Position title: Finance Manager
Reporting: Country Manager. Direct technical collaboration will be required with MH UK Programme and Finance teams
Type of Position: Management (Somali Nationals)
Duty Station: Mogadishu, Somalia
Duration of contract: 1 year with the possibility of extension
Start date: Immediately after the completion of appointment process
Salary: Commensurate MH Salary Scale. Experience and Qualification will be considered
Closing date: 15/10/2016 **
Background:
Muslim Hands International Somalia is looking for an experienced Finance Manager to provide financial management services to MH Somalia Country Office in managing financial resources, design and enactment of financial controls, produce financial reports, manage all financial aspects of country operations and develop cash flow management and forecasting mechanisms.
Country Profile:
Muslim Hands Somalia has been delivering relief and development projects/ programme in different parts of the country with focus on poverty reduction, WASH and provision of livelihood and health assistance for the poor and the needy. In particular, since its inauguration, the country office has contributed to food security and emergency response operations by providing food aid to the needy in different parts of Somalia. These largely included provision of shelter, safe and clean drinking water to thousands of people affected by manmade and natural disasters.
Efforts are currently underway to further strengthen and expand programmatic interventions, mobilize resources from bilateral and multilateral donors (institutional donors). The country office also aims to enhance existing financial management mechanisms for delivery of programme results in an effective, efficient and transparent manner. Further, MH Somalia is committed to contribute to efforts aimed at poverty reduction and sustainable livelihoods, promotion of education, and increasing communities’ resilience to cope with manmade and natural disasters. Promotion of Human rights and provision of optimal conditions for the people living below poverty line particularly women, children and youth are central to MH Somalia efforts. MH intends to enable these target groups and all beneficiaries to reach their full potential free of bias and fear.
The sum of aforementioned efforts will ensure MH Somalia interventions contribute to national and international development targets in premise the Sustainable Development Goals (SDGs). MH Somalia also aims to streamline country office interventions with the mother agency, Muslim Hands UK, priority programme areas and strategies, corporate values, principles and objectives and develop a 3-5-year strategic plan. Strengthening relations with host government institutions, other implementing partners including INGOs, CSOs and CBOs to leverages resources and mobilize support for its programmatic interventions is yet another overarching objective of the country office. Therefore, it is necessary to enhance the capacity of the country office to achieve the mentioned organizational aims and objectives. To this end, the Finance Manager will provide technical and managerial services to effectively and efficiently manage financial resources, undertake cash flow assessments and produce financial forecasts
The incumbent is also expected to collaborate with MH HQ programme and finance teams and other country offices in the region to ensure uniform application of financial regulations and controls and exchange expertise. He/she will also be required to conduct financial analysis and keep abreast of financial regulations by donors and the Government that may affect the work of MH Somalia in relation to its obligations in maintaining sound financial management system and anti-fraud measures.
Summary of Duties and Responsibilities:
Under direct supervision of the Country Director and in collaboration with MH HQ Programme and Finance Team, the Finance Manager will be responsible to:
1) Provide effective and accurate financial resources management and oversight
2) Ensure that appropriate financial regulations and controls aligned with financial rules and regulations applicable to INGOs and MH policies are in place and in use at all times
3) Ensure accurate financial records are maintained as per the financial and regulatory obligations in both automated accounting and files are maintained and updated regularly
4) Produce and submit financial statements and other financial reports as per the regulatory and relevant donor requirements
5) Ensure that all financial reporting obligations are met in relation to submissions for funding, for grant aid, for contracts and any other initiatives
6) Ensure close monitoring of the projects and programme finances and other implementing partners
7) Support the Country Director and programme team in the provision of information cost estimation and submission of financial proposals/bids
8) Provide quality technical advice to the Country Director, operation and programme teams on the proper allocation of resources
9) Prepare and review detailed budgets and financial reports. Act as cheque signatory for and authorise expenditure up to limits stipulated in MH policies and financial management manual
10) Facilitate and respond to both internal and external audit queries and ensure adherence to audit recommendations and take corrective measures accordingly
Ensure effective and accurate financial resources management and oversight, focusing on achievement of the following results:
· Financial analysis and oversight for all resources managed by MH Somalia and provision of high-quality professional advice to the country team;
· Proper planning, expenditure tracking of financial resources in accordance with MH rules and regulations, donor requirements in addition to government ones;
· Maintain internal controls over all financial processes;
· Ensure an efficient financial flow process;
· Put in place a reporting system for internal needs and external queries on financial matters;
· Ensure an effective information flow between country office finance, responsible donor representatives and MH HQ.
