Finance and Operations Manager

Purpose of the Position

The Finance and Operations Manager will ensure the integrity of country office financial management systems, support quality grant management in line with Search and donor policies, and oversees all administration, safety, and security policies, processes, and procedures, streamlining processes for effective day-to-day office management. The Finance and Operations Manager will lead the finance, security, human resources, and operations teams.

Essential Duties and Responsibilities:

Finance:

Grants Management and Compliance

• Ensure timely donor agreement/contract development and review, with donors, ensuring adherence to both internal SFCG and donor requirements.
• Ensure that all financial reports are prepared according to donor requirements and templates, and submitted on time.

Internal Control Assessment:

• Ensure financial records are maintained as per donor and SFCG internal requirements.
• Ensure timely closure of finance audit recommendations, and participate in preparation, implementation, and monitoring of corrective action plans.
• Act as an Internal auditor for field finance reports, including controlling financial & accounting activities of field offices in order to ensure that activities run effectively.
• Support Senior Management in achieving strategic milestones, monitoring organizational accountability, and priorities set by the organization’s annual plan and strategic priorities.
• Develop a related action plan with program and finance staff to address any capacity/system gaps.
• Work with the Regional Controller to ensure that there is proper segregation of duties in all financial functions.
• Develop and revise financial management policy as appropriate.

Financial Management and Analysis:

• Prepare donor financial reports.
• Consolidate and update a quarterly operational budget.
• Track invoice payments.
• Oversee the maintenance of bank accounts.
• Oversee the submission of Monthly Field Financial Reports to SFCG-HQ.
• Share the budget analysis with the Program Director and the Regional Team on a monthly basis.
• Review budgets with actual reports to ensure adherence to restrictions on line item flexibility and stated restrictions on accepted costs. Support follow-up actions to resolve any identified problem.
• Leads budgeting processes for the country program for proposals.
• Supports country program staff with budget forecasting.

Capacity Building:

• Build capacity of SFCG staff in financial management through training and accompaniment.
• Actively participate in program meetings as appropriate to effectively plan and collectively coordinate financial and programmatic activities in conjunction with partner capacity-building initiatives.
• Seek out tools and processes that make Search more efficient and effective with its resources (including staff time)

Donor liaison, Partnerships, and Representation:

• Establish, maintain and strengthen relations with donors
• Represent Search in Donor meetings as well as in interactions with government officials both at the national and local level
• Contribute to the selection of local partner organizations as well as service providers to implement project activities
• Provide strategic guidance to staff for effective financial management
• Be updated about all donor requirements, compliances, policies, and procedures and ensure its uniform understanding across the organization.

Operations:

• Develop policies and identify best practices for the smooth running of the operations, initiating processes to support the organization’s progress
• Negotiate all major contracts related to Country Office expenditures
• Maintain contracts with service providers
• Ensure Search is appropriately registered and complying with necessary government regulations for reporting, taxes, and other requirements
• Ensure appropriate planning for logistics support, including supervising deployment and maintenance of vehicle fleet, procurement, and other activity-related logistics
• Support good, collaborative communication between the program and operations/finance teams in the office for a productive working environment towards the achievement of collective results
• Supervise the Logistician and support him to supervise his team of drivers

Safety & Security

• Ensure threats assessments and risk analysis for programs sites are conducted
• Ensure implementation and compliance of country office safety and security-related policies and procedures
• Responsible for ensuring that capacity building and training on safety and security aspects are conducted
• Ensure the overall safety and security of staff and assets against foreseeable threats
• Ensure that contingency systems are in place to respond to a crisis situation
• Ensure the collection, analysis, and dissemination of security information
• Follow up on security incidents and ensure reports are generated in accordance with organizational policy

Human Resources Management

• Ensure a satisfactory payroll system of the Office, including ensuring timely payment of salaries and remittance of payroll taxes and social security contributions withheld to the proper authorities, as required by law
• Ensure that appropriate procedures are in place and are respected with respect to staff planning, recruitment, performance review, staff development, compensation & benefits, and employment conditions, as per the human resources Manual.
• Infuse organizational values into all work
• Other duties that are broadly in line with the above key contributions as assigned.

Safeguarding:

Remain alert and responsive to any child safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child safeguarding policy and procedures, and conduct yourself in a manner consistent with the Child Safeguarding Policy.

As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above key responsibilities.

Minimum Qualifications:

• Bachelor’s Degree in Accounting or Finance and Business Administration
• Professional qualifications such as ACCA would be an advantage
• Minimum 5 years of progressive work experience in accounting including analysis, financial reporting, budgeting, financial software, and reporting systems;
• At least 4 years of experience in a management role supporting business operations

Knowledge, Skills & Abilities:

• Good understanding of administrative, financial, and general management principles and skilled in financial reporting and budgeting
• Experience and proficiency in financial software and reporting systems
• Demonstrated interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social, and political issues
• Strong decision-making ability using good judgment and professionalism
• Fluency in English required, both written and oral
• Strong leadership and management skills with a good understanding of motivating and building teams.
• Demonstrated attention to detail and procedures, and able to meet deadlines and work independently and cooperatively with team members
• Computer literacy proficiency

Behavioral Competencies

• Working with People: The ability to respect the views and contributions of other team members; shows empathy, listen, support; consult others and share information and expertise, build team spirit, and adapt to the team.
• Flexibility: The ability to adapt to changing circumstances and priorities, tolerate ambiguity, and adapt personal style to different people and situations.
• Drive for Results and Efficiency: The ability to set quality standards, monitor, and maintain quality of work, and set goals to achieve continuous improvement.
• Relationship Management: The ability to manage interactions, provide service, and support the organization while building an effective internal and external network.
• Consultation (for managers and up): The ability to provide guidance to organizational stakeholders while applying creative problem-solving to address business needs.
• Leadership and Navigation: The ability to manage and contribute to initiatives and processes within the organization while making progress toward change and continuous improvement.
• Communication: The ability to effectively exchange information with others, effectively deliver critical information, to gather information, and communicate with others.
• Global and Cultural Effectiveness: The ability to value and consider the perspectives and backgrounds of all parties and be able to work cross-culturally.
• Ethical Practice: The ability to integrate Search vision, mission and core values, integrity, and accountability throughout all organizational and business practices.
• Critical Evaluation (for managers and up): The ability to interpret information to make business decisions and recommendations based on keen analysis, best practices, and an understanding of preferred outcomes.
• Business Acumen: The ability to understand and apply information to contribute to the organization’s strategic plan.
• Developing others (for people manager): The ability to provide support to enhance performance and professional growth.

Commitment to Search’s Values and safeguarding policy:

All Search Employees must adhere to the values: Collaboration- Audacity – Tenacity – Empathy – Results. In accordance with these values, Search enforces compliance with the Code of Conduct and related policies on Anti Workplace Harassment, Protection from Exploitation and Abuse, Child Safeguarding, Conflict of Interest, and Anti-fraud. Search is committed to safeguarding the interests, rights, and well-being of children, youth, and vulnerable adults with whom it is in contact and to conducting its programs and operations in a manner that is safe for children, youth, and vulnerable adults.