Head of Finance and Administration job at Self Help Africa | Apply Now

Responsibilities:

R1: Country Office Finance Management

• Produce and submit monthly management accounts to Head Office (HO) based on the SHA management accounts with approval of the CD. Includes monthly and year to date project and donor expenditures, income and expenditure account, and other necessary information;

• In conjunction with the Head of Programmes (HoP), responsible for the preparation and review of the monthly programme expenditure reports of the country office and projects;

• Provide training and support to financial and non-financial staff regarding SHA’s financial procedures and internal controls, and programme management tools

• Ensure effective management of CO and project budgets in liaison with Project Managers, HoP and CD, including CO and project budgets, budget monitoring, budget amendments;

• Oversee the preparation of and review accuracy and completeness of donor financial reports – monthly, quarterly, or annually, as required by the donor contracts and guidelines, which agree with the corresponding narrative reports. Submission to the global office for approval, budget variance analysis, and explanations;

• Preparation of the year-end financial statements, arranging and ensuring the timely completion of the year end audit (accounting year end – 31 December);

• Monitor and ensure programme and administrative spending are in line with agreed budgets, – identify potential under or over-spends and liaise with HoP, HO and donors as appropriate;

• Lead effective cash management, including controlling cash flows and monitoring cash on hand balances per project. Prepare cash requests for approval by the Country Director and onward submission to the global office Programme Finance function. Liaison with banks as appropriate.

• Managing and building capacity of financial systems for SHA partners and staff.

• In conjunction with the finance team, schedule regular monitoring visits to, and internal audit of, local partner organisations, ensuring their financial systems and controls are of an appropriate standard to ensure security and effective management of funds advanced by SHA;

• Provide advice on all financial and administration matters to senior management team;

• Develop and oversee the implementation of office procedures and policies on financial and administration matters to ensure adherence to such by every staff member;

• Review and approve payment documentation, ensuring amounts align with agreed budgets, authority levels, internal control procedures and donor requirements are adhered to, and timely payments are made to suppliers, partners, and beneficiaries;

• Organise and participate in periodic audits based on contractual obligations and ensure the implementation of audit recommendations.

• Review CO risk register with CMT to ensure that CO risks are effectively managed

R2:  Operational Management

• Provide leadership to the Finance & Administration Department;

• Ensure that procedures are adhered to by all staff in the country programme;

• Where relevant, assist programme department staff in drafting, negotiating and issuing of contracts

• Support programmes team in performing Due Diligence on partners, consortia members and suppliers where necessary;

• Ensure reports are completed in accordance with deadlines and undertake report editing and review where necessary; and,

• Ensure that appropriate SHA management, administration, personnel, logistic, finance, and communication systems are in place.

R3: Human Resource Management

• Oversee the administration of CO human resources processes including annual appraisals of direct reports in line with SHA’s Human Resource procedures;

• Ensure timesheets are completed by all staff and appropriately approved;

• Preparation of SHA payroll on monthly basis to ensure that all relevant personnel information (movement, death etc.) is up to date and local compliance with statutory and other legal requirements;

• Ensure local compliance with the employee tax deductions, that all relevant statutory deductions are made from the employees’ salaries and paid out to the appropriate authorities, coordinating with local legal, accounting and HR advisors as appropriate.

• Maintain good team communication, engender good team dynamics and take remedial action when problems occur in collaboration with CD;

• Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected;

• Line manage all finance and administration staff, ensuring JDs are in place and performance management procedures are followed;

• Work with CD to maintain up-to-date job descriptions for all country programme staff;

• Ensure all staff understand and sign-up wrongdoing policies and he/she shall monitor and report to the CMT possible breach of the policies;

• Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected.

R4:  Safety and Security

• Ensure CO security guidelines are in place and reviewed at least bi-annually;

• Ensure all safety or security incidents (fires, vehicle accidents, theft, etc.) are appropriately recorded and reported by project staff to relevant parties;

• Ensure that appropriate security arrangements are in place for the CO (including all field offices), and this includes managing contractual arrangements with security companies or individuals and that security arrangements for property (motorcycles, vehicle, etc.) are in place; and,

• Actively monitor field site safety and security and advise the CD about new developments.

R5:  Logistics/ Procurement / Assets Management

• Review and maintain the fixed asset register on Salesforce, prepare quarterly updates of the fixed asset register and submit to HO;

• Ensure compliance with donor visibility rules regarding assets;

• Ensure adequate and appropriate insurance for staff and property is in place;

• Ensure vehicle management policies are understood and followed by all staff. Includes monthly reports on car usage and charging to projects as appropriate.

• Responsible for ensuring the efficient use and management of transport resources;

• Provide leadership and supervise the procurement function and control and management of stock;

• Oversee the Procurement Committee function and ensure that procurement procedures are followed by the committee, transparency maintained and value for money got for all procurements; and,

• Ensure compliance with SHA logistics policy and relevant donor finance regulations.