Finance & Compliance Manager at United Purpose (UP)

The Finance and Compliance Manager is a key part of the senior management team of the Country Programme and under the overall leadership of the Country Director plays a key role in the overall achievement of the country programme goals. At country level, the role will liaise and provide direct support to Country Management Team (CMT), budget holders, procurement, auditors, and partners. The role will also work closely with the Global Office Programme Finance Team.

Key Responsibilities:

Country Office Finance Management:

• Lead effective cash management including control of cash flows and monitoring of cash on hand balances per project. Preparation of cash requests for approval by Country Director and onward submission to the global office Programme Finance function. Liaison with banks as appropriate.
• Ensure monthly standard accounting submissions from the respective field offices, including account reconciliations, financial analysis of month end transactions by award for accurate coding, as well as other financial analysis and information in a timely and accurate manner.
• Provide monthly management reports to the Country Director, Global Finance Office, Program Managers and the senior management teams including expenditures by fund/project, income and expenditure account, cost analysis reports, and other financial information, in a timely and accurate manner.
• Monitor and analyse grant budgets and spending, and in coordination with program/project managers, initiate and prepare required budget realignments.
• In conjunction with country office Programme Management, ensure effective management of Country office and project budgets - identify potential under or over-spends and liaise with country office Programme Management/Project Managers, Country Director, global office, and donors as appropriate.
• Preparation of the Country Programme annual budgets (in liaison with country office programme management and Country Director for submission to global office/donors.
• Support in developing and appraising financial aspects of project proposals for submission to global office and donors.
• Oversee the preparation of and review accuracy and completeness of donor financial reports – monthly, quarterly, or annually, as required by the donor contracts and guidelines, which agree with the corresponding narrative reports. Submission to the global office for approval along with budget variance analysis and explanations.
• Preparation of the year-end audit file and financial statements, arranging and ensuring the timely completion of the year end audit (accounting year end -31 December). Submission to the global office for approval.
• Review and approve payment documentation, ensuring amounts are in line with agreed budgets, authority levels, internal control procedures and donor requirements are adhered to, and timely payments are made to suppliers, partners, and beneficiaries.
• In conjunction with the finance team and country office management, schedule regular monitoring visits to, and internal audit of, local partner organisations, ensuring their financial systems and controls are of an appropriate standard to ensure security and effective management of funds advanced.
• Preparation of monthly payroll to ensure that all relevant personnel information is up to date and local compliance with statutory and other legal requirements. Ensure local compliance with employee tax deductions and that all relevant statutory deductions are employee’s salaries and paid to appropriate authorities.

Compliance Functions:

• Lead financial procedures review, update and implementation across the country offices.
• Be responsible for assessing, monitoring and mitigating both internal and external risks across the Country Programme; and providing effective oversight to the quality of management on key functions within the Country Programme.
• Work closely with department leads and other senior staff to ensure effective monitoring and response to external risks associated with: compliance with policy and regulations, statutory requirements, collaborating with teams across the country programme and global team.
• Ensure that high quality, effective systems are in place to monitor and respond to internal risks, associated with but not limited to: partnerships and local NGO relationships, relationship with public institutions compliance with SHA/UP policy and regulation, which includes safeguarding, fraud, corruption and conflict of interest.
• In conjunction with Country Director and Country Office Programme Management, support the risk assessment of any new Partner organisation as part of the due diligence process prior to contracts being signed. Review and provide input on the financial requirements included in the agreements made with Partner organisations.
• Initiate the development and maintenance of systems that ensure effective and transparent use of financial resources for timely and informative reporting in line with donors’ guideline SHA/UP policies and procedures.
• Perform the financial review of purchase requests, purchase orders, and payment requests to ensure compliance with SHA/UP policies and procedures and donors grants and contracts requirements.
• Perform compliance reviews of field office processes including procurement, asset management, Human Resources, Admin, travel & logistics and coordinate with the relevant program managers to improve processes as needed.
• Provide guidance, training, and consultation on compliance with SHA/UP policies and procedures as well as donor compliance requirements to the country team.
• Identify efficient and effective solutions to issues while ensuring compliance with SHA/UP policies and donor regulations,
• Perform follow-up and resolutions for internal and external audit recommendations to improve or enhance the internal control environment.

Team Management and Security:

• Lead a diverse team of direct and indirect reports in the field offices and conduct timely performance planning; establish performance expectations with team members, provide regular constructive feedback on team members’ performance and conduct performance reviews in a collaborative manner.
• Contribute to field office team-building efforts; build constructive internal relationships; help team members identify problem solving options and ensure integration of all team members into relevant decision-making processes.
• Support the finance team to develop their technical finance skills through routine coaching, training and guidance.
• Assess capacity gaps within the finance team, ensure timely hiring, training and onboarding of the new team members.
• Provide team members (new and old) with information, tools and other resources to improve performance and reach objectives.
• Create a sustainable work environment of mutual respect that attracts motivated, skilled and effective team members and enables them individually and collectively to strive to achieve excellence.
• Ensure that the security aspect of the operations is considered while developing cash management and related financial policies.
• Ensure compliance with security procedures and policies as determined by country leadership.
• Contribute to the overall strategic leadership of the country programme, participating and leading in key SMT processes as required.
•  

Key Relationships: Internal & External

Knowledge, Experience & other Requirements:

Education and other qualifications:

• University Degree in Accounting, Finance, Business Administration, or equivalent in relevant field is required.  
• The ideal candidate will be a qualified accountant with certification from an Internationally recognized Accounting Qualification (ACA, CIMA, CPA, ACCA)
• Minimum of 7 years operational finance experience, preferably in a mid to large international NGO with 3-4 years management experience including supervisory experience required.

Experience and skills:

• Strong technical skills and up to date knowledge of Generally Accepted Accounting Principles, including management of the general ledger, journal entries, payroll, payables and balance sheet.
• Experience in the preparation and review of management accounts and the ability to critically analyse a trial balance.
• Experience of managing donor funds and contracts, as well as an understanding of donor regulations.
• Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.
• Experience in the preparation of yearend financial statements and managing annual external audits
• Experience of managing, training and supporting staff.
• Experience working with partner organisations.
• Experience of undertaking risk assessments, internal audits and/or assessing internal controls
• Willingness to travel nationally and internationally when required.
• Advanced computer skills in MS Office programs, particularly Excel.
• Effective verbal and written communication, multi-tasking, organizational and prioritization skills.

Language Requirements:

Written and oral proficiency in English and relevant local language is a plus.