budgets following donor guidelines.

1.6 Keep budget holders updated on any budget changes. Keep appropriate trail for final budget.

1.7 Comparative analysis of the consolidated budgets with comments for changes in all budgets components as per agreed timeline.

1.8 Final review of consolidated budget workings and preparation of Budget Pack as per WA UK guidelines.

1.9 Annual budget is coded, split into months and uploaded into SUN Financials for use in financial reporting. Ensure that SUN budget load reconciles with MPB document submitted to WA UK.

1.10 Lead the monthly management accounts review process

6. Reporting:

6.1 Undertake statutory reporting to local authorities and keep abreast of financial and tax legislation

6.2 Provide budget versus actual expenditure reports to all budget holders on a monthly basis and highlight any adverse variances

6.3 Ensure that UK office receives reports on timely manner

6.4 Present monthly and year-to-date financials to SMT with accompanying analysis of results

6.5 Ensure financial management reporting is effective and processes are in place to support the ongoing and future needs of WAP

7. Audit (internal & external):

7.1 Facilitate and co-ordinate theexternal and internal audits.

7.2 Review and analyze results and recommend for approve the audited financial statements.

7.3 Prepare action plan on audit recommendations and do regular follow-up of recommendations.

8. Year-end:

8.1 Take responsibility for preparing year end accounts

8.2 Running the year-end procedure and reporting as required to UK office.

9. Training& Capacity Building:

9.1 Develop, design and conduct training / coaching for Finance and Programme Staff on financial systems, budgeting and financial management.

9.2 Coordinate learning and sharing of best practices for consistency in financial operations including risk analysis and management.

9.3 Promote knowledge sharing across the WaterAid region and proactively network within the region.

9.4 Provide training to WaterAid financial and non-financial staff on financial issues as required.

9.5 Promote learning and best practice.

10. Partner Monitoring & Support:

10.1 Line manage partner monitoring & support staff

10.2 Interpret the reports produced by them and make recommendations based on them

10.3 Make final recommendations on potential partners financial capacity and whether to undertake a partnership agreement or not.

10.4 Capacity building of partners in financial management where required

11. Staff Management:

11.1 Supervise the finance team

11.2 Encourage appropriate career building and professional development activities to ensure a climate of growth for finance staff.

12. Leadership:

12.1 Develop finance team goals that are fully aligned with the WAP goals.

12.2 Provide coaching, guidance and support, set professional development plans to assist finance staff to reach their full potential through the performance management process.

12.3 Evaluate the performance of, and provide training and development opportunities for finance staff

12.4 Provide leadership by delegating tasks, responding to staff inquiries and providing overall direction to finance staff

13. Grants and Funds Management

13.1 Maintain full and complete audit trail for all financial reporting to donors, including maintenance of accounting records in Sun.

13.2 Support the preparation of grant proposal budgets ensuring full costs of delivery are accurately reflected.

13.3 Prepare donor financial reports and its reconciliation with narrative reports before submission to Regional Accountant in UK, SMT and donor.

13.4 Finalise donor reports for review of Programme Manager at least one week before submission to donor.

13.5 Provide indicative donor reports to share with budget holders on a monthly basis.

13.6 Coordinate with Programme team to submit any changes to donors as per guidelines and timelines of the donors.

13.7 Maintain up-to-date records of all grant payments made by donors and in consultation with Programme Managers to follow-up and supervise the timely collection of contractual and other receivables including outstanding payments from donors.

13.8 Support the country SMT with allocation and ongoing management of available unrestricted funding to ensure this is monitored and managed for maximum impact.

POSITION SPECIFICATIONS

1. Education & Experience:

The Manager Finance would normally have attained a finance degree from a recognised University or an Accounting Body (CMA, ACA, ACCA and have at least 5 years of related experience in similar role.

Must be computer literate with a comprehensive knowledge of MS, Excel & accounts packages.

2. Knowledge:

Accounting principles and computerised accounting programs

Donor reporting requirements

Accounts payable and accounts receivables

Fund accounting

Preparation of financial statements and reports

Administration of employee benefits

Payroll systems and reporting

1. Skills:

Excellent leadership, interpersonal, team building and decision making skills

Well-developed accounting skills

Analytical and problem solving skills

Good report writing skills

Effective verbal, listening and written communications skills

Very effective organisational skills

Methodical and thorough capacity building and training skills

Good interpersonal skills

2. Expertise:

Computerised accounting program - SUN Financials and Vision Excel

Good Knowledge of compliance issues of EU, DFID, UN, etc

Knowledge of development issues & concepts

Computer skills including the ability to operate and manage computerised financial Systems, spreadsheet and wordprocessing programs especially SUN Financials and Vision Excel at a highly proficient level

Willing to travel to remote field areas with basic living conditions

Ability to work under pressure often to strict deadlines

Attention to detail and high level of accuracy

3. Others:

Strict confidentiality in performing the duties of the Manager Finance.

Be honest, trustworthy, respectful and flexible

Possess cultural awareness and sensitivity

Demonstrate sound work ethics