Finance and Support Services Manager

Job description

Reporting to the Country Director, and as member of the Senior Management Team, the post holder is responsible for the efficient and effective management of the programme’s support functions, with the emphasis on finance, ensuring that they are delivered professionally, efficiently and effectively and are compliant with relevant national legislation, donor requirements, and MAG’s internal policies and procedures.

1. Finance

Accountancy and cash management

i. Ensure daily completion and submission of cashbooks, accurate submission of month-end accounting to HQ,

ii. Training of the Finance team so they have increased capacity to contribute to this process.

iii. Oversee payments, carrying out regular spot checks on vouchers and coding to ensure everything is compliant with donor regulations and of auditable quality

iv. Oversee programme cash flow, ensuring that there is always enough money in the country to carry out planned activities and pay for standing costs

v. Oversee all financial accounting matters, including maintenance of the general ledgers, balance sheet, receipts, payments and payroll requirements

vi. Ensure that the programme delivers and account for all activities in accordance with National, Regional and local taxation requirement (e.g. Income Tax, Social Security, VAT, Corporation Tax etc.)

vii. Ensure that all financial records and backup documentation are archived monthly on the server and readily available for audits

viii. Support imprest account management: analyse expenditures against approved allocations, reconcile cash books with bank statements

Grant management

Supported by the Regional Finance Manager:

i. Take responsibility for financial management of donor-funded projects, ensuring transparent and efficient grant management practices in line with MAG and donor policies

ii. Lead monthly meetings analysing Budgeted versus Actual spend for each grant and alert the CD should there be any cause for concern regarding rate of spend or other grant management issues.

iii. Liaising with HQ, prepare accurate and timely donor reports in line with contracted requirements**

Financial planning and monitoring

Supported by the Regional Finance Manager in all of the below:

i. Support the SMT by developing annual and multi-annual budgets as part of the global business planning process,

ii. Using MAG’s standard budget development tools, work with operational staff to prepare budgets for new proposals, in line with MAG and donor policies and within the framework of the approved strategic plan

iii. Analyse spending patterns within the programme and raise any causes for concern with the Country Director

2. Logistics

i. Oversee procurement in the programme, ensuring compliance with MAG and donor policies at all times and carrying out regular spot checks

ii. Oversee importation processes, ensuring that documentation is appropriate and ready in a timely fashion to minimise delays in delivery

iii. Take overall responsibility for maintaining an up to date asset register

iv. Maintain an overview of consumables purchase and management,

3. Human Resources

i. Manage the implementation of MAG’s Safeguarding policy, ensuring the Country Director is fully briefed on safeguarding issues at all times.

ii. Take the lead on all recruitment of national staff in-country, including background checks

iii. Maintain oversight of the appraisal / performance management and disciplinary processes, making sure the Country Director is briefed as appropriate.

iv. Deliver training to colleagues as required to support them in their roles as managers of other staff

v. Ensure appropriate induction of all new staff, both national and international, to the organisation and the programme

Person specification

Essential

i. Professional accounting qualification, e.g. ACA, CIMA, ACCA or equivalent

ii. University degree in accounting, financial management, business or public administration or economics.

iii. At least five years’ previous experience in a finance role.

iv. Solid understanding of Logistics and HR with practical experience a significant advantage

v. Experience of managing staff

vi. At least 2 years’ experience of working in an NGO setting, including financial reporting to external donors

vii. Experience of processing payroll and management of cash flow

viii. Experience of budget development and monitoring

ix. Knowledge of finance systems and procedures in a programme

x. Excellent spoken and written English and Somali

xi. Excellent organisational skills with the ability to coordinate activities

xii. Excellent literacy, numeracy and IT skills

xiii. Ability and willingness to undertake routine administrative tasks

xiv. Procedural and legal knowledge on administrative and finance functions within the context of Somalia/Somaliland

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