وظائف شاغرة في مجال المالية لدى منظمة دولية

Job Opening – Head of Finance and Admin – Arab Region Office

ActionAid Arab Region (AAAR) is looking for Head of Finance and Admin The position exists to ensure the financial, management and legal integrity of AAA within the framework of the policies and procedures established internationally and the requirements of local and international law are adhered to and complied with. The position is also to provide strategic financial management direction of ActionAid – Arab Region (AAAR) to help ensure that AA AAAR overall strategic objectives are met and ensure the continual improvement in monitoring, control and reporting of expenditure of partner NGOs and institutional grants. The HoFA also has overall responsibility and oversight of the AA AAAR administrative and Human Resource functions.

About ActionAid Arab Region

At ActionAid Arab Region we work with grass root organizations and civil society actors that have a strong focus on youth and women in local governance. ActionAid Arab Region (AAAR) knows that to create lasting change, the root causes of poverty and injustice must be addressed and that affected communities must become the drivers of the change they want to see. Read more at https://arab-region.actionaid.org/

Job Title: Head of Finance and Admin

Reports to: Regional Director

Direct Reports:

Senior Finance officer

Finance officer(s)

Administration Officer

Human Resource Manager

Responsibilities:

· Represent ActionAid AAAR to provide inputs to ActionAid International finance related activities as and when required, including participation on task forces, training courses and conferences.

· Represent ActionAid AAAR to attend finance related meetings and networking to gather, share and learn from other CSO experiences in the country.

· Be a member of SMT to participate in regular senior management team meeting to contribute to the strategic direction, delivery and decision making and ensure that awareness of functional matters is brought to the attention of SMT members.

· Develop and maintain partnership with banks/relevant stakeholders.

· Provides to SMT financial analysis of the last Strategic Paper (SP) and future trends to develop long term financial plan to achieving AAAR SP objectives.**

Proposal stage:**

· Finance engagement on proposal development

· Prepare budget template that include cost norms.

· Support BH in preparing budget when required and review afterward to make sure that all costs are covered.

· Identify co-funding / pre-financing sources.

*Contract negotiation stage**:*

· Review financial terms and conditions (payment; derogation etc.) in donor contract before signing by RD.

· Check if budget amount in contract is the same as stated in proposal.

· Conduct bi-monthly (1 in 2 months) contract management meetings to harmonize donor fund flow, utilization, accountability, and contracts management.**

System development, Update and Compliance

· Ensure mutual accountability between ActionAid and related stakeholders with the establishment of all organizational processes, systems, and policy to ensure the effectiveness of AAAR.

· Review and ensure that all organizational policies and procedures are in related fields country office level to ensure the compliance with AAI International standards and local relevant laws and regulations, and reflect the needs and objectives of the organization and staff.

· Recommend to the RD any changes that might be required to develop or improve the organization in area of responsibilities.

· Implement all necessary policies and procedures to ensure that correct procedures are followed by managers and staff.

· Participate in the review and update of ActionAid policies and procedures at country level and advises the SMT on the potential implications of the new system, policies and procedures

· Implement all necessary policies and procedures to ensure that correct procedures are followed by staff under supervision.

· Adhere/ Comply with approved organizational policies and procedures.**

Financial management

• Ensure compliance to AA policies, donor requirement and local law.
• Updates finance policy on regular basis and as there is change in global FMF or law of the land.
• Design, update and implement forms/ templates/ procedures/chart of accounts in line with financial policy and law of land as well as donors’ requirements.
• Draft and propose for approval the National Resource Allocation Framework and Authority Structure for RD approval whenever there is change in management.
• Update, maintain and backup the accounting software as per schedule and guidance from GS system team.
• Reconcile/review the Balance Sheet items at the end of period.
• Ensure that the filing systems (soft and hard) are created and maintained and could be easily accessed and referred to.
• Ensure the taxes/ compulsory deductions are withheld and paid within the time frame as per local law.

· Review and update of all necessary administration systems, policies and procedures including administration, procurement and travel. **

Budgeting

· Prepare budget and financial plan to ensure that the control of expenditure and the disbursement of resources in accordance with the established procedures.

· Provide inputs to the annual budget development.

· Contribute to the development, review and consolidation of country program plans and budgets; and the annual national resource allocation.

· Design budget templates for use by AA and partners

· Budget review (accuracy; in line with cost norms and the guidelines).

· Upload approved budget into accounting system before commencing the new financial year.**

Financial planning

· Provide Guidelines on financial planning process to related staff.

· Coordinate income allocation process as per national RAF.

· Consolidate of financial planning and submit to GS for review and endorsement/approval.

· Upload approved budget into accounting system before commencing the new financial year.

· Do the half year forecast or when there is significant change that requires budget revision.

· Monitor progress against activity work plan to ensure that the organization attains its objectives as cost-effectively and efficiently as possible

· Develop, monitor update the half year, quarterly and monthly work plan and budgets to ensure that the organization attains its objectives as cost-effectively and efficiently as possible

· Develop, monitor, review and update the finance activity work plan to ensure that the function attains its objectives as cost-effectively and efficiently as possible**

• Prepare and submit quarterly and annual reports as per guidelines and deadlines set by GS finance.
• Prepare and submit financial report as per statutory requirement.
• Provide financial analysis and reports to SMT to make strategic decisions.
• Produce financial analysis for overall M&E processes (e.g. PRRP; Midterm review; SP review etc.)

