Finance and Administration Manager

Title: Finance and Administration Manager

Location: The Gambia

Contract type: Permanent, full time

About the organisation:

In late 2021 Self Help Africa (SHA) and United Purpose (UP) merged. The two organisations – one headquartered in Ireland and the other in Wales – implement projects to end extreme hunger and poverty.

This merger doubled our size and reach – and means that in 2022 we are implementing poverty eradication projects in 17 countries, mainly in sub-Saharan Africa. Collectively, we are also part of a group that includes social enterprise subsidiaries Partner Africa, TruTrade and Cumo Microfinance.

The role:

We are looking for a Finance and Administration Manager to join the team. They will provide oversight and leadership to the efficient and effective operation of the finance and administrative functions of the Gambia/Senegal Country Office programme (remotely managing the field offices in Senegal). The role will be directly responsible for the implementation and overall management of financial systems and controls of the Country Programme.

This is an exciting time to join us as we unite two like-minded and entrepreneurial organisations seeking to tackle the global challenges in progressive and innovative ways.

Job Purpose:

Under the overall managerial and administrative leadership of the Country (or Regional) Director, the Finance and Administration Manager will provide oversight and leadership to the efficient and effective operation of the finance and administrative functions of the Gambia/Senegal Country Office programme (remotely managing the field offices in Senegal). The role will be directly responsible for the implementation and overall management of financial systems and controls of the Country Programme. These include day to day financial management (including monitoring and review of transaction recording/posting to accounting and adhere to internal controls, financial reporting (internal/external), cash/bank management, budget administration, oversight of administrative/support functions, staff capacity building and any other related matters in country.

The Finance and Administration Manager is a key part of the management team of the Country Programme and under the overall leadership of the Country (or Regional) 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 work closely with the Global Office Programme Finance Team.

Key Responsibilities:

Country Office Finance Management:

• Produce and submit monthly management accounts based on internal management accounts procedures for approval by the Country (or Regional) Director and onward submission to the global office Programme Finance function– includes monthly and year to date project and donor expenditures, income and expenditure account, and other necessary information.
• Ensuring effective cash management including control of cash flows and monitoring of cash on hand balances per project. Preparation of cash requests for approval by Regional Director and onward submission to the global office Programme Finance function. Liaison with banks as appropriate.
• In conjunction with country office Programme Management/Project Managers, oversee the preparation of and perform review of the monthly programme expenditure reports of the country office and projects.
• 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 (or Regional) 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 & financial statements, arranging and ensuring the timely completion of the year end audit (accounting yar 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.
• In conjunction with Country (or Regional) 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.
• Provide advice on financial and administration matters to country office management team.
• Facilitate internal and external audit processes. Oversee the implementation of audit recommendations.
• 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.

Logistics/ Procurement / Assets Management

• Review and maintain the fixed asset register, prepare quarterly updates of the fixed asset register and submit to Global Office.
• In conjunction with country office management, responsible for ensuring the efficient use and management of transport resources, ensuring vehicle management protocols are understood and followed by all staff including vehicle usage reporting and charging to projects as appropriate.
• Provide leadership & supervise the procurement function and control and management of stock.
• Ensuring compliance with donor visibility rules regarding assets and relevant donor finance regulations.
• Build awareness and ensure compliance with organisational procurement and logistics policies and procedures and work as required with global office procurement and compliance functions.

Operational Management

• Line Manage and provide leadership to Finance and administrative/support staff. Maintain good team communication, engender good team dynamics and take remedial action where problems occur in collaboration with Regional Director.
• Initiate the performance appraisal of direct reports annually, in line with organisational procedures.
• Identify training & development requirements and facilitate training of finance and support staff as required.
• Ensure implementation of financial management policies and procedures to ensure understanding and adherence to such by all staff members in the country programme including partners.
• Work with the Country (or Regional) Director to maintain up to date job descriptions of finance and administrative/ support staff and human resource administrative tasks on salesforce.

Safeguarding

• To comply with safeguarding policies and practice, and all other related policies and procedures.
• To ensure that the safeguarding policy and reporting channels are known, understood and used by staff.
• To work in a safe, respectful and nurturing way which prevents harm and promotes well-being across programmes and partners.
• To promote a positive culture of information sharing which leads to concerns being raised and effective safeguarding processes being followed.

Other

• The role will also perform/assist on any other tasks as assigned by the Country (or Regional) Director.
• Country (or Regional) Director, Gambia/Senegal Country Programme Team (Programme Management, Project Managers, Finance & Administrative team)
• Global Programme Finance Function team (Programme Finance Accountants and Programme Finance Global Co-ordinator)
• Global Compliance and Procurement Functions
• Global Programme and Operational Support team
• CFOO, Group Financial Controller, United Purpose Finance Manager

External

• Government departments,
• Banks, external auditors and other service providers
• Partners
• Donors

Role Competencies

• Excellent verbal, analytical, organisational and written skills
• People management skills
• Proactive and motivated with a strong commitment to organisational vision, mission and values
• Excellent ICT skills including a good knowledge of MS Office and accounting software
• Attention to detail and the ability to produce timely and accurate financial reports

Knowledge & Experience

Minimum of 5 years operational finance experience, preferably in a mid to large international NGO. Line management experience preferable.

Other Requirements

Essential

• The ideal candidate will be a qualified or part qualified accountant. Internationally recognized Accounting Qualification (CA, ACA, CIMA, CPA)
• Strong technical abilities and up to date knowledge of Generally Accepted Accounting Principles
• Fluency in spoken and written English
• 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
• Experience in the preparation of yearend financial statements and managing annual external audits
• Experience of managing, training and supporting staff
• Willingness to travel nationally and to Senegal

Desirable

• Previous experience of managing USAID, EU or other government funding
• Experience working with partner organisations
• Experience of undertaking risk assessments, internal audits and/or assessing internal controls
• Ability to speak French