Under the direct supervision of the Operations Manager, the Finance & Administration Manager is responsible for coordinating the implementation of the finance policies, procedures, and guidelines for the Somalia Country Office to provide optimum efficient and effective support to IDLO’s programming. The Finance and Administration Manager reports to the Operations Manager with a dotted line to the Rome-based Regional Program Accountant East Africa. She/he will work in close coordination with the Country Office Program Unit in conjunction with the Program and Finance Units at the IDLO Headquarters in Rome, Italy.
The incumbent will travel as necessary or as directed by her/his supervisor to the sub-office in Nairobi, Kenya to provide support.
KEY RESULTS EXPECTED
- Lead in the monthly financial close of the Country Office (CO) and the production of monthly financial statements, supporting schedules and reconciliations.
- Prepare relevant financial management reports of the country office, ensuring accuracy and timeliness, taking necessary corrective measures where applicable.
- Performing CO balance sheet account reconciliations on a timely basis and ensuring that differences or discrepancies are addressed in a timely manner.
- Process all expenses generated at the CO level ensuring they comply with IDLO policies and procedures, accrual accounting, and donor rules and regulations.
- Closely review procurement documents to ensure they comply with IDLO policies and procedures and donor rules and regulations, including but not limited to, ensuring that costs are program-related, supporting documentation is complete, the accuracy of amounts and proof of receipt of services or goods prior to payment.
Cash and bank management:
- Review and consolidate monthly cash forecasts for the country office ensuring funds are fully reconciled before submitting to HQ for processing. This will include working with program staff to develop accurate cash forecasts.
- Ensure adequate controls around the management and use of cash, including appropriate cash counts and reconciliations on a periodic basis.
- Manage the risk associated with foreign exchange movements ensuring that measures are taken to reduce the CO exposure to forex movements.
Grants and budget management:
- Ensure costs are allocated in accordance with the approved program budgets and IDLO chart of accounts.
- Coordinate with program staff to prepare budgets to support new proposals or realignments and ensure full cost recovery is adopted as applicable.
- Coordinate the sub-granting processes, monitoring, and management systems to ensure effective and timely issuance, reporting, and oversight of all sub-grants.
- Maintain a sub-grant tracking sheet and filing system for all sub-grantees proposals, agreements, financial reports, and outstanding advances.
- Review all sub-grant monitoring reports and prepare management summaries of findings and recommendations for discussion with the Country Manager.
- Ensure each sub-grantee submits financial reports in accordance with sub-grant agreements and reviews financial reports for reasonableness; verifying consistency in programmatic delivery and financial spending.
Filing financial documents:
- Ensure all original documents are properly coded and filed for ease of future reference prior to shipment to HQ.
- Ensure that all electronic copies of all documents shipped to Rome are maintained at the country office, filed electronically, and in sequence.
- Provide logistical support to Programs’ activities; including, coordinating the smooth implementation of and adherence to logistic and security procedures.
- Keep track of contractual agreements and assist users with contractual rights and obligations.
- Serves as the primary point of administrative contact and liaison with other offices, individuals, sub-grantees, and institutions on operational matters concerning the Program.
- Support in Human Resources management including leave management and payroll.
Audit and compliance
- Be the lead contact at the CO on audit-related exercises.
- Support the CO whenever audit requests are submitted, ensuring that the auditors are provided with the necessary supporting documents on a timely manner.
IDEAL CANDIDATE PROFILE
- University degree in a relevant field e.g. Accounting or Finance
- Relevant professional accountancy qualification and member of ICPAK
- Fluent oral and writing skills in English are required.
- Minimum of 7 years’ relevant experience in financial analysis, reporting, accounting, preferably in an international working environment
- At least 3 years supervisory experience
- Demonstrated working knowledge of International Public Sector Accounting Standards (IPSAS)
- Demonstrated work experience with Enterprise Resource Planning (ERP) systems, preferably with MS NAVISION
- Knowledge of and experience with spreadsheet (advanced knowledge of Microsoft Excel is a must), database and word processing software
TERMS AND CONDITIONS
For this internationally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and availability of funding.
In addition, IDLO shall offer the candidate an annual basic salary of USD 72,000, a leave and benefits package, including medical, mission insurance, and provident fund in accordance with IDLO Employee Regulations and Rules. Relocation and installation support are also available for internationally recruited employees.
Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.
The above statements are intended to describe the general nature and level of the work being performed by the Contractor assigned to this work. This may not be an exhaustive list of all duties and responsibilities.
The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.