Finances Director (National position)

JOB DESCRIPTION

TITLE : Finance Director

DEPARTMENT : Finance Department

HOLDER : (Vacant)

SUPERVISOR : Country Director

GRADE : (TBD)

DUTY STATION : BUJUMBURA

CONTRACT TYPE : LOCAL (BURUNDI NATIONAL)

I. POSITION SUMMARY

The primary function of the country office (CO) Finance Director position is to develop, coordinate and administer the CO plans for proper recording, documentation, control, monitoring and reporting of financial operations as well as overall compliance with donor rules & regulations at the CO level. The Finance Director is responsible for the day-to-day financial operations at the CO level. He/she plans, organizes, directs, and is responsible for providing quality financial services to all projects, units and staff in the CO. He/she works closely with the CD and senior management to ensure that a partnership is developed between Finance, Program and Administration.

He/She is an integral member of the CO Senior Management team.

The Finance Director profile includes: very strong accounting and finance knowledge, analytical skills, attention to details, ability to work effectively under time pressure, very strong business partnering skills with ability to influence CO senior staff, team player, proactive individual with ability to offer structured guidance, ability to ensure that the right priorities are set for the CO finance team, proven experience of training finance and non-finance staff, proficiency in English and Excel.

Key responsibilities and tasks:

1. Staff Management (10%)

2. Controllership (15%)

3. Accounts Payable, Treasury & Cash Functions (10%)

4. Budgeting & Forecasting (20%)

5. Financial Reports & Quality Review (15%)

6. Part of CO Senior Management Team (5%)

7. Grants and Contracts Management (20%)

8. Any other tasks/responsibility requested by the supervisor (5%)

II. MAJOR RESPONSABILITES

Responsibility #1 - *Staff Management: Effectively supervise and support development of accounting & grants/contracts/budgeting staff in the CO finance unit**. This includes provision of accounting and financial training to CO finance staff including sub-offices; goal development and monitoring of performance through CARE’s APAA process. (10%)*

§ Recruit, hire, and oversee training and orientation of direct reports.

§ Ensure the proper implementation of CARE's performance management system for direct reports, including job description and IOP development, regular feedback, mid-term reviews and annual performance appraisals.

§ Proactively address performance issues through regular, constructive and honest feedback and coaching.

§ Take timely and appropriate corrective measures e.g. termination and other disciplinary actions.

§ Identify necessary staff development, career development and succession planning strategies for direct reports.

§ Ensure that space and incentives are available to allow staff to develop and innovate.

§ Instill a sense of accountability among team members by modeling tight oversight of individual and organization performance standards.

§ Provide supervision, management and coaching for all direct reports and lead the establishment and functioning of a strong and effective team.

§ Promote career development and succession planning strategies for all staff.

Responsibility #2 – Controllership (20%)

§ Ensure CO compliance with CARE’s accounting policy and procedures and generally accepted accounting principles;

§ Ensure alignment of the CO’s accounting systems and procedures with CARE’s global procedures;

§ Supervise the protection of the organization’s assets & inventory through internal control and auditing procedures;

§ Facilitate any internal and external audits;

§ Supervise the CO payroll system to include taxes and other deductions;

§ Review all leases and other contracts that require current and future use of CO assets and make any relevant recommendations to the CD and the Regional Controller;

§ Supervise and control the quality of the CO financial processes and systems.

Responsibility #3 – Accounts Payable, Treasury & Cash Functions (10%)

Provide oversight to day-to-day operations to assure efficient process flows and controls over accounting functions.

Responsibility #4 – Budgeting & Forecasting (20%)

§ Develop budget guidelines and supervise the preparation of the CO budgets to include project proposal and annual operating budgets;

§ Coordinate and supervise the preparation of the CO forecast and future years budgets;

§ Implement CARE guidelines and processes related to fair sharing of administrative and finance support costs;

§ Supervise the monitoring of actual expenses against budgets and interact with the CD, Assistant CD, project managers, program coordinators and other managers who make budget decisions in the CO.

Responsibility #5 – Financial Reports & Quality Review (20%)

§ Responsible for the preparation and submission of complete, accurate, reliable and timely financial reports to Donors, CO managers, local entities as relevant, regional office and headquarters;

§ Supervise and control the quality of the data entry and supporting documentation for the monthly closing process and preparation of financial reports to include: bank reconciliation reports, intra-company reconciliation, payroll reconciliation, sub-office reports, sub ledger and non-sub ledger accounts reconciliation;

§ Ensure quality review of balance sheet, income statement, grants and contracts receivable/payable accounts, etc. at least monthly.

Responsibility #6 – Part of CO Senior Management Team (5%)

§ Participate actively in the CO Management Team at strategic level.

§ Identify financial management problem, risk and opportunities at CO level and present them to the CO SMT.

§ Propose in a proactive manner different options, solutions, preventive and/or corrective actions to improve the CO financial management

Responsibility #7 – *Grants and Contracts Management* (20%)

Lead, manage and direct overall Grants and Contracts management function of CARE International in Burundi, making links between program, administration and finance teams. The most critical elements of the job requirements are to ensure timely and accurate financial reporting to donors on main grants as well as adequate management of sub grants to partners, ensuring that all operational aspects are in compliance with CARE Financial and Donor grant compliance regulations and budgetary requirements. The Finance & Grants Director will actively participate in the country office efforts to proactively seek new funding opportunities, working to ensure that program and finance teams are supported during proposal development to develop accurate budgets that contribute their fair share to the Country Office Shared Project Costs (SPC). The Finance & Grants Director will provide timely reports to Budget Holders on grants and sub grants expenditures and provide analysis on program implementation timeline vs. expenditure. The Finance & Grants Director will provide training and ongoing technical support to program staff and partners on compliance with terms and conditions of donor grants and CARE sub grants management policy. The GCM will support program staff to request Fund Codes (FCs), Project IDs (PIDs) and set up grants and sub grants correctly in PAMODZI, the Country Office’s financial system. The Finance & Grants Director will report directly to the Country Director. Specific tasks include but are not limited to:

