Finance Manager at Premiere Urgence Internationale (PUI)

General Objective

• The Finance Manager (FM) works with the Filed Coordinator & Finance Coordinator to ensure the effective financial management of the Base, in compliance with the PUI policies & procedures, donors procedures and applicable National and local regulations.

Role and Responsibilities
Team management:

• Participate in the recruitment process of the staffs under his/her direct supervision.
• Support the staff under his/her direct management in the fulfilment of their duties
• Provide training to the Finance staff and build their capacities
• Ensure that the staff under supervision respect the PUI’s Internal Staff Regulation
• Solve team conflicts, if any occurs among the bases team
• Ensure team building among his/her team
• Conduct appraisals every six months for the staffs under his/her supervision
• Plan and organize the workload of the finance team to ensure timely and quality delivery of tasks.
• Monitor staff performance and provide regular feedback and coaching.
• Identify training and development needs and support professional growth of team members.
• Ensure effective communication and coordination within the base finance team and with other departments.
• Promote a positive, respectful, and collaborative working environment.
• Ensure compliance with PUI policies, procedures, and code of conduct within the team.
• Manage leave planning and attendance of staff under direct supervision.

Financial Management:

• Ensure the proper implementation and use of financial, accounting, and budget management tools and procedures, including accounting records, SAGA, budget follow-up (FFU), OFU, LFU, budget projections, cash forecasts, cash management, and cash security.
• Provide technical support and guidance to base finance team on financial procedures and tools.
• In collaboration with the Finance Coordinator, develop and improve financial management tools and reporting mechanisms.
• In coordination with the HR department, verify the accuracy of payroll-related financial data and ensure timely payroll Payment processing.
• Ensure proper follow-up of vendor payments and disbursements and participate in vendor account reconciliation in coordination with the logistics and relevant departments.
• Review financial documents and transactions to ensure compliance with PUI procedures and donor requirements.
• Conduct regular financial checks and controls to identify and mitigate financial risks.
• Support the implementation of donor financial compliance requirements and recommendations from audits.

Budget Management:

• Providing base level budget follow-up, monitoring, and analysis to Field Coordinator.
• Contribute to cost optimization initiatives through effective budget tracking and expenditure analysis.
• Participate in monthly budget monitoring meetings by identifying variances, highlighting risks, and proposing corrective actions to the Field Coordinator and the budget holders at each base.
• Ensure accurate forecasting of expenditures in coordination with Programme Managers and support departments in the OFU & LFU for the base.
• Ensure timely updating of field commitments in the Financial Follow-Up (FFU) based on approved purchase requests and purchase orders.
• Ensure the allocation table is updated regularly in collaboration with the HR and Logistics departments.
• Monitor budget consumption rates and alert management to potential over- or under-spending.
• Support the preparation and revision of budget forecasts when ever needed for a budget amendment.
• Verify the correct allocation of expenses to projects, budget lines, and cost centres or accounting codes.
• Participate in grant closure processes by ensuring all financial commitments and expenditures are accurately reflected.
• Provide budget-related guidance and support to programme and support teams in the base.

Accounting Management:

• Ensure that financial and accounting archives are maintained in compliance with PUI procedures and donor requirements.
• Ensure that accounting entries are recorded accurately and in compliance with internal rules and procedures and submitted to the Deputy Finance Coordinator according to the agreed schedule.
• Be responsible for the reconciliation of all cashbooks of his/her base and ensure discrepancies are investigated and resolved promptly.
• Supervise the Base Finance Officer in maintaining and updating cashbooks of base.
• Supervise bookkeeping activities of the base and ensure that cash balances and bank accounts are fully supported by appropriate documentation at all times.
• Ensure that all accounting documents are complete, properly authorized, archived and filed in accordance with PUI procedures.
• Perform regular reconciliations of bank accounts, cash balances, advances.
• Review on weekly bases the accounting entries for accuracy, completeness, and proper budget allocation before validation the base accountancy.
• Ensure monthly accounting closures are completed within established deadlines.
• Monitor outstanding advances and ensure timely justification and clearance.
• Support the preparation of accounting documents and schedules required and be Base focal person for internal and external audits.
• Ensure compliance with PUI accounting procedures, donor regulations, and local statutory requirements.
• Identify accounting discrepancies and propose corrective actions to the Deputy Finance Coordinator.

Cash Management:

• Provide the Finance Coordinator with bi-weekly cash forecasts based on budget forecasts, procurement plans, and operational needs.
• Coordinate with Finance Coordinator in monitoring cash flow, fund transfers, and disbursements to base.
• Supervise and verify weekly and monthly cash counts, ensuring proper documentation and reconciliation.
• Ensure the security and proper safeguarding of cash held the base.
• Monitor cash balances to ensure sufficient liquidity for operational requirements.
• Ensure compliance with PUI cash movement and management procedures and internal control requirements.
• Verify that all cash transactions are properly authorized, supported, and recorded.
• Monitor cash advances and ensure timely justification and clearance of outstanding advances.
• Ensure timely reconciliation of cash balances with accounting records and cashbooks.
• Report any cash discrepancies, losses, or irregularities immediately to the Field Coordinator and Finance Coordinator.
• Support the implementation of measures to mitigate cash-related risks and strengthen internal controls.
• Training the non finance colleagues on the proper usage of cash advances and cash management

Archiving Management:

• Ensure that all financial, accounting, payroll, banking, procurement, and contractual documents are properly archived in accordance with PUI procedures and donor requirements.
• Monitor and ensure that the base maintain complete and up-to-date electronic financial archives on the shared drive, conducting regular reviews to verify the timely uploading, accuracy, and completeness of supporting documentation
• Ensure that supporting documents are complete, properly authorized, and filed in a timely manner.
• Supervise the archiving process at base level and provide guidance to finance staff on archiving standards and procedures.
• Ensure the security, confidentiality, and accessibility of archived documents.
• Maintain an updated archive inventory and document tracking system.
• Facilitate the retrieval of archived documents required for audits, donor verifications, management reviews, and external inspections.
• Ensure that archiving practices comply with donor retention requirements and national legal obligations.
• Ensure that monthly accounting packages and supporting documents are archived according to established procedures and deadlines.
• Report any missing, incomplete, or non-compliant documentation to the Field Coordinator and Finance Coordinator and follow up on corrective actions.

Internal Communication:

• Ensure that financial information is communicated effectively between the various departments at base level.
• Promote effective communication and collaboration between the Base Finance Department and other departments.
• Report technical issues, concerns, and operational challenges to the Field Coordinator and Finance Coordinator in a timely manner.
• Participate actively in base coordination and base management meetings to provide financial updates and recommendations.
• Ensure that relevant financial procedures, guidelines, and updates are communicated to concerned staff.
• Provide financial advice and support to programme and support departments when required.
• Facilitate the sharing of financial information necessary for base level decision-making and operational planning.
• Escalate significant financial risks, compliance issues, or irregularities to Field Coordinator and Finance Coordinator.
• Maintain regular communication with base finance team to ensure timely collection and dissemination of financial information.
• Organizing regular weekly meetings with base finance team members.

Requirements

• Candidates should possess a B.Sc / M.Sc Degree with 5 - 10 years experience.