Accountabilities:
- As an active member of the Coordination Management Team (CMT), participating in the definition of the missions objectives and strategies in collaboration with the CMT, planning, implementing and monitoring the financial operational and budget needs, anticipating changes and challenges and planning accordingly, in order to ensure budgets are relevant and appropriate
- Defining the financial strategy for the mission together with the Head of Mission, assessing and mitigating the financial risks of the mission and ensuring the implementation of a relevant mission organizational set up and a reliable internal control system, in order to meet all financial obligations while keeping financial ethics respected at all times within the mission
- Ensuring proper implementation and respect of MAGNA policies and guidelines, ensuring they are aligned with legal requirements and within the national legal framework, and designing or adapting relevant local policies, procedures and tools for optimized management of the mission's financial resources
- In collaboration with the technical referent at HQ, managing the funding agreements with donors e.g. coordinating and preparing proposals and financial reports to donors and managing donor contracts
- Coordinating and ensuring the efficient management of the treasury including the whole accounting of the mission, in order to ensure the smooth running of operations at all times and maintaining as much control as possible on security risks. This includes among other things, defining minimum levels of cash, anticipating planned expenditures, managing local bank accounts and transfer of funds, managing contacts with banks and/or other financial institutions at mission level, and monitoring the payment of suppliers and staff salaries.
- Providing regular and adequate indicators to monitor the financial health of the mission and providing relevant cost analysis, regularly monitoring of expenses vs budget, analyzing variances and suggesting corrective actions when needed. Being responsible for the management, supervision and development of the finance team, including coaching, training, motivating and ensuring their capability, detecting potential conflicts and finding solutions when necessary. Sensitizing key executive staff such as coordinators, budget holders and relevant management on financial risks and the extent of their financial responsibilities
- Ensuring the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff's development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the finance activities
Coordinating and overseeing the monthly and yearly closing of accounts with the aim that the statement reflects the financial reality of the mission.
III. Context Specific Accountabilities
- Lead the finance and accounting team, set objectives, and assess 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 Magna.
- Define & propose the staffing need and participate to recruitment according to the strategy and the means of the coordination.
- Oversee team career development, define training needs and provide guidance on professional development.
- Participate in the procurement committee for contracting suppliers according to Magna procurement procedures.
- Design and a proper implementation of yearly Action Plan for the finance department – which set the key objectives and their prioritization, as well as conduct a quarterly re-view of the department Action Plan with the HoD.
- Propose with a view to making all possible improvements, including potential review of policies, tools, processes, and the finance department annual action plan.
- Work with the finance team to produce quality through strong and reliable financial & accounting products, facilitating smooth, efficient, and timely projects’ implementation.
- Participate in collaboration with programs and contribute to donors’ narrative and reports – interim and final – documents on the parts related to finance.
- Consolidate the monthly accounting closure of the coordination and approve the monthly cash and bank reconciliation before sending it to HQ.
- 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 coordination and the HQ ensuring the treasury on all activities.
- Supervise draw up cash-flow forecasts and ensure the optimal management of cash flow.
- Support operational teams in the design of budgets for the proposals to be submitted to donors and review and ensure approval from the coordination before sending them to HQ.
- Manage a monthly BFU (Budget Follow Up) including analysis and feedback to budget holders.
- Anticipate and prepare cost or no-cost extension of donor contracts or budget amendments.
- Ensure proper follow-up of donor deadlines as per agreements and draw up the financial reports.
- Ensure the respect of HQ deadlines and monitoring process.
- Within his/her field of activity, participate in developing synergies with government institutions, the other NGOs and the local organizations, liaise with external auditors and other financial institutions.
- Follow up the tax exemption and tax clearance according to AFG tax law.
- Follow up the MOEC Semi-Annual Report..
