Job Vacancy @ Concern Worldwide – Finance Manager (Sierra Leone)
Job Description
INTERNAL / EXTERNAL
Concern Worldwide is a nongovernmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. In Sierra Leone Concern Worldwide programmes focus on health, education and livelihood improvements in the framework of addressing challenges in relation to lack of (or low return on) assets, inequality and risk and vulnerability. Concern Worldwide has been operational in Sierra Leone since 1996. Programme implementation is based in three areas, namely Tonkolili District, Port Loko district and urban and peri urban areas in Freetown and the surrounding Western Area.
On this note, Concern would like to invite well experienced and professional applicants for the under mentioned replacement position:
Job Title:
Finance Manager
Reports To:
Country Financial Controller
Job Location:
Freetown Office – with frequent travel to field operations
Contract Details:
1 year – Fixed Term
Concern Worldwide Objectives
Concern Worldwide mission is to improve the living standard of people who cannot meet their basic needs by strengthening their capacity to meet those needs and responding to emergency situations. Every Concern staff member has an important role to play in ensuring that this mission is achieved and every employee should be clear about how his or her own contribution can help the wider organisation achieve its objective.
Job Summary
You will assist the Country Financial Controller (CFC) in the day-to-day operation of the finance function, month end closure, donor management, financial reporting, development of budgets and controls. You will ensure that all relevant donor compliance and Concern Policy requirements are adhered to and data integrity is maintained, while reviewing and dispatching financial data to various stakeholders. This includes also, the analysis of financial data and giving recommendations to the Country Financial Controller as necessary. The position will in part deputies for the Country Financial Controller in case of the later’s absence and will work closely with the whole finance team.
CONCERN WORLDWIDE OBJECTIVE
Concern Worldwide mission is to improve the living standard of people who cannot meet their basic needs by strengthening their capacity to meet those needs and responding to emergency situations. Every Concern staff member has an important role to play in ensuring that this mission is achieved and employees should be clear about how their own contribution can help the wider organisation achieve its objective.
MAJOR ROLES AND RESPONSIBILITIES
Note: Currently looking at options to restructure the Finance Department so the JD maybe subject to changes
Financial Control
▪ Assist the CFC in ensuring that specific in-country procedures are developed, approved, documented and rolled out effectively
▪ Ensure that country financial management systems & records are adequate in order to identify and protect the assets & interests of the organization
▪ Make regular visits to all Concern’s projects to ensure that adequate monitoring systems are in place to minimize the risk of loss or misuse of assets
▪ Ensure that statutory regulations regarding deductions and taxation of staff and suppliers are complied with and payment made to relevant authorities on time, before 14th of the following month
Donor Management (Budgeting, Reporting, Filing)
▪ Prepare donor financial reports and ensure the reports are shared with relevant persons in HQ, DO, RA, PDs, CD &CFC
▪ Ensure that necessary donor reporting deadlines are met and CFC is kept informed of any concerns over meeting due dates.
▪ Ensure that donor reports tie back to the general ledger from GP and donor original budgets
▪ Assist the programme staff in formulating all budget proposals
▪ Map staffing to donor funding to ensure that gaps are identified and included in future donor proposals, decisions made on eliminating positions if there isn’t sufficient funding for the role
▪ Work with Programme Managers on the coding of new grants and ensure circulation to all relevant staff and accounts are created in GP, in conjunction with the Management Accountant
▪ Follow up and support on mapping of donor budgets against Concern Chart of Account
▪ Develop and maintain the Donor Management Accounts
▪ Ensure all relevant donor guidelines, policies, proposals, periodic reports and other communications are readily available, categorized by grant, and documented in soft and hard copy filing
▪ Prepare interim & final donor financial reports and submit to CFC & programme managers/ coordinators
▪ Undertake periodic joint review of donor reports with budget holders based on agreed upon arrangements
▪ Preparation of donor budgets, liaising with programme managers to determine appropriate costs for inclusion
▪ Maintain a hard copy filing system for each donor, as per the ‘Donor File Contents Checklist’ and ensure it is kept up to-date with signed final versions.