· Ensure the compliance of administration and HR policies and procedures.**

· Promptly and correctly respond to inquiries on project implementation, financial reporting and other accountability issues as may be required by SMT

· Ensure that progress and financial reports as required by the government, and ActionAid’s accountability procedures and as required by other organizations.

· Keep up to date travel, asset and logistic information and data to provide regular reports and analysis to the SMT team

· Prepare biannual and annual administration reports to the country SMT**

• Conduct capacity assessment for partners and identify their training needs
• Design update training modules for partner

· Provide training to partner on financial management.**

• Directs and controls the staff of the function to ensure that they are appropriately motivated and trained and that they carry out their responsibilities to the required standards
• Involves in recruitment of staff under supervision
• Assists in the orientation for new staff in related field
• Assigns performance objectives to supervised staff, conducts comprehensive performance appraisal of supervised staff and provides / obtains feedback when necessary.
• Works with HR Function to identify training needs and development opportunities for supervised staff.
• Provides training to all staff on related fields.

· Provides induction, training, coaching, mentoring and advice to supervised staff to ensure that they understand and carry out their responsibilities effectively.**

Finance Management

• Ensure the financial integrity and accountability of AAAR in accordance with ActionAid Financial Management framework
• Manage the financial resources allocated to or raised by the country in compliance with approved policies/ frameworks as well as national law and donors’ regulations.
• Ensure that the control of expenditure and the disbursement of resources is in accordance with the established procedures and maintain the financial and legal integrity of the organization in country.
• Manage the expenditure and disbursement of resources allocated in the plan in the country office.

· Control of expenditure and the disbursement of resources of the budget in charge to ensure the compliance with financial policy.**

Manage the finance and expenditure of grants

• Control of expenditure and the disbursement of resources to Programmes
• Review and approve program concepts and financial requests
• Monitor and advise on program and project spending and variance reports.
• Summarizes Donor Rules and Requirements.
• Design budget code; report templates.
• Make claim to donor as per schedule and keep track on grant debtor (amount claimed but not yet paid by donor).
• Prepare Project Management Accounts in the format and currency of donor.
• Prepare project financial report to submit to donor.
• Check the compliance to donor policies.
• File accounting documents related to project for audit or future reference.

Cash flow management

• Manage the cash flow process including cash flow planning; cash requirement and disbursement with AAI, partners and donors.
• Making sure that there is sufficient cash for activity at any time but within the cash balance policy.
• Check compliance to procurement policies.
• Review contract with suppliers to make sure that term and conditions on finance are in line with policy/practice.
• Exchange rate management
• Set the budget exchange rate toward reducing the negative impact of the exchange rate fluctuation.

· Ensure the assets held in other currencies are revaluated periodically to reflect the market rates.**

• Assess partner’s financial system for selection.
• Review financial reports of partners and do periodically financial monitoring of partner.

· Ensure that in the Agreement with partner, there is section on financial management.**

• Draft the ToR for external audit.
• Make sure that reports are available for audit as agreed audit schedule.
• Coordinate process of providing initial responses to auditor’s recommendation to RD for review and finalize.
• Coordinate the Risk Register development process and update it on quarterly basis.
• Assess risks associated with long term financial plan.

Typical People Management Responsibility

*Approximate number of people managed in total:4

*Matrix Manager – (projects/dotted line) : GS Finance Coordinator

**

*Team Leader :No

*Grandfather- manager of Team Leaders/Managers:No

What is the global remit? Operates in:

*Own country:Yes

**

*Up to 8 countries at a minimum of 40% of time:yes

**

*Geographic Region:Yes

**

*Multiple Geographic Regions:No

**

*Remit covers all ActionAid countries:No

**

Role Dimensions

*Financial (limits/mandates):Non-financial (customers/staff)

**

Key Relationships to reach solutions

*Internal (to ActionAid or team):External

**

In-country departments; SLT :NGO Networks; partners

Finance Coordinator/Analyst: External Audit

GS Finance/internal audit :Banks; donors

Education & Certification:

• Master’s degree in finance and accounting management is required.

· Accounting or Financial Management Qualification such as ACCA, CPA are preferable.

Essential Experience

· At least 5 -7 years of work experience in related field in similar organization

· Experience of working in multi-cultural environment.

· 5-7-year work experience in similar role

· Experience in leading and managing a team of at least 6 direct reports.

· Experience in leading multiple team

· Experience in managing budget (allocate, manage, approve and monitor) size from 2,000,001-3,000,000 GBP.

· Experience in doing budget plan for proposal development at least 5 years.**

English Proficiency:

· Intermediate: Can understand and speak well enough to have complicated conservation without the aid of translation but with a limited vocabulary and occasional mistakes.**

Essential Skills:

· Analytical

· Analyses Pitfalls

· Cause Motivated

· Collaborative

· Diplomatic

· Effective enforcing

· Enthusiastic

· Creative thinking

· Flexible

· Frank

· Finance/ Business

· Handle conflicts

· Helpful

· Influencing

· Manages stress well

· Negotiating

· Open/ reflective

· Optimistic

· Organized

· Persistent

· Enjoy planning

· Precise

· Systematic

· Take initiative

· Teaching/ coaching ( enjoy)

· Wants challenge

· Wants to lead

· Warmth/ Empathy