Finance and Administration Manager 49 views1 application

DUTIES & RESPONSIBILITIES

Financial Procedures, Systems, and Compliance

• Verify financial documents.
• Ensure proper financial procedures and systems are operated and maintained.
• Oversee day-to-day coordination of financial activities.
• Maintain and monitor CARD internal controls.
• Ensure compliance with the financial and other requirements of the organization, Government and Donors.

Budget Preparation and Follow-up

• Prepare budgets, amendments, and forecasts working with relevant staff members.
• Monitor ongoing levels of expenditure on individual programs/projects against the budget and provide timely advice related to over or under utilization of budget.
• Prepare the plan and the budget for Overhead costs and Staff salaries and benefits.

Expenditures and Accounts

• Coordinate with the responsible person for monthly payroll processing.
• Ensure that all payroll taxes, pension contributions and withholding taxes are promptly paid.
• Make sure that all financial transactions are supported with relevant documents and all expenditures are properly coded and inserted in the System in timely bases.
• Reconcile all bank accounts and cashbooks to actual cash counts and investigate and resolve any discrepancies.
• Make sure adequate funds are available to meet programs/projects requirements by timely settling expenditures.
• Manage the Organization Cash flow of the organization.

Human Resources Management

• Ensure that CARD staff respect working hours and report time in accordance with CARD time reporting requirements.
• Ensure that staff performance appraisals are undertaken regularly based on the CARD timelines.
• Maintain accurate, up-to-date, and compliant employee and employment-related files.
• Manage all employee benefits plans and enrollments.
• Ensure that strategic and individual training needs of employees are periodically reviewed and met.
• Forward recommendations to the Executive Director to ensure fair allocation of trainings, workshops, etc., for staff.
• Manage fair and compliant recruitment processes.

Material Management

• Ensure that proper procurement and purchasing policies and procedures are in place and followed, in accordance with CARD organizational policies and procedures.
• Ensure office lease agreements, Insurance, and other contracts are renewed in a timely manner.
• Supervise property management to promote efficient and effective utilization of resources.
• Facilitate and provide the necessary administrative support to the Program department.

Reporting

• Close accounts monthly and prepare status report to relevant department.
• Prepare financial reports compliant with CARD and Donors reporting requirements.
• Prepare financial reports to the Authority for Civil Society Organizations and other local authorities compliant with their reporting requirements as requested.
• Facilitate and lead the preparation of and submit quarterly and annual reports of the office.
• Prepare annual financial statements and other reporting packages for annual audits.

Supervision/Monitoring

• In consultation with the relevant staff coach and monitor Sub grantees.
• Supervise and appraise financial and other support staff, as well as provide assistance, training, and advice, as required.

Additional Responsibilities

• Ensure that the security of the office and staff safety are up to the required standard.
• Participate in management meetings and maintain positive relationships with the CARD staff, Donors, partners and stakeholders.
• Perform any other task and additional assignment as deemed necessary and/or assigned by the Executive Director.

This position is for Female candidates only

Reported to: Executive Director

Career Level: Managerial Level (+5 years’ experience)

Education:

• BA/MA in business administration, finance, accounting, or a similar relevant field of study

Experience

• Minimum of Six years of proven experience with three years of Finance and Administrative manager work experience with NGOs.

Technical Skills and Abilities:

• Excellent leadership, financial management, and communication skills.
• Strong planning, team building, organization, and supervision skills.
• Knowledge of Generally Accepted Accounting Principles (GAAP) & International Public Sector Accounting Standards (IPSAS accounting rules) as well as grants management
• Advanced computer skills in Excel, Peachtree, and Quick Books.
• Demonstrated experience with developing and managing budgets.
• Demonstrated experience with managing Multi Donor Funds and Sub-grantees.
• Excellent verbal, written, interpersonal, and presentation skills in English
• Ability to manage multiple priorities and demanding timeframes.
• Ability to organize and prioritize tasks at the same time.
• Ability to work independently.

Personal Attributes and Characteristics:

• Exhibit strong and sustained commitment to the mission of CARD
• Show good stewardship in the use of CARD resources.
• The ability to respond quickly to emails.
• Consistently use good judgment when dealing with all contacts and constituents.
• Exhibit high work standards, adherence to procedures, and responsibility for assigned tasks.
• Assess own strengths and weaknesses, pursue training and development opportunities, and strive to continuously build knowledge and skills.
• Work as an effective team member, successfully balancing individual and team responsibilities.
• Comply with all policies and procedures.