Finance Manager-Treasury( Re-advertise)

Period of Employment :- Definite

Job Purpose:

OVERALL OBJECTIVE OF THE POSITION

• The Finance Manager for Operations is responsible for ensuring that the organisation has timely, accurate implement treasury activities and managing receivables, payables, disbursement and over all cash forecast. The Finance Manager has the responsibility to lead strong internal control, work auditors and provide support to area/regional offices. The Manager will be part of month end financial processing, working closely with reportees, the Dublin based International Accounting Services (IAS) function and the rest of the finance team.

You will be responsible for:

The Finance Manager will work under the supervision of D/CFC and carrying out the following main tasks:

1.Month end processing Cash and Bank

• Ensure cash and bank books are obtained on time from all locations and submitted to Finance Manager-Operations.
• Ensure that Cash/Bank books are completely and accurately processed and that resulting GL balances are as expected.
• Maintain and keep only active bank accounts and their signatories are updated. Maintain and updated banks details register.
• Work with Admin Manager, DCFC and CFC in changing bank signatories being registered at Authority for Charities and Societies.
• Ensure to maintain sufficient cash in safe box as petty cash. Ensure to do cash count as per CWW policy.
• Ensure CWW internal controls over cash is implemented strictly
• Work with DCFC and CFC in organizing monthly Fx file to HQ on monthly basis and on time.

2.Month end processing Payroll

• Review monthly payrolls are prepared & updated for all locations on a timely basis
• Ensure that the payroll is subject to review by the relevant Finance Officer and that it is appropriately checked and authorised before payment
• Ensure that payroll changes (in, out, suspensions, salary changes, etc.) are documented and reflected in the payroll.
• Review payroll reconciliation and present along with payroll itself for next level review.
• Manage international staff taxation, ensuring that it is accurately calculated and promptly paid.

3.Month end processing General

• Receive ad hoc journals from the finance team and review them for reasonableness, accuracy & full supporting documentation before processing.
• Prepare ad hoc journals as may be required to ensure the ongoing accuracy of the financial records of the organisation.
• Prepare FPL Journals and share to Deputy CFC for review before sending for posting
• Review FPL sent by HQ for accuracy, being related to CCW Ethiopia, supported by documentation. If all in agreement share with FM operations for posting
• Recharges
• Work with Finance Manager Operation to review journals proposed from the outcome of analysis of balance sheets and its reconciliation.

4.Payment of Taxes, pension

• Ensure that the responsible assigned Finance staff processes payment of taxes on time following Government review office guidelines applying electronically and on a timely basis.
• Make sure that all pension, provident fund balances paid to Government pension agency and into staff provident funds account on monthly basis.
• Ensue that tax payable ledgers are reconciled on regular basis s and only fresh payables are shown that be paid in the subsequent month.
• Review the accuracy of such payments and ensure that they are correctly processed in order to clear related control accounts.

5.Cessations:

• Ensure to compute staff severance/cessation based on latest payroll and allocate to grants based on staff timesheet.
• Ensure that the staff cessation is computed to exiting staff and reconciliation must be done and filed.
• Review staff cessation payment to be reconciled with cessation accrued/provided for. Make reference to HR manual, governing labour law.
• Prepare reversal entries to correct cessation provided to its correct positions affecting previous charged grant or reserves.

6.Disbursements

• Review critically all disbursement request to suppliers, government institutions, staff etc.
• Review and ensure that proper nominal code strings (chart of account and donor code combinations) are applied for all payments
• Ensure to make payment from only active grants and from correct budget line reference (BLR).
• Ensure to make payments to the right payee or the payees account
• Review that sufficient documentation presented for payment. The documentation should be valid, relevant and has CWW Ethiopia TIN and name on it.
• Ensure payments are done/effected in short time around for sufficient document payment request
• Review if the payment request has been approved at different level with in their approval thresholds. Refer to Delegation of authority.
• Ensure that withholding tax is applied to disbursement to supplier of goods and services and also ensure Tax Identification Number, business licenses are attached of the supplier.
• Ensure on monthly basis that all disbursement files (including from area offices) are filed properly: sequentially, region wise, labelled, etc in safe place.
• Make sure to timely transfer cash to area/regional offices referring to their cash forecast and their cash request.
• Ensure that accruals are cleared or tracked very closely.

7.Manage the HO Compliance Function

• Ensure to provide necessary documents, reports including ledger for internal/external and visitors who are reviewing/auditing CWW Ethiopia accounts
• Work in coordination with all finance team and other department in addressing requests from internal/external auditors
• Work in the team drafting management responses to internal/external/visitors findings and recommendations
• Work strongly in addressing accepted recommendations from internal/external and visitors report following agreed upon time table.

8.Cash flow

• Review latest financial reporting pack to ensure collection from donor placed to in country donor or to HQ. Work on corrections if there are errors on receivables.
• Review trail balance and mainly receivables o expedite collections from staff or eternal parties.
• Ensure that the responsible assigned Finance staff receives estimated cash requirements from all areas/functions and prepares an accurate summary of cash requirements/ forecast on a monthly basis.
• Review the projections with the CFC so that requirements can be submitted to Dublin on a timely basis.
• Ensure that the responsible assigned Finance staff to check HO bank account balance and change Euro to birr in consultation with Assistant CFC and CFC as needed

9.Organisational Budget & Financial Reporting:

• Assist as appropriate in the preparation of annual and revised country budgets (AB and BRs) and help address feedback received from HQ.
• Assist as appropriate in the production of periodic financial reporting pack (FRP) and address feedback received from HQ team.

10.General Financial Responsibilities:

• The role (and reporting staff), will be required to assist in general financial duties mainly but not restricted to the following, Field visits, staff training etc.
• Work in this regard will be coordinated by the Assistant CFC and will be designed to complement and not impede budgeting/reporting responsibilities.
• Forward FPL rejections up to November to Dublin for correction and clearing before yearend.
• Forward FPL Income analysis to Dublin twice in a year, up to November and December, with COPS Code.

11.Audits and Compliance:

• Work closely with the Senior Finance Compliance Officer during donor, internal and external annual audits. Ensure adequate preparation and participation, with his/her team, during these audits.
• Assist with management responses to donor/internal/external audits to the auditors within the given timeframe and audit recommendations are implemented for donor compliance.
• 12.Risk Management and Controls:
• Ensure that appropriate financial systems, procedures and controls are in place to minimize risk.
• Advise CFC and/or Assistant CFC on all situations that have the potential for a negative impact on the organization.

13.Team Management & Capacity Building:

• Build the capacity of finance staff supervised to ensure good standards of financial management is maintained.
• Provide finance orientation as required to new staff members, to assist them in enforcing financial controls, donor compliance and assisting them in making informed decisions based on financial reports.
• Liaise with the Finance Team in organizing necessary trainings/ workshops to Concern team such as on organizational procedures, donor rules and ACSO proclamation and directives.
• Conduct staff appraisals, document and keep informed of the CFC on performance of the supervisees and submit the signed appraisal form to HR for filing.

14.Other Duties:

• Representative in special task forces and committees
• Adhere to the standards of conduct outlined in the Program Participant Protection Policy and Concern Code of Conduct.
• Undertake any other duties as may reasonably be assigned by CFC and/or D/CFC.

Gender Equity

• Demonstrate understanding of Concern Ethiopias Gender Equality Strategy
• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with dignity and respect
• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities

Accountability

• In line with Concerns commitments under the Core Humanitarian Standard (CHS):
• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
• work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Emergency response

• Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.
• Understands local safeguarding structures and arrangements.
• Practises in a manner that seeks to reduce the risk of abuse, harm or neglect.
• Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.
• Able to document safeguarding concerns, and maintain appropriate record keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Job Requirements