Finance Manager

Requisition ID: req51559

Job Title: Finance Manager

Sector: Finance

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Melkadida, Ethiopia

Work Arrangement:

Job Description

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as an equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview:

Under the supervision of the Senior Field Manager and technically supervised by Finance Director and the Finance Manager will be a responsible person of the field Finance department by managing accounting transactions, Assist implementation of financial policies & procedures, financial reporting, cash management, risk management, financial and budget management.

Major Responsibilities:

• ·Ensure all invoice, and Payment Journal reviews per the approved budget, donor compliance, and IRC policies.
• ·Ensure all three-way matches are done for all payments before processing any approval.
• ·Populate Cost Allocation tool, prepare Dynad journal, and post.
• ·Make sure you prepare and post payroll through Dynad journal.
• ·Review bid analysis and payment requests per the procurement SOP and IRC policy.
• ·Make sureyou complete Bank Reconciliation & attach the bank statement to the last reconciled day of the month (typically this is done weekly in the prior month but ensure it is completed as of the last day of the month that is closing)
• ·Ensure all payment approvals are done based on the approved authorization matrix.
• ·Update field office authorization matrix regularly and share for respective staff after approval
• ·Ensure all advances are settled per the policy and follow the timely settlement per the IRC policy
• ·Ensure all monthly SPC costs are charged to grants and make sure to comply with the policy
• ·Ensure segregation of duties per the internal control policy
• ·Report policy violation to the supervisor
• ·Provide orientation for new IRC staffs and aware of main financial requirements
• ·Update internal controls checklist
• ·Monitor and maintain DOA files
• ·Prepare Balance sheet and flag any financial exposure monthly
• ·Timely submission of all internal reports, mapping, field BSR, Cash needs, etc.
• ·Ensure field office documents are reviewed and sequentially field before submission to Addis office
• ·Ensure field office are delivering both soft-copy and hard-copy financial reports timely.
• ·Ensure field office reports are complete by availing all the necessary support documents
• ·Ensure field office submitted their SPC mapping and run field SPC transaction on monthly
• ·Ensure all invoice and Payment journals have the right financial dimensions from D1 to D7.
• ·Following up with field team for any variance with the report and address timely.
• ·Address Addis office review comments on time.
• ·Arrange a schedule for on job-learning opportunity for field office staff to update themselves on all finance areas from source document process to reports.
• ·Upload sun backup and run field office reports.
• ·Request timely financial pads for field finance and follow up of new pad print based on the remaining balance
• ·Submit internal reports timely.
• ·Report any red flag observed during quality review
• ·Submission of intercompany transactions for clearance timely.
• ·Coordinate with Addis finance and develop tools to monitor and manage the field office tasks.
• ·Ensure approved payments are processed within 24 hours. Coordinate with SC to submit payment requests through field office account payable email.
• ·Make sure that all approved journals, payments and ledgers are posted on time.
• ·Ensure on-time payments of approved payment requests to suppliers and IRC staff
• ·Working with the team to ensure daily updates for bank and cash journals.
• ·Ensure all bank account reconciliation is prepared every month and ensure clearance of outstanding checks timely.
• ·Follow up with the main office and ensure on-time transfer of cash to the field office based on the cash projection.
• ·Ensure timely submission of realistic cash projections to Addis Finance after field team reviews.
• ·Provide a cash analysis report to Addis finance manager for operation (treasury and accounting) to decide the next cash transfer for the field office.
• ·Ensure new bank account opening and closing per the approval.
• ·Ensure the clearance of all balance sheet account promptly
• ·Ensure proper amortization of all prepayments and on-time report for supervisor for any variance
• ·Prepare balance sheet reconciliation and note down adjustments needed.
• ·Ensure all Melkadida staff salary payments paid on time.
• ·Following up on timely and surprise cash count
• ·Conduct regular weekly cash counts
• ·Manage field office receivable and payable accounts.
• ·Ensure monthly pension settlement for all eligible IRC staffs before the deadline
• ·Ensure monthly settlement of I/Tax and WHT for all IRC offices.
• ·Assist the main office on the CHSA audit and avail all requested documents, as necessary.
• ·Ensure all soft copy and scan copy of IRC financial documents are maintained as per the IRC standards
• ·Prepare financial reports for government and engage in the development of the audit plan when requested.
• ·Ensure on-time delivery of audit documents for all grants audit and government audit as requested by main office.
• ·Identify potential risk areas, develop plan to prevent/mitigate. When it happens, report immediately to your supervisor for next action.
• ·Report red flags to your supervisor immediately.
• ·Ensure field office hard documents and e-reports are submitted to Addis finance on the 16th (1st half) and on the 2nd of the subsequent month (for full month) for the 2nd half of the previous month.
• ·      Submit monthly/quarterly cash needs to Addis finance on time.
• ·Following up monthly preparation of payable and receivable to share for respective staffs.
• ·Make sure you run various aging report analyze and communicate with the concerned body for settlement.
• ·Ensure quality controls on every accounting transaction to be processed and uploaded to the system.
• ·Verify the a/c and the D- codes combinations.
• ·Ensure your respective field offices budgets are managed properly and timely. Analytical reports are generated and discussed with budget holders.
• ·Ensure all field office grants have spending plan and it is uploaded to the BVA system through PBI system.
• ·Flag any issues on grant under/overspending timely and follow up on action plan.
• ·Participate proactively on GOM, GRM, GCM, etc.

Safeguarding Responsibilities: -

• ·Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
• ·Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Qualifications

Job Requirements:

Educational Requirements:

• Bachelor’s degree in accounting, business administration, commerce or finance or similar relevant qualification
•      4 years of relevant experience with the first degree and 3 years of relevant experience for a post-graduate degree.

Preferred experience & skills:

• Minimum three years of finance experience in an international NGO with a computerized accounting system such as INTEGRA system is required.
• At least 1-year managerial experience.
• NGO experience in Finance is a must.

• ·Excellent computer skills including word processing and spreadsheet functions, excellent organizational and multi-tasking skills, attention to detail, ability to communicate clearly and work under pressure to meet deadlines.
• ·Experience in integra systems accounting software, willing to travel to field sites as required.

Preferred: Familiarity with donor budgeting formats (BHA, Lego Foundation and Irish Aid, etc).

• ·Strong organizational skills.
• ·Proven management skills.
• ·Experience in working with multicultural and diversified workforce.
• ·Excellent representational skills.
• ·Excellent communication and interpersonal skills.
• ·Ability to work under pressure and attention to details.
• ·Fluent spoken and written English.
• ·Computer literate: MS Word, Excel, Power point, outlook

Language Skills:

• ·Fluency in English.
• ·And other local languages are a plus.

Certificates or Licenses:

IRC is an equal employment opportunity employer.IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.