The Finance and Admin coordinator manages and organizes the administrative and financial services of the delegation and bases (general accounting, administrative and budgetary management). He/she is the direct interface between the delegation and headquarters and/or donors for financial reporting.
He/she reports to the Head of Delegation and is responsible for supervising and monitoring the administration of multi-base, multi-donor and/or multi-partner projects. He/she is responsible for implementing the strategy, the development and managerial coordination of the administrative teams for which he/she is responsible. In addition, he/she supports and validates the quality and accuracy of the teams' work regarding Tdh's mandate and commitments as well as international standards.
Key responsibilities
Financial management
Supervise the smooth management of financial deliverables as per Tdh's internal calendar and as per donors' requirements (Annual Budgeting, Donors' budgeting and Reporting, Monthly Accounting, Monthly financial monitoring, Monthly treasury request, monthly payment follow-up…)
Optimize the use of financial resources for the office.
Provide comprehensive analysis of financial information to the SMT: trends, gaps, risks, to support meeting objectives.
Guide strategic planning for the country office by providing multi-year forecasts.
Identify, communicate, and effectively manage budget financial risks related to delivering in the Country and Propose mitigation/redress mechanisms in times of crisis.
Guide and support project managers in the budget follow up and/or in the preparation of budget proposal, expenses allocation and codification.
Ensure high quality and accuracy of the financial data transmitted to HQ and/or donors.
Ensure the application of donors' rules and regulations for each financing contracts.
Oversee all Tdh field offices financial operations.
HR and Team Management
Supervise and manage the Delegation's finance team, set department objectives, and periodically evaluate staff reporting directly to him/her.
Recruit and/or contribute to the recruitment of local staff, participate, and validate the job descriptions of Finance team.
Provide technical support to department daily and through field visits.
Identify needs of training / capacity development and organize cession to improve competencies of the team members.
Ensure fair treatment of the Finance team and compliance with HR policies.
In collaboration with the HR department validate the payroll of national staff in accordance with the labor code (payroll verification, payment of social charges and taxes, etc.)
Compliance and Audits Management
Ensure there is appropriate documentation and record-keeping in country (letter of authority, constitutional documents, bilateral agreements, etc.) and that these are being duly followed.
Ensure compliance with local laws and regulations (registration, NGO/charity laws, government bilateral agreements).
Coordinate the relationship with the NGO coordination board.
Coordinate the annual audit.
Coordinate and supervise donors' audit and spot check.
Support the implementation of internal and external audit recommendations.
Abuse Prevention Policy - Operational Risk Management
Commit to respect Tdh Risk Management Policies including Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Code of Conduct, Whistle Blowing Policy
Commit to ensure the best implementation possible of the Tdh Risk Management Policies
Commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression, even potential, of the Tdh Risk Management Policies.
Job requirements:
Knowledge
Professional University Masters' degree in Finance, accounting, or related fields with CPA- K
At least 7 years' experience in financial management and at least 4 years in management and a member of the Senior management team
Good IT knowledge (Microsoft Office, Internet)
Knowledge in SAGA financial system
Substantial experience and knowledge of effective financial and budgetary control and managing grants from major institutional donors.