General Responsibiliites:
Under the direct management of the Head of the Delegation, the Finance Manager oversees the delegation's financial resources management.
Autonomously guarantees and manages the financial equilibrium and stability of the delegation, and ensures compliance with TDH procedures, donors' guidelines, and local legislation.
General Principles:
The incumbent commits to observe discretion on any information related to the organization's functioning. She/he will conduct her/his duties in respect of the Charter of Terre des hommes (Tdh) and Tdh Safeguarding Policy. She/he commits to ensure a high level of children's participation and will always work in the best interest of the child.
Tdh intervenes without any affiliation for politics, religion, or financial profit. The incumbent will direct her/his activities and engagements without preoccupation with political, racial, or religious affiliation.
Duties & Responsibilities
Team management
- Led the delegation finance & accounting team, set objectives, and assessed direct reports.
- Ensure the coaching and appraisal of any collaborator under his/her responsibility, from the recruiting to the end of service. Use the good practices so that his/her management respects the values of Tdh
- Define & propose the staffing need and participate in recruitment according to the strategy and the means of the delegation.
- Set communication, planning, and coordination mechanisms for his/her team activities, including meetings.
- Manage contractual monitoring (Leaves, end of trial periods, evaluations… etc.) for the finance team.
- Oversees the team's career development, defines training needs, and provides guidance on professional development.
- Participate in the procurement committee for contracting suppliers according to Tdh procurement procedures.
Quality
- Design and properly implement of yearly Action Plan for the finance department – which sets the key objectives and their prioritization, as well as conduct a quarterly review of the department Action Plan with the HoD.
- Propose with a view to making all possible improvements, including a potential review of policies, tools, processes, and the finance department's annual action plan.
- Work with the finance team to produce quality through strong and reliable financial & accounting products, facilitating smooth, efficient, and timely project implementation.
- Participate in collaboration with programs and contribute to donors’ narratives and reports – interim and final – documents on the parts related to finance.
Accounting and cash flow management
- Consolidate the monthly accounting closure of the Delegation and approve the monthly cash and bank reconciliation before sending it to the HQ.
- Supervise the security of TDH funds and flows all over the country.
- Pre-validate the monthly accountancy closure process.
- Ensure the quality of accounting, and implement spot-check controls (validity of vouchers, quality of the accounting transactions, etc.).
- Implement controls of payable and receivable account management.
- Carry our random physical checks of safes and cashboxes and ensure control rules are being applied.
- Manage cash flow between the delegation and the HQ ensuring the treasury on all activities.
- Supervise draw-up cash-flow forecasts and ensure the optimal management of cash flow.
Budget and donor funding contracts management
- Contribute to the draw up of the annual budget (P0, P1, P2, P3/ closing) with respect to TDH financial guidelines and golden rules and analyze the impact on the financial plan.
- Ensure realistic budgeting, proper codification of expenses, and good budget steering.
- Update the allocation system of structure costs on a monthly basis, taking into consideration being compliant with donors' guidelines.
- Support in the correct financial management of the delegation; this includes, but is not limited to, follow-up of the delegation budget, donors’ budgets, and contracts with partners.
- Support operational teams in the design of budgets for the proposals to be submitted to donors and review and ensure approval from the delegation before sending them to HQ.
- Manage a monthly FMT (Financial Monitoring Tool) of budgets (donors’ budgets and delegation budget) and financial equilibrium of the delegation, including analysis and feedback to budget holders.
- Anticipate and prepare cost or no-cost extension of donor contracts or budget amendments.
- Keep up-to-date with the procedures of institutional donors providing funding for the delegation and ensure compliance with these procedures.
- Ensure proper follow-up of donor deadlines as per the funding database and draw up the financial reports.
- Alert when necessary, but early enough on financial risks in the delegation.
- Train top management teams on budget management tools.
- Ensure the respect of HQ deadlines and monitoring process.
Reporting and communication
- Within his/her field of activity, participate in developing synergies with government institutions, other NGOs, and local organizations, and liaise with external auditors and other financial institutions.
- Disseminate the financial information within the delegation for both institutional and internal reporting.
- Produce a monthly report to the SSC for the delegation finance department activities
- Follow up on the monetary market, prices, and exchange rates.
- Follow up on the VAT and duty exemption procedures and keep a record of the exempted materials.
Audit, Compliance & Internal Control
- Manage the compliance of Tdh with all financial, tax reporting, and regulatory requirements.
- Acompany and track contractual financial audits and audits of annual accounts.
- Develop implementation plan and calendar for internal and external audit recommendations
- Respect and see to the enforcement of the delegation's own regulations and financial and administrative processes.
- Responsible for the fulfillment and adherence to the Tdh signatories' schedule for purchases and payment authorizations.
- Know and implement policies on security, child protection, and fraud prevention within the finance department.
- Draft, and update the finance manual & SOPs.
Security:
- Comply with Tdh Security Regulations.
- Inform and share any incident or information related to the security of staff and beneficiaries with the Country Representative.
Safeguarding:
- Commit to respect the Tdh Safeguarding Policy and principles of child protection.
- Commit to ensuring the best implementation possible of the Safeguarding Policy in Afghanistan.
- Commit to inform Child Safeguarding Focal Point and to deal with any cases, allegations, or possibility of transgression, even potential, of the Safeguarding Policy
Others:
- Undertake all other duties that may be requested by the Head of Delegation and that are compatible with the job.