Finance Director 73 views

Position Title: Finance Director

Duty Station: Addis Ababa

Open Position:  1

Safeguarding Risk Level: High

Program / Department Summary

General Position Summary

The Finance Director is a member of the Senior Management Team (SMT) and leads the Finance Team in Addis Ababa. S/he is responsible for all aspects of financial management of the country program, working collaboratively to ensure compliance with Mercy Corps internal policies and procedures as well as donor regulations. The Finance Director must ensure that systems of internal control are understood and strictly adhered to. S/he works under the direction of the Country Director and is responsible for all financial functions in Ethiopia, including accounting, payments and banking, payroll, budgeting, financial reporting and grant financial management and compliance. The Finance Director, in support of the Program Department, provides timely reports and assistance to the Country Director and the Program Teams to ensure that financial resources are utilized efficiently and effectively.

Essential Job Responsibilities

STRATEGY & VISION

• Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
• Set direction of finance department by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
• Work with the Country Director and senior management team to grow the program portfolio, formulate strategies and plans.
• Move from short-term remedial actions to longer term systemic change that will result in enduring change and improvements to the internal controls.

INFLUENCE & REPRESENTATION

• Identify, build and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders.
• Communicate effectively to ensure overall project targets and donor obligations are met.
• Interface with the (donor) representatives to convey information about programs as appropriate.
• Communicate with partners to verify their systems and that they understand and follow all appropriate procedures and archiving.
• Participate in sharing best practices with NGOs and governmental agencies.
• Establish high level of credibility and manage strong working relationship with external stakeholders.

OPERATIONAL – FINANCIAL  

• Plan and implement effective and transparent systems for financial operations in both the main country and field offices in accordance with the Mercy Corps Field Finance Manual and donor regulations, including systems for cash flow management, budgeting, consolidation of accounting information, internal controls, financial reporting, financial record-keeping, grant management and compliance.
• Develop (and keep up to date) annual fiscal year budgets with the Country Director and develop and implement grant budgeting and forecasting systems with Program Managers/Directors.
• Work with the Country Director to ensure budgets are efficiently and effectively managed, allowing identification and follow-up of programming and potential spend out issues (eg under or overspends).
• Ensure adequate forecasting & recognition of commitments on grants to enable appropriate use & action on BvAs with Program Staff.
• Ensure timely recording of expenditures by the field Finance teams with accurate expenditure descriptions entered into Navigator
• Ensure coding errors are kept to a minimum and transaction listings are adequately reviewed to confirm that the right costs were included in the right places.
• Ensure effective, transparent use of financial resources in compliance with Mercy Corps and donor policies and procedures. Ensure that Mercy Corps financial systems are robust, compliant and support current activities and future growth.
• Maintain banking relations and plan and monitor country cash flow requirements to ensure the smooth implementation of Mercy Corps programs.
• Analyze compensation packages, taxation requirements and human resource policies for local staff to ensure that Mercy Corps’ has adequately accounted for the financial impact of local staff compensation and benefits.
• Provide monthly standard accounting submissions to Mercy Corps Headquarters, including general ledger files, account reconciliations, expenditures by cost center/project, required sub-grantee reporting, as well as other financial information in a timely and accurate manner.
• Provide monthly management reports to the Country Director, COP and Program/project Managers, including expenditures by cost center/project, sub-grantee reporting and other financial information, in a timely and accurate manner.
• Guide and oversee country Compliance team management process for local and international recipients, from the inception period and pre-award assessment process, to contracting, implementation, financial reporting, budget realignment & management, asset & accounts reconciliations, and closeout.
• Provide regular review and monitor subawardees’ financial reporting and compliance.
• Assist internal and external audits and reviews as required to ensure compliance with Mercy Corps and donor requirements. Work with SMT to respond to audit findings that ensure no reiterations from previous audits.
• Provide training for finance and non-finance staff on financial management and processes (budgets, coding, planning, etc.)
• Ensure a focus on quality and completeness of documents. Documentation with a clear audit trail in stand-alone files with either all documents attached and/or a cross-referenced to specific locations.

COMPLIANCE

• Prepare and ensure timely submission of country-level government reports (statutory audit report, Financial Statements, statutory remittance on the state and federal level, etc.) Ensures that relevant country level tax exemptions and associated requirements are met
• Monitor and keep Mercy Corps up to date with banking, cash management and other related local government regulations which may impact Mercy Corps Ethiopia operations and programming
• Ensure close coordination and synchronized approach to partnership/subawards management by program and Compliance  teams
• Provide additional technical assistance to Compliance team in delivering quality capacity building for subawardees’ to maintain high standards of compliance.
• Help identify efficient and effective solutions to issues while ensuring compliance with Mercy Corps’ policies and donor regulations.
• Perform follow-up and resolutions for internal and external audit recommendations to improve or enhance the internal control environment.
• Prepare and maintain the Country Office and Complex Programs’ Compliance Trackers and provide inputs into Country Office Risk Register in conjunction with the Country Director, update quarterly.

TEAM MANAGEMENT

• Lead and develop finance teams in the main office and field offices.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews.
• Provide team members with information, tools and other resources to improve performance and reach objectives.
• Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
• Hold finance and Grant and Compliance staff accountable and take ultimate responsibility for performance of the team members.
• Ensure smooth integration of Grant and Compliance team under the Finance Department
• Provide oversight, technical support, and mentoring to finance and Grant and Compliance team on ongoing basis

SECURITY

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

Supervisory Responsibility

Directly: Grant and Compliance Manager and Accounting and Reporting Manager.

Indirectly: Mercy Corps Ethiopia Finance and Compliance Team

Accountability

Reports Directly To: Country Director

Works Directly With: HQ Regional Finance Officers in Edinburgh/Portland, HQ Program Officers, Senior Operations Manager, HR Manager, DOP, COP, PAQ Director, and Program/Project Managers.