▪ Ensure all Finance related Donor Budgets, Contracts & Reports are uploaded onto Concerns Grant Management System (GMS)
▪ Ensure familiarity with various donor compliance rules and report layouts & timelines – in particular the main donors like- FCDO, Irish Aid, ECHO, EU, USAID & update the relevant staffs
Partner capacity building (including Consortia partners)
▪ Undertake assessment of new & potential partners, using Concern’s CILPAT tool, on a timely and comprehensive basis. Summarise findings, ensure assessment is signed off by all relevant staff and maintain documentation on each partner file
▪ For each partner, prepare a partner monitoring schedule, based on frequency as identified during the CILPAT assessment and visit accordingly
▪ Review financial reports, cashbooks and supporting documents provided by the partner to above timeline, bringing any ineligible costs and budget variations to the attention of the Project Manager and the CFC
▪ After each field visit prepare and disseminate a Partner Visit Report, clearly identifying action points, responsibility and timelines
▪ Assist the partner, in conjunction with the project manager, on budget preparation.
▪ Ensure the partner is able to submit regular and accurate financial reports using the template provided by Concern. ▪ Review partner financial reporting template ensuring correct budgets are used and the correct formulas are in place.
▪ Review partner report and prepare partner expenditure journals and carry out a funds reconciliation with the balance sheet
▪ Deliver training to the partner as per the requirements of the partner finance action plan, and on an ad hoc basis where necessary.
Month end account closure
▪ Review, check in detail and correct Cash & Bank books in a manner, ready to be imported in to the MGP system.
▪ Prepare FPL detail Journal and ensure approved supporting documents are attached and reviewed & signed by CFC before uploading to MGP.
▪ Ensure all timesheets for International Staff submitted before 5th of the following month and check the correctness of %age allocation as per BR’s & advised by CFC
▪ Follow up and support as necessary, on the month end process including the support cost allocation.
Financial Reporting, Budget and Audit
▪ Assist the CFC during preparation of budget revisions (BRs)
▪ Review Donor management accounts on regular basis and advise the CFC and budget holders on areas, which require special attention.
▪ Participate in the annual country level external audit and as well as donor fund projects audit process (includes Prepare ledger and transaction list for auditors)
▪ Assist the CFC to handle queries related to internal and external audits and provide/facilitate feedback (responses) to issues and recommendations raised during/post audits
▪ Undertake a quick review of audit test (e.g. Matching donor reports to TL) before commencement of audit
▪ Work closely with CFC in follow up, and implementation of recommendations by Auditors and Regional Accountant (RA)
▪ Participate in the production of financial statements (accounts) for external auditor and for any ad-hoc year end reports for Dublin.
▪ Prepare / update the Chart of Accounts(COA) and distribute on time to the relevant Budget Holders including Managers, Coordinators, Senior management and relevant departments at every budget Revisions
Staff Management and Capacity Building
▪ Directly line manage and supervise Finance staff as directed by CFC
▪ Coach and mentor national finance team who have potential to rise to more senior level positions in the organisation.
▪ In consultation with the CFC, provide on the job training to subordinates on regular basis including during field visits
▪ Deliver training on finances issues to non-finance staff where a need is identified in all field office and remote locations
▪ Deliver training on fraud & corruption to non-finance staff where a need is identified in all field office and remote locations
Other tasks
▪ Coordinate & consolidate monthly cash forecast & submit to CFC before/ by 23rd each month
▪ Providing, as requested, cover to key finance functions during staff shortage.
▪ Assist with and facilitate internal, donor and external audit process.
▪ Prepare quarterly FX rate, In country Income & accepted recharge for Dublin & submit to CFC in a quarterly bases on the 1st three days of the following month of each quarter
▪ Represent the CFC at consortium level finance meetings and take the lead on any discussions and action points
▪ Work closely with the CFC on yearend closing activities.
