Key Responsibilities

Mission 1: Accountancy Management:

Support in monthly accountancy and its compliance to ACF-France financial standards in a timely manner for validation by Head of Finance Department;
Support in cash movements and invoice filing;
Support in physical check of cash count in the capital and on the bases during visits;
Support in the accounting and extra accounting data entering in the accounting software;
Support in shared cost allocation and review and update the allocation key;
Support in checking the bank matching and reconciliation.

Mission 2: Budget Management:

Follow up on program forecast with base Finance managers and provide support to budget holders in developing their forecast and monitoring their lines as needed;
Assist the Head of Finance Department in receiving & incorporating budget forecast in Budget Follow Up.
Prepare and analyze the monthly Budget Follow Ups, raise alerts when needed, and send them to the Head of Finance Department for review;
Check the coherence of charges to grant's budget lines with the donor's rules and the grant agreement; ensure that expenses incurred are consistent with grant agreements;
Ensure that advisory given to staff for GTA allocation optimises the ongoing budgets.
Codify and upload in the accounting software (SAGA) the validated budgets;
Provide support to all the bases on financial issues in collaboration with Head of Finance Department;
Ensure proper filing of grants vouchers (review hard documents, review archiving process) with the Capital finance team in close coordination with the Head of Finance Department
Ensure proper filing and archiving of grants-related documents (agreement, financial reports, etc.)
Responsible for Financial Plan review and analysis on a monthly basis for Head of Finance Department review;
Ensure Budget Follow Up forecast is from the most recent Financial Plan after reviewing for budget optimization.

Mission 3: Proposal budgets and financial reports:

Lead in the budget preparation process ensuring usage of proper templates;
Ensure support and implementation costs are in line with the donor's standards;
Ensure that the reporting deadlines and formats are followed;
Prepare the first draft of donor reports for the Head of Finance Department to review.

Mission 4: Cash Management:

Support in updating the treasury forecast template for new grants or after amendments, cross-check the treasury forecast for all bases on a bi-monthly basis and ensure its reliability as well as consolidating and analyzing the mission monthly cash forecasts for the Head of Finance Department to review;
Ensure expenditures are in line with the forecast prepared, analyze discrepancy between cash and budget forecast, and put in place corrective measures;
In collaboration with the Finance Officer, monitor funds transfer from HQ and operate exchange conversion in the mission;
Ensure timely transfer to the bases based on their bi-monthly cash forecast.

Mission 5: Donor filing and audits and fraud prevention:

Management of documentation and filing systems compliance for financial data, including grants implementation;
Provide support during the internal and external audits and ensure that appropriate measures are taken to address audit findings and recommendations;
Conduct periodical internal audits using samples to check compliance with donor and internal regulations;
Support Head of Finance Department in identifying risks of fraud and corruption in his/her field of competence and setting up preventive and monitoring mechanisms;
Report cases fraud or suspicions of fraud cases following the proper channel;
Participate in weekly/monthly coordination meetings as necessary.

Mission 6: Financial policies and procedures compliance:

Assist the Head of Finance Department in reviewing and updating the mission financial policies and procedures;
Assist the Head of Finance Department to ensure the compliance of the mission practices with the mission cash management policy;
Acting as the primary liaison for the field office finance staff for policy or procedure issues;
Conduct induction and training for new finance staff and refresher training for the current staff on the finance policies and procedures.

Mission 7: Partnership Management:

Support in updating the treasury forecast template for new grants or after amendments, cross-check the treasury forecast for all bases on a bi-monthly basis and ensure its reliability as well as consolidating and analyzing the monthly mission forecasts for the Head of Finance Department to review;
Ensure expenditures are in line with the forecast prepared, analyze discrepancy between cash and budget forecast, and put in place corrective measures;
In collaboration with the Finance Officer, monitor funds transfer from HQ and operate exchange conversion in the mission;
Ensure timely transfer to the bases based on their bi-monthly cash forecast.

Position Requirements

A university Degree in Finance, Accounting or a related Business Management field is required
A masters degree or relevant professional membership (ACCA, ICAN) is an added advantage
5+ years of experience with a strong financial background in one or more of the following areas: Finance, Financial Management, and Accountancy
Proven management, representation, and coordination skills (managing people and processes);
Excellent writing and analytical skills (ability to analyze budgets and make financial forecasts);
Rigorous organizational and administrative skills (definition of priorities, delegation, training);
Familiarity with main ACF donors and donor procedures (BHA, ECHO, FCDO);
Prior experience in conducting and delivering audit support to mission;
Strong computer skills particularly in MS Excel, literacy, and numeracy;
Excellent interpersonal and communication skills;
Significant experience in INGOs in recovery and complex emergencies;
Fluent in English;
Capacity of analysis, synthesis and reporting;
Prior experience in NGOs/INGOs preferably;
Working knowledge of SAGA accounting and Odoo.

Deputy Head Of Finance Department

Key skills