تعلن منظمة ActionAid في الاردن عن حاجتها الى :
Head of Finance and Admin
ActionAid Arab Region Initiative (AAAR) is looking for Head of Finance & Administration is responsible to develop and deliver communication plan and create, collect, coordinate, document and disseminate internal and external visibility materials and media requirements in consultation with line manager and concerned stakeholders of ActionAid.
About ActionAid Arab Region
At ActionAid Arab Region Initiative we work with grass root organizations and civil society actors that have a strong focus on youth and women in local governance. ActionAid Arab Region Initiative (ARI) knows that to create lasting change, the root causes of poverty and injustice must be addressed and that affected communities must become the drivers of the change they want to see. Read more at http://actionaid.org/arab-region/arab-region-initiative
Job Title: Head of Finance and Admin
Department: Finance & Administration
Job Family: Finance, Administration
Reports to: Regional Director (RD)
Grade:
Location: Jordan
Direct Reports:
Senior Finance officer
Finance officer(s)
PR & Administration Senior Officer
Role Dimensions
The position exists to ensure effective management of Finance Administration and legal integrity of ActionAid Arab Region (AAAR) within the framework of the policies and procedures established internationally and the requirements of local and international law are adhered to and complied with. The position provides strategic financial management direction of AAAR to help ensure that AA AR overall strategic objectives are met and ensure the continual improvement in monitoring, control and reporting of expenditure of partner NGOs and institutional grants. The HoF&A also has overall responsibility and oversight of the AA AR administrative.
Accountabilities
Key Accountabilities / Responsibilities:
Key Activities:
Organizational and Corporate Development/ Representation
- Represent ActionAid Arab Region (AAAR) to provide inputs to ActionAid International finance related activities as and when required, including participation on task forces, training courses and conferences
- Represent ActionAid Arab Region (AAAR) to attend finance related meetings and networking to gather, share and learn from other CSO experiences in the country
- Be a member of SMT to participate in regular senior management team meeting to contribute to the strategic direction, delivery and decision making and ensure that awareness of functional matters is brought to the attention of SMT members
- Develop and maintain partnership with banks/relevant stakeholders
Strategy and Plan Development
- Provides financial analysis to SMT of the last Strategic Paper (SP) and future trends to develop long term financial plan to achieving AAAR SP objectives
Fundraising
Proposal stage:
- Finance engagement on proposal budget development
- Prepare budget template that include cost norms.
- Support BHs in preparing budget when required and review afterward to make sure that all costs are covered.
- Identify co-funding / pre-financing sources
- Contract negotiation stage:
- Review financial terms and conditions (payment; derogation etc.) in donor contract before signing by RD
- Ensure financial compliance in to manage donor contracts effectively and avoid any ineligible cost
- Conduct bi-monthly (1 in 2 months) contract management meetings to harmonize donor fund flow, utilization, accountability and contracts management
System Development, Update and Compliance
- Ensure mutual accountability between ActionAid and related stakeholders with the establishment of all organizational processes, systems and policy to ensure the effectiveness of AAAR
- Review and ensure that all organizational policies and procedures are in compliance with AAI International standards and local relevant laws and regulations, and reflect the needs and objectives of the organization and staff
- Recommend RD any changes that might be required to develop or improve the organization in area of responsibilities related to finance and administration
- Implement all necessary policies and procedures to ensure that correct procedures are followed by managers and staff
- Participate in the review and update of ActionAid policies and procedures at country level and advises the SMT on the potential implications of the new system, policies and procedures
- Adhere/ Comply with approved organizational policies and procedures
Financial management
- Ensure compliance to AA policies; donor requirement and local law
- Updates finance policy on a regular basis and update with the change in global FMF or law of the land
- Design, update and implement forms/ templates/ procedures in line with financial policy and law of land as well as donors’ requirements
- Draft and propose for approval the National Resource Allocation Framework and Authority Structure for RD approval whenever there is change in management
- Update, maintain and backup the accounting software as per schedule and guidance from AAI 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 can be easily accessed and referred to
- Ensure the taxes/ compulsory deductions are withheld and paid within the time frame as per local law.
- Review and update of all necessary administration systems, policies and procedures including administration, procurement and travel
Annual Budgeting and Planning Budgeting
- Prepare budget and financial plan to ensure that the control of expenditure and the disbursement of resources in accordance with the established procedures
- Provide inputs to the annual budget development
- Contribute to the development, review and consolidation of the Arab Region plans and budgets; and the annual national resource allocation
- Design budget templates to use by AAAR and partners
- Budget review (accuracy; in line with cost norms and the guidelines).
- Upload approved budget into the accounting system before commencing the new financial year.
Financial planning
- Provide Guidelines on financial planning process to related staff.
- Coordinate income allocation process as per national RAF.
- Consolidate financial planning and submit to AAI for review and endorsement/approval.
- Perform quarterly forecasts or when there is significant change that requires budget revision.
- Develop and monitor update the half year, quarterly and monthly work plan and budgets to ensure that the organization attains its objectives as cost-effectively and efficiently as possible
- Develop, monitor, review and update the finance activity work plan to ensure that the function attains its objectives as cost-effectively and efficiently as possible
Monitoring
- Prepare and submit quarterly and annual reports as per guidelines and deadlines set by AAI finance.