· Facilitate annual audits of country operations, projects and programmes as required by the MH HQ and relevant donors and ensure the external auditors have all relevant information;
· Follow-up on audit reports to ensure that gaps in audit reports are closed;
· Monitor the financial performance of supply management systems/ procurement;
· Undertake cost estimates for different activities according to the needs of the country office programme and operation portfolio;
· Develop, track and report to management financial key performance indicators;
Ensure that appropriate financial regulations and controls are in place and in use at all times with focus on following results:
· Establish or fine tune financial procedures: e.g. receipts, payments, disbursements, bookkeeping and archiving procedures for MH Somalia;
· Ensure that financial procedures in place comply with the financial/accounting and procurement requirement of MH HQ, donors as well as the government;
· Continuous analysis and monitoring of the financial situation, presentation of forecasts for the projects;
· Oversight for the transparency of the financial processes in utilizing funds and compliance with MH financial guidelines in addition to government ones applicable to INGOs;
· Provision of guidance and capacity building to operation and programme staff and implementing partners on financial management and international financial reporting standards (IFRS/IPSAS) where applicable;
· Ensuring the preparation of the projects quarterly reports and prepare monthly cash flow and annual cash flow forecasts, and statement of sources and uses of funds in compliance finance policies, rules and regulations;
· Ensuring preparation of other financial reports including financial statements to be submitted to the donors and government counterparts;
· Serve as focal point for financial information/ data and lead the preparation of response to external requests including those of internal and external auditors for information on financial matters;
· Elaboration and implementation of cost saving and reduction strategies;
· Routinely monitors financial exception reports for unusual activities, transactions, and investigates anomalies or unusual transactions. Informs supervisors of the results of the investigation when satisfactory answers are not obtained;
Ensure that all financial reporting obligations are met in relation to submissions for funding, for grant aid, for contracts and any other initiatives, focusing achieving the following results:
· Management of all financial resources through planning, guiding, monitoring and controlling of the resources in accordance with MH rules and regulations and applicable laws;
· Preparation and monitoring of projects’ budgets in automated accounting system and files;
· Elaboration of proper mechanisms to eliminate deficiencies in budget management;
· Ensuring that advance payments and direct payments for vendors are properly reviewed and made on a timely basis, as well as ensuring that payment information is properly recorded into the system on a timely basis;
· Ensuring that contributions from the donors are properly transferred to MH accounts on a timely basis and separate records maintained;
· Submission of financial reports to donors on a timely and quality basis;
· Maintain and regularly update and reconcile accounts including bank statements
· Complying with the internal expenditures control system, which ensures that, purchase requests, requisitions and vouchers processed are matched and completed, transactions are correctly recorded and posted onto the system
· Ensure timely corrective actions on inaccurate or incompletion transactions, including checking purchase requests and vouchers with budget, budget check errors, match exceptions, unapproved vouchers.
· Provide timely response to HQ requests to resolve financial oversight and data issues;
· Control of Accounts Receivables for the projects and follow up with partners on contributions.
· Timely preparation of monthly cash flow forecast for use by the Country Director, operation and programme teams in liaison with responsible partners.
· Harmonize reporting and accounting practices including budgeting and financial key performance indicators;
· Where applicable monitor sub-recipients of funds as to the accuracy of financial information and safeguards to eliminate fraud;
Competencies
Functional Competencies
· Ability to lead strategic planning, results-based management and reporting
· Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery
· Comprehensive knowledge of designing financial controls, and application of automated advance accounting systems including QuickBooks, Oracle etc.
· Ability to successfully lead operation team and build sound working relations with MH programme team and donor representatives
· Excellent IT skills, knowledge of database and web-based financial management system
· Ability to implement new systems and affect staff behavioural/ attitudinal change
· Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback
· Consistently approaches work with energy and a positive, constructive attitude
· Demonstrates good oral and written communication skills
· Demonstrates openness to change and ability to manage complexities
Required Skills and Experience
Education:
Bachelor degree in Finance, Business Administration, Public Administration, Economy. Accounting and Finance Training and Certification is required. Masters in Finance/Business Administration will be highly given preference
Experience:
o At least 5 years of experience in financial management and accounting with INGOs, NGOs, Civil Society of which at least 2 years of experience of working with international organizations. Experience of working with international public organizations such as UN, USAID, and DFID will be highly desirable.
o Extensive experience in financial management, financial forecasting and reporting in compliance with IFRS/ IPSAS.
o Certified Chartered Accountant will be highly desirable
- Comprehensive knowledge of and practical experience of running and managing automated accounting and financial management system.
- Hands on experience in designing and maintaining financial controls
- Strong knowledge of database packages and spreadsheet;
- Experience in handling of web based management systems and PMIS;
- Experience in grants and contract management, and substantive knowledge of major donors and IP financial policies will be highly desirable.
Language:
· Fluency in written and spoken English required
· Fluency in written and spoken official languages (Somali/Arabic)
· Knowledge of other international languages will be desirable
HOW TO APPLY:
Application Notes:
Applicants should submit an updated CV along with the cover letter before the closing date 15/10/2016. The cover letter should not exceed two pages (500 words max) and provide information on suitability of the applicant to the post requirements. Please do not attach any certificates as we do not require them at this stage.
Please submit your CV and cover letter to vacancies@ke.mhworldwide.org. Applications received after the closing date will not be considered.
We are an equal opportunity employer, therefore we encourage both male and females to apply for this position.
Given we receive large number of applications, we will only contact shortlisted applicants. Please do not contact us while the applications are being reviewed and processed.
