Finance Manager

Assignment

The Finance Manager is under the responsibility of the Country Finance Manager. He is responsible for ACTED financial management in country. The Finance Manager ensures that national legislation is adhered to and that ACTED financial standards are applied in terms of accounting, financial control systems, internal / external reporting processes to ensure an efficient use of resources. He/she leads, provides technical support and capacity building to the other finance staff. The Finance Manager shall alert the Country Finance Manager / Country Director in case some major problems arise with a potential financial impact on the mission.

Functions

1. Accounting and treasury Management

1.1 Accounting management – supervise the accounting cycle for the mission

Under the supervision of the CFM :

• Ensure timely and accurate data entries in cashbook, bankbook and SAGA following the standard descriptions defined in ACTED’s Global Finance Procedure Manual;
• Verify and coordinate the monthly compilation accounts from each area;
• Supervise cash and bank balance checking process when closing the monthly accounts;
• Communicate accounts on a monthly basis to HQ, respecting SAGA procedures and deadlines in line with the monthly accounting schedule as per ACTED’s Finance Procedures;
• Manage the presentation, circulation, filing of vouchers and archiving of accounting and financial documents in compliance with FLAT and Finance procedures (maintain an up-to-date filing follow-up: A8.01_Red Cell Game); Review on a random basis quality and compliance of documentation from areas when centralizing;
• Lead on the Yearly and Midyear Accounting Closures for both General and Analytical Accountancy aspects (V1 and V2).

1.2 Treasury management – ensure a controlled and smooth cash management

Under the supervision of the CFM :

• Ensure justified bank selection process, open/close bank accounts under the authority of the CEO;
• Oversee the management of bank accounts: control, follow and make sure flows are properly lettered (advances, transfers, etc.), check balances and justifications, authorised visas; Report to HQ through the flows reporting tool A1_PRATIC;
• Supervise the management of safes and cash: available amount, balance checks, security instructions;
• Assess monthly cash-flow needs for projects and areas, fill and share the form A4.01_Cash Request on the 15th of each month;
• Manage money transfers, areas cash-supply and amounts in circulation, whilst defining payment procedures (bank transfer, cheque, cash etc.);
• Make sure donors are invoiced on time and report it through the tool A4.04_ATROCE, comply with good practices described in the Money In Acted HOUse Plan (MIAHOU).

2. Commitment of expenditures, budget control, & Financial Management

2.1 Commitment of expenditure – guaranty budget availability and compliance to ACTED and donor’s procedures before releasing payments:

Under the supervision of the CFM :

• Collect visas of authorised staff members, set-up commitment ceiling in local currencies, define methods and timescales for payment;
• Before commitment / payment of any expenditure, check authorization levels, budget availability, budget line on which the expense is to be allocated to, ensuring full compliance with ACTED and donors procedures:
• In close coordination with the Country Logistics Manager (CLM) or equivalent, negotiate terms of contracts including payment schedule & taxes obligations; ensure that procurement procedures are adhered to; Follow-up commitments and payments through the tool A7.02_Contract Follow-Up (CFU); Ensure financial, compliance & budget control points during Purchase Committee meetings; review coherence between orders, quotations/offers, purchase orders, call for tender documentation, procurement memo, contract, invoices, receipts, works/services completion certificates; Check the receiver’s ability to endorse payment;
• In close coordination with the Admin Team, ensure that staff contracts are in line with ACTED standard salary grid, available budgets and regulations; propose salary grids revisions based on benchmarks, national legislation and budget constraint; review and validate the payroll on the 25th of each month;
• Validate partner’s accounting and documentation accuracy and compliance before payment.

2.2 Project budget follow-up, mission’s cost control, internal & external audits – anticipate and mitigate financial risks ensuring operations are run in a compliant and cost-efficient manner

Under the supervision of the CFM :

• Lead Budget Follow-Up (A7.01) and Allocation Tables (A5) consolidation process;
• Analyse/report gaps between planned budgets and actual expenses; comply to the flexibility rule;
• Anticipate and flag financial risks, present budget updates and mitigation plans during FLAT meetings;
• Analyse and report monthly running costs, fleet and communication of each area (A6.01-04)
• Prevent and report any financial and operational loss (A6.01 ACT follow-up);
• Submit to HQ all the annexes of the internal financial follow-up reporting tool (TITANIC) by the 15th of each month;
• Take the lead (in absence of the CFM) and in close coordination with CD on external audit preparation in support to the country compliance teams if any; Contribute to opening/closeout meetings, responses to audit reports, recommendations’ implementation plans.

3. Project financial cycle management

3.1 Develop project budgets and reports – ensure the financial feasibility of projects, respecting ACTED and donors’ rules and deadlines

Under the supervision of the CFM :

• Gather information from the relevant departments to consolidate budgets for project proposals according to project/mission needs and donor constraints; Propose sufficient programme and support budgets including mission’s investment plans in close link with country coordination;
• Review and negotiate terms of grant contracts before signature (payment & financial reporting schedule, use of HQ cash-pooling system, etc.);
• Plan, consolidate, draft & crosscheck with Project Development Department (PDD) financial reports when required (ad’hoc, interim and final), respecting contractual deadlines and rules such as flexibility, eligibility and liquidation period, etc.;
• Follow-up payments from donors and financial project close-out (contract liquidation).

4. Team leadership & other tasks

Under the supervision of the CFM :

• Ensure training and capacity building for finance team members of ACTED and Partners to increase the level of technical ability and skills;
• Actively promote strong & structured articulations with all teams (Logistics & PDD in particular); Represent ACTED with relevant finance & admin networks at country level upon approval of CFM / CD
• Improve information flows within the department and with other departments;
• Plan field monitoring missions upon approval CFM / CD
• Perform any other related activities as assigned by immediate supervisor

5.    Experience

• A minimum of 5 years’ relevant experience in a similar position preferably with an INGO

5.    Skills and knowledge

• Strong leadership skills.
• Strong organizational and management skills.
• Above average decision making and analytical skills.
• Strong problem solving, negotiating and influencing skills.
• Excellent oral and written English communication skills.
• Ability to maintain non-partisanship and to remain neutral.
• Knowledge/skills on Pakistan tax laws. .
• Skills in nonviolent communication

5.    Personal qualities

• Ability to organise own work to meet deadlines
• Accuracy and attention to detail
• Demonstrate enthusiasm and a willingness and interest in learning new skills
• Adaptable to change
• Ability to work both independently and in a team
• Discretion in handling confidential issues.
• High level of integrity.

ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff.