Deputy Head Department - Budget & Reporting

04-July-2024

About Action Against Hunger 

Action Against Hunger is an international, non-governmental humanitarian organization that takes decisive action against the causes and effects of hunger through implementing relief and development programs in different countries of the world.

Action Against Hunger was established in 1979 and has led the global fight against hunger for more than 40 years in over 50 countries, saving the lives of children and working with communities before and after disasters to enable people provide for themselves, see their children grow up strong and build prosperous communities. Working with communities in such humanitarian context, we recognize that our programs and operations put out teams in contact with children and vulnerable adults who may be particularly at risk of harm and abuse.

About the Country Program in Ethiopia

Action Against Hunger’s Ethiopia country office was established in 1985 in response to severe drought and subsequent famine, implementing relief and development projects in Tigray, Amhara and Oromia regions. Action against Hunger currently operates in six regions of Ethiopia (Amhara, Benishangul Gumuz, Gambella, Somali, Oromia and Tigray) and in Addis Ababa city administration responding to different crisis and building people’s resilience through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience.

With more than 8,900+staff in over 50 countries, last year, we helped 28 million children and their families across 55 countries. We have a country team of over 900 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2023/24 are BHA, ECHO, EU RESET, UNHCR, UNICEF, GAC, GFFO, BPRM, SIDA, EHF, FAO, WFP, CIAA, Dutch Government and others.

1. Summary of position 

The Deputy Head of Finance - Budget and Reporting plays a pivotal role in overseeing the financial planning, budget management, and reporting functions within the organization. This position entails leading a team responsible for budget preparation, financial reporting, and compliance with regulatory requirements. In the absence (assisting) of the Head of Finance, the role involves collaborating closely with senior management to develop strategic financial plans, analyzing financial data to support decision-making, and ensuring accurate and timely submission of financial reports to internal and external stakeholders. Additionally, the Deputy Head of Finance - Budget and Reporting assumes responsibility for financial integrity, process improvements, and maintaining effective communication with key stakeholders.

The Deputy Head of Finance - Budget & Reporting role's purpose, engagement, and delivery is:

• Purpose (The substantive focus of the job encompassing scope, depth, and difficulty of work both conceptual and applied)

Objective 1: Donor and government budgeting (Proposal as well as well as implementation budgets)

Activities:

• Coordinate with program HoDs and Budget and Reporting team to develop comprehensive and accurate donor budget proposals.

• Ensure alignment of budget proposals with donor requirements, organizational goals, and programmatic objectives and communicate the Head of Finance as needed.

• Review and analyze funding guidelines to incorporate appropriate budget narratives and financial justifications.

• Assist the Head of Department and Program team in providing analysis and recommendations on budgetary allocations and financial sustainability.

• Assist and engage with the Head of Finance, to develop annual financial plans aligned with organizational strategies and local contexts.

• Provide advice to the Heads of Departments on resource allocation, budgeting processes, and financial sustainability.

• Ensure financial plans support programmatic objectives and adhere to regulatory requirements.

• Review and analyze government budget proposals to ensure alignment with organizational priorities and regulatory requirements.

• Ensure the preparation of government budget submissions, ensuring accuracy, completeness, timeliness and compliance with regulatory standards.

Objective 2: Financial Reporting to Donor and Government:

• Oversee the timely and accurate preparation, submission, and approval of donor and government financial reports in accordance with organizational standards, assuming approval authority in the absence of the Finance Head of Department.

• Verify the accuracy and completeness of financial data in the Sylogist System and ensure compliance with donor guidelines.

• Coordinate with program teams and budget and reporting teams to gather relevant financial information and narrative explanations.

• Collaborate with government and liaising department to develop comprehensive and transparent financial reports.

Objective 3: Accountancy Closure

• Assume leadership responsibilities during the accounting closure process in the absence of the Head of Department.

• Oversee financial transactions to ensure accurate recording and adherence to accounting standards.

• Coordinate with auditing teams to facilitate thorough reviews of financial records and compliance with regulatory requirements.

• Address any discrepancies or issues promptly to maintain financial integrity.

• Assist and work closely with the Accounting Unit for timely completion of accounting tasks to support organizational financial operations and reporting.

Objective 4: Participate in managing the mission's financial forecast/Cash flow 

Activities:

• In charge of the check (according to the latest BFUs) and consolidation of the monthly treasury forecast sent by the bases and capital office before submission to the Head of Finance (monthly deadline 20th)

• Receive and check the cash request from the field before submission to Head of Finance for transfer.

• Along with the Budget and Reporting Officer, check the cash balance and submit it to Head of Finance

• In charge of the mission's cash level (cash flow plan) under the supervision of the Head of Finance

• Work closely with the Budget and Reporting Officer (who is assigned for treasury management) and ensure fund transfers from the Capital to the Bases

• Assist the Head of Finance/Accounting Manager in the control process of the respect to the cash management policy rules

Engagement: (The focus of interaction both internally and externally needed to deliver a service seek collaboration and build effective partnerships)

Objective 5: Manage his/her team

Activities:

• Take part in the recruitment of team members

• Work out and monitor individual action plans for team members

• Manage the planning process, the sharing, and coordination of tasks

• Ensure appraisal interviews for team members

• Provide technical support to the teams 

• Identify the training needs of team members

• Create, organize and lead training sessions 

• Manage difficulties in the team

Objective 6: Other tasks 

Activities:

• Ensure technical support to the field offices, including field visits

• Ensure good relationships with financial partners (banks, tax offices, etc.)

• Ensure the backup of the deputy Country Finance Manager in case of absence

Delivery: (The focus on the execution of the work and the role of the team in supporting business/operational functions in terms of timeliness and quality)

Objective 7: Support financial and budgetary management

• To update monthly mission BFUs

• To send monthly BFU to Head of Finance with a first analysis

• To update the monthly financial plan

• To send monthly financial plan to Head of Finance with a first analysis

ll.          Supervisory Responsibilities

• Budget and Reporting Managers

• Senior Finance Officer - Budget & Reporting

III.  Gender Equality Commitments

• Foster an environment that supports the values of women and men, and equal access to information.

• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

• Respect beneficiaries' women, men, and children (boys and girls) regardless of gender, sexual orientation, disability, or religion. race, color, ancestry, national origin, age, or marital status. 

• Value and respect all cultures.

IV.          Fiscal Responsibility

• N/A

1. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. Working Conditions, Travel, and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.

• Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high-security risks and/or very basic living conditions and outside weather conditions, as well as to infectious disease

Required Qualifications and Professional Experience

• Bachelor's/Master’s in accounting (related field)

• +5 year experience in Finance and managerial post

• Excellent competence in MS Office (particularly Excel)

• Microsoft Dynamics Navigator (Sylogist) experience                      

Vll.         Required Skills & Competencies

• Good computer skills

• Professionalism

• Good knowledge of English

• Computational and Analytical

• Donor budgetary/reporting guidelines (ECHO, USG, SIDA, GAC, GFFO/GiZ, the UN’s and other

• Familiarity with APPEL, One GMS, and donor portals for budget and reporting

How To Apply

                                                                   APPLICATION PROCEDURE 

If you are interested, please send your application composed of nonreturnable CV, a Covering Letter with “Deputy Head Department - Budget & Reporting-Addis Ababa” written in the subject line, and three references, applicants to the following addresses:

Through www.ethiojobs.net 

Deadline: Monday 15- July - 2024

NB: Only shortlisted applicants will be communicated, and the selection process includes a technical test and an interview.