|
Job Title:
|
Head of Finance and Administration
|
|
|
Department:
|
Finance
|
Job Family:
|
Finance, Human Resources and Administration
|
|
Reports to:
|
ActionAid Arab Region Director
|
Grade:
|
|
|
Location:
|
Amman, Jordan
|
|
Direct Reports:
|
Finance officer(s)
Administration and Liaison Manager (including HR)- matrix managed by Director
|
|
Role Overview
|
|
The Head of Finance and Administration provides strategic financial management to ActionAid Arab Region (AAAR) within the framework of the policies and procedures established by ActionAid International (AAI), local and international laws and donor requirements. It also provides accurate and timely financial data to ActionAid Arab region leadership as well as to ActionAid International, and other stakeholders, and ensure internal control system is in place to maintain financial integrity of the organisation. This role oversees the administration and human resource’s function of ActionAid Arab Region.
The holder of this position is a member of the Senior Management Team (SMT) and is expected to ensure organisational efficiency and effectiveness through participating in the decision-making process and ensuring significant matters in their function are brought to the attention of SMT.
|
|
|
|
Key Accountabilities / Responsibilities:
|
Key Activities
|
|
Organisational and Corporate Development
|
- As a member of the Senior Management Team (SMT), actively participate in SMT meetings and contribute to strategic decision making and the overall development of ActionAid Arab Region as well as in the communication and implementation of agreed upon decisions.
- Provide SMT with financial analysis and ensure that the long-term financial strategy of the country programme is viable.
- Maintain a critical analysis of finance management and ensure that significant issues are brought to the attention of SMT members.
- Participate in international meeting/workshops or network regarding finance both within and outside AAAR and establishing and developing links with other Heads of Finance in the regions, as well as close communication with regional finance advisors.
|
|
Financial Controls
|
- Ensure financial integrity and accountability of AAAR in accordance with AAI Financial Management framework and Donor requirements
- Continuously review, evaluate, develop, and implement an internal control system to maintain the financial integrity of AAAR.
- Ensure the development, implementation, and evaluation of financial management systems to maintain the financial integrity of AAAR.
- Interpret and comply with established ActionAid International and AAAR corporate policies as laid down in the ActionAid International and AAAR Financial Policies and Procedures.
- Produce, interpret to users, and keep updated the Local Financial Policies and Procedures Manual developed within the overall framework and structure of the ActionAid International Financial Management Framework (FMF).
- Develop and regularly review and update an appropriate Risk Register/Matrix for finance and integrate it into the county plan’s overall risk matrix
- Prepare annual cashflow table and manage the cash flow position of AAAR, ensuring it has sufficient cash to enable effective implementation of programme work and meet immediate obligations of the whole operation
- Ensure regular backups of system to minimize risk impact of loss of data.
- Regular monitoring of foreign exchange rate movements with a view to taking necessary action depending on trends.
- Ensure the organisation’s assets and liabilities are safeguarded and recorded correctly
- Oversee custody and control of accountable documents
- Endorse and approve payments of AAAR programme and project expenditure
- Overseeing timely preparation and payment of employees’ salaries, tax and other statutory deductions
- Ensure budgetary control to ensure the compliance with the financial policy and donor contracts
|
|
Financial Reporting
|
- Introduce and maintain a reporting system which permits the effective monitoring of the finances of AAAR programme.
- Produce timely and accurate monthly financial reports (Management Accounts) for local management and monitor/discuss variances against budget with Budget Holders (BHs)
- Ensure that accurate and timely financial and management reports are prepared and issued to the AAAR Director /SMT, donors as specified in donor contracts, and AAI as specified in the ActionAid International Financial Management Framework.
- Review and submit quarterly and annual reports as per guidelines and deadlines set by AA International
- Prepare and submit financial reports as per statutory requirement/required by local legislation.
- Ensure that effective systems are in place to allow adequate financial monitoring.
- Ensure period end/year end processing aspects are adhered to such as: Cut-of date, depreciation processing, accruals & provision, prepayment allocations and other accounting adjustments.
|
|
Plans, Budgets and Forecasts
|
- Co-ordinate the annual budgeting, forecasting, and planning exercise and ensure that these are consistent with guidelines and procedures agreed with AAI and in accordance with specific needs of AAAR and donors, and submit to AAI for review and endorsement/approval.
- Prepare detailed expenditure budgets and summary budget tables and ensure that they are consistent with AAI requirements
- Do the half year forecast or when there is significant change that requires budget revision.
- Prepare master budgets and develop internal cost recovery rate (ICR), and submit annual cost recovery report
- Ensure approved budget is uploaded into accounting system before commencing the new financial year.
|
|
Fundraising, Donor Management and Reporting
|
- Participate in development of fundraising proposal/s from the beginning of the process, supporting the budget preparation and review
- Review budget and sign off on all budgets within the fundraising proposals
- Review financial terms and conditions in donor contract before signing by Director
- Summarize donor rules and requirements and ensure effective communication of the donor requirements
- Design budget codes; report templates as necessary
- Ensure that financial reports are submitted to the donor on a timely basis, in the format agreed with the donor and that all other reporting requirements are adequately adhered to
|
|
Working with Partner NGOs
|
- Lead the assessment of the financial ability of potential partner NGOs, including their internal control systems, documentation, and capacity to report on expenditure before long-term relationships are established.
- Monitor and assess the expenditure of partner NGOs.
- Agree, develop, and review an accounting and reporting system between the partner NGOs and AAAR.
- Within the General ledger, ensure a system for Accounting for Partner Grants is developed and operational.
- Ensure that the external and internal audit reports of partner NGOs are reviewed and acted upon as necessary.
- Develop a system to ensure that partner NGOs is not double funded with AAAR funds.
- Plan for and schedule both partners visits and training sessions.
- Ensure that in the Agreement with partner, there is section on financial management.
- Ensure the financial capacity of partner NGOs/CBOs is developed systematically
|
|
People Management
|
- Provide advice, assistance, and training on financial matters to all staff to help them understand the finance policies and procedures of the organisation, and to ensure sound financial management in AAAR.
- Assist in the recruitment, assessment and development of finance and non-finance staff for AAAR.
- Direct line manager for Administration and Liaison Manager and finance officers ensuring individual workplans and annual objectives are in place, managing performance, providing induction when needed, as well as training, coaching and mentoring to ensure they are appropriately motivated, and they understand and carry out responsibilities to the required standards
- Always work toward ensuring that staffing is gender balanced.
|
|
Systems, Policies, Procedures Management
|
- Develop/revise AAAR Finance Policy & Procedure Manual as necessary
- Ensure compliance to AA policies, donor requirement and local law.
- Design, update and implement forms/ templates/ procedures/chart of accounts in line with financial policy and law of land as well as donors’ requirements.
- Update, maintain and backup the accounting software as per schedule and guidance from accounting system team.
- Reconcile/review the balance sheet items on a regular basis
- 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.
- Recommend any changes that might be required to develop or improve AAAR financial management
- Review contract with suppliers to make sure that term and conditions on finance are in line with policy/practice
|
|
Audit and Risk Management
|
- Ensure that a sufficient audit trail is maintained for all transactions at AAAR.
- Prepare the ToR for external audit; make sure that financial statements are available for internal or external auditors and liaise closely with auditors to ensure that audit timetables and guidelines are adhered to.
- Coordinate process of providing initial responses to auditor’s recommendation to AAAR Director for review and finalize.
- Ensure proper follow up and implementation of agreed recommendations by both internal and external auditors.
|
|
Typical People Management Responsibility
|
|
Approximate number of people managed in total
|
4
|
|
Matrix Manager – (projects/dotted line)
|
Asia Region Finance Advisor- ActionAid International
|
|
Team Leader
|
Yes
|
|
Grandfather- manager of Team Leaders/Managers
|
Yes
|
|
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
|
Yes
|
|
Remit covers all ActionAid countries
|
No
|
|
Role Dimensions
|
|
This role influences outcomes directly and clearly controls the activity of finance related issues of the county programme. In turn the result of the area/function directly contribute to the functions/organisation’s overall performance
|
|
Financial (limits/mandates)
|
Yes
|
|
Organisation wide expenditure
|
Yes
|
|
Direct Departmental budget
|
Yes
|
|
Key Relationships to reach solutions
|
|
Internal (to ActionAid or team)
|
External
|
|
In-country departments; Senior Management Team (SMT)
|
NGO Networks; partners
|
|
Finance Coordinator/Analyst
|
External Audit
|
|
GS Finance/internal audit
|
Banks; donors
|
|
Person Specification
|
|
Education & Certifications
|
- 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 organisation
- Experience of working in multi-cultural environment
- 5-7 year work experience in similar role
- Experience in leading and managing diverse team
- Experience in managing budget size 2-5m GBP
- Experience in budget planning for proposal development and ensuring full cost recovery
|
|
Essential Knowledge
|
- Strong financial expertise and familiarity in management and accounting practices at a senior management level.
- Sound practical knowledge of finance systems and spreadsheet
- Proven experience in design, implementing and monitoring financial and administrative control systems.
- Proven experience in producing budgets and financial reports for use by management and donors.
- Good standard of hands on and practical knowledge of accounting and financial packages including Microsoft packages such as Excel, Power Point and Word, e-mail and Internet are necessity
- Auditing awareness (ISAs)
- Asset inventory management
- Payroll processing and management
- Sound procurement knowledge and exposure
- Financial systems and records management & reporting.
|
|
English Proficiency
|
- Fluent in writing and speaking
|
|
Essential Skills
|
- Experience and familiarity on reporting to statutory and regulatory authorities
- Strong analytical and conceptual skills
- Proven skills in training and developing staff
- Ability to manage other people
- Ability to work independently and be self motivated
- Excellent interpersonal and communication skills
- Demonstrated experience in negotiating, and influencing skills at senior management level
- Willingness to travel within the CP and offer support to other CPs as may be required
- An understanding of and affinity with AAI’s vision, mission and values.
- Good interpersonal relations with both senior and junior staff
- Good networking skills and ability to establish contacts with executives of other organisations
- Willingness and ability to work extra hard to meet deadlines for both internal and external reporting
- Willingness to work odd hours, travelling abroad, to project offices and projects in the field.
|