- Prepare and submit financial report as per statutory requirement.
- Provide financial analysis and reports to SMT to make strategic decisions.
- Produce financial analysis for overall M&E processes (e.g. PRRP; Midterm review; SP review etc.)
- Ensure the compliance of finance and administration policies and procedures
Reporting
- Promptly and correctly respond to inquiries on project implementation, financial reporting and other accountability issues as may be required by SMT
- Ensure that progress and financial reports as required by the government, and ActionAid's accountability procedures and as required by other organizations
- Keep up to date travel, asset and logistic information and data to provide regular reports and analysis to the SMT team
- Prepare biannual and annual administration reports to the country SMT
Capacity Development
- Conduct financial capacity assessment for partners and identify their training needs
- Design update training modules for partners
- Provide training to partners on financial management
Finance Management
- Ensure the financial integrity and accountability of AA ARI in accordance with ActionAid Financial Management framework
- Manage the financial resources allocated to or raised by the country in compliance with approved policies/ frameworks as well as national law and donors’ regulations
- Ensure that the control of expenditure and the disbursement of resources is in accordance with the established procedures and maintain the financial and legal integrity of the organisation in country.
- Manage the expenditure and disbursement of resources allocated in the plan in the country office
- Control of expenditure and the disbursement of resources of the budget in charge to ensure the compliance with financial policy
Manage the finance and expenditure of grants
- Control of expenditure and the disbursement of resources to Programmes
- Review and approve program concepts and financial requests
- Monitor and advise on program and project spending and variance reports
- Summarizes Donor Rules and Requirements.
- Design budget code; report templates.
- Make claim to donor as per schedule and keep track on grant debtor (amount claimed but not yet paid by donor).
- Prepare Project Management Accounts in the format and currency of donor.
- Prepare project financial report to submit to donor.
- Check the compliance to donor policies.
- File accounting documents related to project for audit or future reference
Cash flow management
- Manage the cash flow process including cash flow planning; cash requirement and disbursement with AAI, partners and donors.
- Making sure that there is sufficient cash for activity at any time but within the cash balance policy.
- Check compliance to procurement policies.
- Review contract with suppliers to make sure that term and conditions on finance are in line with the policy& procedures
- Set the budget exchange rate toward reducing the negative impact of the exchange rate fluctuation to ensure effective exchange rate management.
- Ensure the assets held in other currencies are revaluated periodically to reflect the market rates.
Partnership Development and Management
- Assess partner’s financial system for selection.
- Review financial reports of partners and do periodically financial monitoring of partners.
- Build capacity of partners to develop finance policy & procedure
Audit and risk management
- Draft the ToR for external audit.
- Make sure that reports are available for audit as agreed audit schedule.
- Coordinate process of providing initial responses to auditor’s recommendation to RD for review and finalize.
- Coordinate the Risk Register development process and update it on a quarterly basis.
- Assess risks associated with long term financial plan.
Typical People Management Responsibility
Approximate number of people managed in total: 3
Matrix Manager – (projects/dotted line) AAI Finance Coordinator
Team Leader: No
Grandfather- Manager of Team Leaders/Managers: No
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 - No
Remit covers all ActionAid countries - No
Role Dimensions
Financial (limits/mandates): Non-financial (customers/staff)
Key Relationships to reach solutions
Internal (to ActionAid or team) External
In-country departments; SLT: NGO Networks; partners
Finance Coordinator/Analyst: External Audit
IS Finance/internal audit: Banks; donors
Person Specification
Education & Certifications
- Master 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 organization
- Experience of working in multi-cultural environment
- 5-7 year work experience in similar role
- Experience in leading and managing a team of at least 6 direct reports
- Experience in leading multiple team
- Experience in managing budget (allocate, manage, approve and monitor) size from 2,000,001-3,000,000 GBP
- Experience in doing budget plan for proposal development at least 5 years
English Proficiency
- Intermediate: Can understand and speak well enough to have complicated conservation without the aid of translation but with a limited vocabulary and occasional mistakes
Essential Skills
- Analytical
- Analyses Pitfalls
- Cause Motivated
- Collaborative
- Diplomatic
- Effective enforcing
- Enthusiastic
- Creative thinking
- Flexible
- Frank
- Finance/ Business
- Handle conflicts
- Helpful
- Influencing
- Manages stress well
- Negotiating
- Open/ reflective
- Optimistic
- Organized
- Persistent
- Enjoy planning
- Precise
- Systematic
- Take initiative
- Teaching/ coaching
- Wants challenge
- Wants to lead
- Warmth/ Empathy
It is part of every staff member's responsibility to contribute to AAI's and the ActionAid AR mission and comply to its values, which are: Mutual respect, Equity and justice, Honesty and transparency, Solidarity with the poor, Courage of conviction, Independence, Humility.
With your CV, motivation cover letter should be sent to: ari.jobs@actionaid.org (only received CVs on this email will be considered) please clearly indicate which position you are applying for, you will not be considered without putting this title in the subject bar. We respect all candidates but we can only respond to shortlisted candidates.
ari.jobs@actionaid.org