| Example duties and responsibilities |
The Finance Manager has responsibility for:
Policy/Strategy
- Work closely with the senior management of Mott MacDonald Sierra Leone (MMSL) to maintain the integrity of financial data and records:
- Contribute to MMSL’s strategic planning and goal setting and ensuring financial planning are in line with the MML’s strategic plan.
- Lead to update and communicate Finance Policies, Processes and Templates of the SSEIP2 Programme and the MMSL entity – through ownership of the Finance Manual
- Maintain sound financial systems and policies in line with Generally Accept Accounting Principles, Mott MacDonald UK (MML) policies, FCDO requirements, and Sierra Leone laws.
- Work closely with the project management team and MML finance team, to enforce appropriate and sound Internal Controls policies to deliver the programmes and protect the assets.
Leadership/Staff Management
- In collaboration with the Project Leadership and the MML Finance team, recruit and build the capacity of MMSL finance staff; set performance objectives that are specific, measurable and time-bound; monitor their performance in meeting objectives; and coach finance staff to achieve goals and professional growth.
- Provide guidance to MMSL finance team on their day-to-day prioritisation of tasks; train non-finance staff on MMSL and other related policies.
- Provide guidance and perform regular checks of the work performed by the MMSL Finance Team, and report back to the Project Leadership Team, including on any matters of concern.
- Lead change management when implementing new financial processes and systems.
- Promote healthy work ethics, good governance, and anti-corruption behaviour.
Client Budget / forecasting
- Consult with the Project Management and Component Leads to develop and ensure budgeting of technical activities is facilitated; maintain adequate tracking systems on expenditure and activities.
- Support the Operations Team to quarterly plans to ensure that activities and purchases required can be smoothly managed.
- Maintain budget tracking tools, to ensure timely delivery of information to Senior Management for predicting future needs and consulting with the FCDO on financial matters.
- Regularly (monthly) review of expenditure and forecast against budgets and advice the Programme Manager promptly of any risk of over or under spending.
Cash/Treasury Management
- Prepare rolling quarterly expenditure forecast and request funds from treasury (MML) in a timely manner and according to Finance policies to ensure sufficient funds are available to support the delivery of activities.
- Ensure prompt and accurate updates of bankbook, cashbooks.
- Review weekly/monthly bank reconciliation statements.
- Lead in weekly cash counts of petty cash in the safe
- Monitor disbursement processes and recommend innovative ways to minimize cash risks.
- Ensure prompt liquidations of advances to staff for workshops and project activities.
- Establish procedures to ensure the safety and security of team members handling cash on behalf of the Project.
Financial Accounting/Management
- Supervise the transactional processing (accounts payable, cash payments and payroll (where applicable)) and ensure there is well defined segregation of duties and appropriate financial controls in place. Approve (or assist in the approval of) all programme financial transactions, ensuring that each transaction is adequately supported and executed in compliance with donor requirements and is appropriately and securely filed.
- Communicate with the team where any delays or issues arise with payment of invoices, release of required cash amounts, or other financial concerns.
- Work closely with the Operations Manager to follow procedures and ensure financial probity and value for money in the procurement, use and maintenance of physical assets and the purchase and use of services.
- In collaboration with the UK Finance team and the Programme Manager produce invoices monthly that the Programme Manager would submit to FCDO
- Prepare inter-entity invoices from MMSL to the lead project in MML.
- Provide monthly reconciled Petty Cash returns to the UK Finance Team for the tracking of project expenditure.
- Prepare periodic balance sheet reconciliations as per agreed timetable and ensure differences are investigated and resolved in good time.
- Monitor financial records for accuracy and completeness, as well as challenge expenditure where necessary.
- Monitor expenditure and advise the Senior Management team of potential issues with regards to forecasting, disbursement or accounting
- Approve (or assist in the approval of) all programme financial transactions, ensuring that each transaction is adequately supported and executed in compliance with donor requirements.
- Ensure timely reconciliation of MMSLs General Ledger accounts and prepare and post journals.
Statutory Compliance
- Understand relevant local statutory legislation, MML’s internal financial controls, International Financial Reporting Standards and take the lead in compliance management.
- Timeously compute taxes owed and prepare tax returns, ensuring compliance with payments, reporting and other tax requirements to external statutory entities such as the tax authorities and pension funds.
- Consult with external stakeholders e.g., MMSL’s Auditors, Tax consultants etc., to ensure all statutory reports are file on time.
- Consult with Company and Project external auditors to ensure and facilitate the production of Audited Financial Statements
- Advise the Senior Management team on all aspects of taxation relating to the project and to the entity, and undertake tax computations as required for statutory accounts, working in conjunction with the UK tax team and finance team in the UK.
Audits
- Coordinate all internal and external audits.
- Prepare scope of works and arrange letters of engagement for external audits.
- Create and implement action plans to remediate audit findings.
Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and line manager. |
Finance Manager, SSEIP2
