The following JD is intended to describe the general nature and level of work being performed. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.
Position: Assistant Finance Manager
Responsible to: Country Finance Director
Merlin International Profile
Merlin specializes in health, saving lives in times of crisis and helping to rebuild shattered health services. Each year, Merlin helps more than 15 million people in up to 20 countries.
Context and Background
Merlin has been operational in Pakistan since 2005, providing lifesaving activities for the most vulnerable communities in Kashmir, Baluchistan, FATA and KPK provinces. Merlin first became operational in Pakistan following the 2005 earthquake in Kashmir, and has since responded to a number of emergencies including the Yemyin Cyclone in 2007 and Ziarat quake in 2008 in Baluchistan, and the IDP crisis from 2009 onwards, affecting various districts of KPK. Merlin also responded to the catastrophic floods in 2010 and 2011. Since 2008 Merlin has also been implementing a large-scale development project focusing on malaria control in is currently working in collaboration with the Pakistan Ministry of Health and the Global fund to implement the Governments control programme across 14 districts of the country.
Currently Merlin is operational in two Provinces (KPK and Sindh) and 7 districts implementing integrated health and nutrition programmes
Merlin has provided the emergency response in Sindh Province, in the South of Pakistan. The programme is implemented in three districts Badin, Dadu and Thatta providing integrated malaria, nutrition and health services to flood affected populations. The provincial office is based in Thatta.
Responsible for ensuring compliance with Merlins Finance policies and internal control frame work of all the financial transactions. Assist Finance Manager Roving in the design and implementation of internal controls throughout the Country Offices and report the observations and recommendations to the Senior management.
SPECIFIC TASKS & DUTIES:
· Ensure internal financial procedures, systems, policies and controls are applied and complied with throughout the country programme operations by all staff
· Provide Capital Office with all necessary financial information both proactively and on request
· Ensure donor reports and requirements are complied with to maximize available funding
· Monitor and control the balance sheet accounts
Procedures, Systems and Controls
· Ensure compliance with local regulations in respect of financial and other matters (e.g. Registration, Foreign Exchange, taxation and labor laws).
· Ensure compliance with the financial and other requirements of donors
· Ensure the development and implementation of in-country financial security guidelines and regularly review their effectiveness and the compliance of all staff with these guidelines
· Conduct internal audits for the field sites every month, to ensure that all financial and administrative procedures are carried out in line with INGO policies and guidelines and local Legislation
· Regularly review the financial and reporting systems to ensure that they continue to be fit for purpose
Donor Reporting & Monitoring of expenditure
· Prepare donor financial reports in line with donor reporting requirements
· Monitor ongoing levels of expenditure on individual programmes against budget, and provide timely advice of likely over or under-spends to the Country Finance Director, and the relevant Programme & Finance teams in Islamabad office.
· Ensure respective Project Coordinators and Programme Managers understand variance implications and how to respond to and manage them effectively.
Management and training
· Manage and support the performance and development of the in-country finance and administration staff, to ensure the provision of an efficient and effective service.
· Assist Finance Manager Roving while making regular visits to Field sites for monitoring and supervision purposes
· Assist Finance Manager in providing financial support, training and advice to all finance staff in country.
End of Month Procedures
· Support field staff in completing the Global cash book before the 4th day of every month.
· Support Islamabad office in Monthly Cash Forecasting.
· Explain BVAs for all new projects to the relevant colleagues.
· Update Internal BVAs for all running projects on monthly basis
· Work closely with the FAM on reviewing the monthly BVAs.
· Analysis the BVAs to ensure no errors are present for expenditure made by Field.
· Highlight any over or under expenditure to the PC, logs officer, and budget holders.