Director of Finance

Director of Finance

ROLE PURPOSE:

As a member of the Senior Management Team (SMT) for the Poland Response Office, the Director of Finance shares in the overall responsibility for the direction and coordination of the response office. The Director of Finance in his/her capacity is responsible for finance administration, fiscal management, financial and grant reporting in both emergency and development programming contexts.

Location: Warsaw- Poland

Key Areas of Accountability:

As a member of the Senior Management Team, contribute to:

• Leadership of the Poland Response office
• Support the development of an organisational culture that promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, and frees up our people to deliver outstanding results for children and excellent customer service for our members and donors
• Help design and implement a coherent organizational structure that is consistent with agency practices and appropriate to programme needs
• Help establish, maintain, and improve active and regular working relationships with: host government authorities, partner agencies including humanitarian and development donors, and local and international NGOs
• Ensure the Poland Response office complies with Save the Children standards and procedures
• Ensure that all required support is provided promptly, at scale and in line with the rules and principles during humanitarian responses, working closely with the Regional Office

Planning and Budgeting

• Assist the Poland Response Director in the management /administration of the office resources including (a) the formulation of country work program and resource allocation, (b) providing effective support and guidance to the Senior Management Team and other key program staff during planning and allocation exercises; (c) monitoring implementation of donor agreements and resource utilization. Highlight variances, provide analyses and recommend resolution or reallocation of resources
• Perform periodic financial analysis on Poland and Cross Boarder cost base this should include but not limited to staffing and NTC costs also to provide strategic financial recommendations for Poland Response Director and SMT members on the fit for purpose and Poland financial sustainability.
• Work along with the Poland Response Director, Director HR/Admin and S&S and Advocacy Comms Managers in developing plans to meet funding and programming needs. This includes diversification of funding resources
• Identify and effectively manage all key risks, especially financial, related to delivering the member office program. Develop mitigation plans at proposal stage.
• Ensure correct level of budget authority exists within response office
• Manage financial aspects of budget development for new proposals
• Ensure appropriate and adequate emergency finance and grants procedures are detailed in the Emergency Preparedness Plan in order to enable rapid scale up
• Ensure budget holders understand their responsibilities (e.g., through training)
• Work with the Director HR/Admin to establish equitable staff compensation policies and practices within the approved budget and donor requirements
• Work with the SMT and the Director HR/Admin design and implement a coherent organisational structure that is consistent with agency practices and appropriate to approved budget and program needs

Financial Accounting, Reporting, and Control

• Review/ Update the financial manual for Poland response this includes customization of global finance manual, developing necessary SOPs and keep an updated Scheme of Delegation.
• Manage the financial systems and provide the SMT and all budget holders a monthly update on the budget variance analysis.
• Ensure, together with the Deputy Poland Response Director and the Director of HR/Admin that systems are in place for the control of all assets, funds, equipment, property, and facilities; submit timely financial reports to the regional office and donors as required
• Ensure that effective systems are put in place, and regularly reviewed, to allow adequate financial management and control including:
• Annual accounts and tax statement preparation;
• Accounting and management information systems;
• Cash and cash flow management and control in particular gain/losses on currency exchange;
• Financial procedures during emergency responses, including meeting all relevant responsibilities in the Rules and Principles for Emergency Response;
• Expenditure procedures, especially around procurement;
• Documentation of all controls and procedures;
• Finance training for staff in the field and partners as necessary;
• Manage the partner financials recording on financial management system and ensuring funds are disbursed on timely basis.
• Monitor accurate and timely submission of financial reports and attachments to members, donors and government regulatory agencies
• Ensure quarterly effort reporting is prepared with major variances discussed with the regional office
• Coordinate submission of control reports, respond to findings and recommend resolutions or action plans
• Lead and participate in the development of finance policies and procedures to be able to maintain a well-financially controlled environment in both development and emergency contexts
• Coordinate and assist the Poland Response Director during any internal or external audits
• Monitor completion of financial reports for awards/contracts
• Work with budget holders to estimate funds request on a timely basis to ensure resources are in place for carrying project activities
• Ensure that donor financial reports and additive reports align

Staff Management, Mentorship, and Development – Finance

• Ensure appropriate staffing within finance
• Ensure that all staff understand and are able to perform their role in an emergency
• Manage finance team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly
• Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff.
• Incorporate staff development strategies and Performance Management Systems into team building processes. Establish a results-based system and follow up mechanisms
• Ensure adequate segregation of finance duty and manage the performance of all staff in the finance work area through:

Effective use of the Performance Management System including the establishment of clear, measurable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

Coaching, mentoring and other developmental opportunities;

Recognition and rewards for outstanding performance;

Documentation of performance that is less than satisfactory, with appropriate performance improvements/ workplans

QUALIFICATIONS AND EXPERIENCE

Recommended a minimum of 10 years experience in a corporate or an NGO environment, of which 5 years at a management level within the finance department of a national or international organization

• Experience with working in an emergency context
• CPA or equivalent degree (CA, ACMA, ACCA) strongly recommended
• Excellent understanding of business and financial planning including strategic modelling
• Excellent analytical skills – the ability to analyse complex financial data and design and produce effective management information
• Excellent experience of budgeting and budget management
• Excellent understanding of financial systems and procedures
• Strong business acumen and the ability to contribute to strategic decisions
• Excellent experience of computerised accounts packages, Excel, PowerPoint and Word
• Experience of general administration work
• Strong communication and interpersonal skills
• Ability to manage a complex and diverse workload and to work to tight deadlines
• Ability to build a small, proactive team, motivating staff and working collaboratively with colleagues and providing support and advice as necessary
• Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
• A full appreciation of the value of co-operation, both internationally and within a team environment
• Understanding of Save the Children’s vision and mission and a commitment to its objectives and values
• Written and verbal fluency in English.
• Willingness to travel to Save the Children’s operational areas on a regular basis