▪ Assume the CFC functions in his/her absence
▪ Complete any others tasks as requested by CFC
ACCOUNTABILITY
RECRUITMENT REQUIREMENTS
1. Education
University degree related to accounting
Qualified ACA, ACCA, CIMA accountant (will consider part-qualified with strong experience)
2. Job related Experience and Knowledge
▪ 5-8 years’ experience in finance
▪ 3-5 years’ managerial level experience in an NGO/INGO
▪ Experience of donor reporting would be highly desirable
▪ Computer literacy, particularly in Microsoft Office programmes such as Word and Excel as well accounting packages & other database competencies
▪ Experience in developing finance, programme & support staff on the technical aspects of finance
▪ Financial management capacities
▪ Ability to work under pressure to meet tight deadlines
3. Time required in Job to reach effective performance
Probation period – 4 months
Time to reach full effectiveness – 4 months
COMPETENCIES
Essential Character: Honesty and impartiality Hardworking & results-focused Cooperative communication style
Essential Skills: Financial training & experience People management Time management & prioritisation skills Report writing Decision Making
Preferred competencies: Analytical Thinking Flexibility
HIV & AIDS
Concern Sierra Leone is committed to respond to HIV & AIDS and to a supportive working environment for those infected or affected. Each staff member is required to contribute to achieving this commitment by: ∙ Raising awareness and being updated on HIV & AIDS issues ∙ Protecting him/herself and colleagues ∙ Sharing information with colleagues and avoiding stigma and discrimination
P4 & CODE OF CONDUCT
Concern has a Staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected of them. In this context staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide is expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Staff Code of Conduct candidates acknowledge that they have understood the contents of both the Concern Staff Code of Conduct and the Programme Participant Protection Policy and agree to conduct themselves in accordance with the provisions of these two documents. Any breach of this Concern Staff Code of Conduct or the Programme Participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including, dismissal.
GENDER
Concern Worldwide in Sierra Leone recognizes that the establishment of equality of opportunity between men and women is fundamental to both the achievement of fairness and to poverty elimination. Therefore, each staff member of Concern is expected to be sensitive to equality issues in their relationships with colleagues and in their work and to participate in implementation of gender mainstreaming plans, both at the workplace and in programmes
SAFEGUARDING AT CONCERN – CODE OF CONDUCT AND ITS ASSOCIATED POLICIES Concern has an organizational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.
HOW TO APPLY
Interested candidates should apply with:
∙ An application letter clearly justifying how you meet the selection criteria.
∙ Recent Curriculum Vitae including names and full contact addresses of three (3) referees, one of whom must be their current or most recent employer. Candidates must state the position of each referee and his/her relationship to the candidate.
∙ A copy of a valid labour card must be attached to ALL applications (written or electronic)
∙ Police Clearance will be required from the successful candidate
Applications should be either sent through email or by hard copy to the following addresses.
You can send through email to [email protected] OR deliver in Hard copy to the below locations
The HR Department, Concern Worldwide, 20 Old Railway Line – Signal Hill, Freetown
The HR Department, Concern Worldwide, 2B Shamel Street, Magburaka, Tonkolili.
The HR Department, Concern Worldwide, 25 Upper Kamara Lane, Back of EDSA Sub Station, Port Loko. Please mark your application as per the references stated in each position above
(by email please put the reference in the SUBJECT heading).
Closing date for receipt of applications for the above vacancy is on the 8th March, 2022
This recruitment process is subject to donor approval and funding.
Therefore Concern reserves the right to cancel the process based on this reason.
Only short listed candidates will be contacted.
PLEASE NOTE THAT A COPY OF THE APPLICATION LETTER (written or typed) MUST BE SENT TO THE NGO DESK OFFICER, MINISTRY OF LABOUR, NEW ENGLAND OR EMAILED TO Email: [email protected]
*PLEASE NOTE: “WOMEN ARE STRONGLY ENCOURAGED TO APPLY”
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