Deputy Finance Coordinator at Solidarites International

Location: Maiduguri
Beginning of contract: 5/8/2019
Contract duration: 3 months (with possibility of extension)
Probation period: 1 months
Delocalized status and related benefits: Applicable

Mission

• The Deputy Finance Coordinator supports the Finance Coordinator in processing accounting and financial transactions, as well as in all tasks requested.
• He/she is responsible for implementing and monitoring, in close collaboration with the Finance Coordinator, the financial procedures on the different bases.
• The Deputy Finance Coordinator manages the finance team at Coordination level and supervises the Financial / Administrative teams in the bases with the support and under the supervision of the Finance Coordinator.
• He/she manages the cash processes (cash transfer, donor payment…) at mission level under the supervision of the finance coordinator.
• He/she takes on parts of the functions of the finance coordinator in case of absence.

Main Tasks
Financial and budgetary management:

• Monitor enforcement of finance process implementation at mission level and propose improvement to be validated by the Finance Coordinator
• Lead the monthly budget follow up process for validation of the Finance Coordinator:
  • Ensure the cycle is implemented on the mission as per Solidarites International standard
  • Prepare monthly forecast of costs managed by Coordination and Coordination costs
  • Consolidate and analyze budget follow up and allocation board at mission level based on base inputs
• Support the Finance Coordinator in the preparation of institutional donor and authorities’ financial documents:
  • Draft proposal based on base inputs as per donor or authorities’ requirement
  • Prepare financial reporting as per donor or authorities requirement

Accountancy management of the mission:

• Monitor enforcement of accountancy process implementation at mission level and propose improvement to be validated by the Finance Coordinator
• Overview and provide technical assistance to the team on daily operation
• Follow up SAGA parameters updates and ensure the implementation of the software at mission level
• Validate the monthly accountancy of the mission, report and follow the validation of the pack with HQ:
  • Final cross check of the accountancy pack
  • Liaison with the HQ and focal point for feedback on HQ cross check
• Oversee the yearly accounting closure preparation for validation of the Finance Coordinator:
  • Final cross check of the accountancy of the past year
  • Review the annexes and documentation necessary as per Solidarites International standard
• Oversee the accountancy archiving at mission level:
  • Ensure that all vouchers are cross checked and in line with Solidarites International standard
  • Ensure that archives are sent to coordination and HQ as per Solidarites International standard
• Oversee the preparation of audit at mission level for validation of the Finance Coordinator:
  • Ensure that all transactions documents are prepared and in line with Solidarites International standard
  • Prepare any additional requirement from the finance department in links with audit

Cash Management:

• Monitor enforcement of cash supply system and cash security at mission level and propose improvement to be validated by the Finance Coordinator
• Validate the cash flow request of the mission, report and follow transfers with HQ:
  • Final cross check of monthly cash flow forecast for the mission
  • Liaison with the HQ and focal point for internal transfer tracking
• Overview and provide technical assistance to the team on cash supply to the base
• Overview and provide technical assistance to the team on bank relationship

Administrative follow up:

• Ensure completion of paper and digital filing, supervise the back up of finance files
• Respect of the administrative calendar
• Supervise the yearly mailing of finance files to HQ

Legal follow up:

• Follow the evolution of finance related national laws and policies
• Supervise reconciliation between HR information and tax payment

Team management:

• Supervision and training of the base administrators
• Do regular field visits on the different bases
• Ensure minimum staffing levels for the administrative service during periods of absence
• Support the Finance Coordinator in the definition of the needs and in the recruitment of the coordination finance team
• Train, support and evaluate the Finance team in Cooridnation
• Provide technical support to the finance teams at base level, conduct regular field visits and support the Finance Coordinator in the preparation of general finance meeting.

Reporting/Communication:

• Report on a weekly basis to the Finance coordinator, compile internal reporting at mission level for the finance department and participate in the monthly meeting and reporting of the mission
• Establish and maintain relationships with the administrative stakeholders at national level (NGO & INGO, administrative local authorities…)
• On request, participate in meetings (donor, authorities, NGO forum…) and workshops relating to his/her field of activity and write up minutes to the Finance coordinator

Personal abilities

• Dynamic, organized, methodical, team player, with sound communication skills
• Languages : fluent in English (additional languages a plus)
• Personal qualities: reliable, honest, very good organization, resistance to stress, capacity to delegate and to manage, initiative and autonomy, capacity of prioritisation of tasks, work under tight deadlines

Technical competences:

• Professional experience: at least 3 year of experience in similar position in Finance especially with INGOs
• Bachelor Degree in Administration, Management, Accounting or any related fields
• IT skills : Microsoft software practice, sound Excel skills

Salary and conditions
In accordance with SI’s Terms of Employment; for national staff in Nigeria