Deputy Finance Coordinator at Solidarites International

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 Solidarités International standard
  • Prepare monthly forecast of costs managed by Coordination and Coordination costs
  • Consolidate and analyse 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 Coordination
• 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

Profile
Technical Competencies:

• At least of 3 years’ professional experience in similar position in finance and accounting role with an INGO
• Education: B.Sc in Accounting / Business Administration or Finance related courses
• Strong experience in budget management
• Knowledge of finance related laws, policies and donor procedures

IT Skills:

• Knowledge of Saga is strongly appreciated
• Microsoft software practice, sound excel skills

Personal Abilities:

• Dynamic, organised, methodical, team player, sound communication skills
• Fluent in spoken and written English, Hausa is a plus
• Reliable, honest, resistance to stress, capacity to delegate and manage, initiative and autonomy, capacity to prioritize tasks, ability to work under tight deadlines, etc.