· Keeping up to date with changes in relevant CARE International policies and procedures (e.g. Grants Management policy, Sub grants management policy, etc.) & proactively ensure relevant staff are made familiar with such changes;

· Liaise with the CO staff in developing new proposals, participate in start-up and inception meetings for new awards and in reviewing of grant and contract documents before signing,

· Work with CMPs in developing and signing of IPIAs ensuring that the terms and conditions are understood by the CO team & partners;

· Ensuring that Donor requirements for each project are fully understood and the implications for how grants and sub grants are managed are known by CARE staff and partners;

· Ensuring that CARE Staff and Partners fully understand what is expected of them in managing sub grants according to best practice

· Monitoring compliance with best practice (including carrying out visits to the field and partners and monitoring reporting information) and taking assertive corrective action as required; reporting any difficulties to the appropriate accountable manager

· Work with other units of CARE International in ensuring compliance and provide link with SSC Budget and Grants Team,

· Oversees that project close out processes are implemented as per policy and well documented.

Responsibility #8 – *Any other tasks/responsibility requested by the supervisor* (5%)

III. QUALIFICATIONS AND EXPERIENCE

3.1 EDUCATION/TRAINING

Required:

§ Certified Public Accountant, Bachelor’s Degree in Accounting, Finance or Business Management or equivalent.

3.2 EXPERIENCE

§ At least three years as a Financial Controller or equivalent experience.

§ Five to ten years’ experience in non-profit financial, budgeting, accounting, financial reporting, grants/contracts management, and business management in developing countries

§ Demonstrated ability in coaching, mentoring and developing people;

§ Demonstrated skills in intercultural communication;

§ Evidence of extensive experience in development work at the management level;

§ Commitment and be able to model leadership behaviors promoted by CARE. Demonstrate the ability to support the development of these behaviors in others.

§ Proficiency in Kirundi, French and English.

3.3 TECHNICAL SKILLS

§ Thorough understanding of financial accounting, reporting and grants and

contract management processes;

§ Relevant donor policies and procedures;

§ Facilitation skills to conduct training sessions for small, medium and large sized

group;

§ Solid analytical and problem solving problems;

§ Ability to maintain customs focus while handling multiple priorities;

§ Ability to quickly learn new systems, processes and procedures and adapt local

practices to global standards;

§ Excellent leadership and coaching skills;

§ Proficiency in Microsoft office and financial software applications;

§ Solid analytical and problem solving,

§ Ability to maintain customer focus while handling multiple priorities

§ Ability to quickly learn new systems, processes and procedures and adapt local

practices to global standards

§ Excellent leadership, coaching and negotiation skills

§ Ability to work on teams, work at detailed level and understand the larger

picture

§ Strong oral and written communication skills

§ Proficiency in Microsoft Office and financial software applications

§ Demonstrated experience with financial management of a range of

international donors (i.e USAID, EU, DFID,CIDA, NORAD, Dutch MoFA)

§ Experience and skills in organizational change processes.

3.4 COMPETENCIES

· Coaching

· Communication with impact

· Facilitating change

· Initiating an action

· Management performance successes

· Negotiations

· Operational decision

· Planning and organizing.

V. KEY CONTACTS/RELATIONS

Internally:

Country Director; OR Senior Management Team; Regional Controller; other Finance directors; Project Managers; Accountants; Financial analyst; Global Controller; Regional management staff.

Externally:

External auditors; Donors; local government agencies as appropriate.

VI. ZONE OF ACTION, SUPERVISION

Zone of action: The Finance Director is based in Bujumbura and covers all provinces of intervention covered by CARE Burundi.

Direct Supervision: He/she supervises the Finance team.

VII. GRADE

This position is classified at Grade (XXTBD ) taking into account the criteria of the level of responsibilities, level of complexity, academic and experience requirements, working conditions and associated risks.

VIII. APPLICATIONS

Interested candidates are requested to submit their duly completed files on NFT Application Link (http://career.nftconsult.com/careers/index.php?p=showJob&ID=2930 ) OR Submit to “Employment" box at the CARE Burundi headquarters in Bujumbura, Mwezi Gisabo Avenue No. 30; at the offices of CARE in Ngozi, Muyinga, Gitega during the period from 17th November to 5^th December 2017 at 17.00.

Important notice:

· This is a local position reserved to BURUNDI NATIONALS or foreigners holding a Burundian work permit.

· Female candidates are strongly encouraged to apply.

· Deadline for applications: 5^TH December 2017 at 17:00.

· Only the shortlisted candidates will be contacted and their names displayed at the offices of CARE BURUNDI.

· CARE wishes to inform the public that no form of commission should be given to win the job / market. If such a request is made to you, please report it to CARE Management or log on to http://care.ethicspoint.com

· However, for any other non-corruption information, please call the CARE Burundi office in Bujumbura at 22 21 46 60/22 24 66 90.

VIII. APPLICATIONS

Interested candidates are requested to submit their duly completed files on NFT Application Link (http://career.nftconsult.com/careers/index.php?p=showJob&ID=2930 ) OR Submit to “Employment" box at the CARE Burundi headquarters in Bujumbura, Mwezi Gisabo Avenue No. 30; at the offices of CARE in Ngozi, Muyinga, Gitega during the period from 17th November to 5^th December 2017 at 17.00.