FINANCE MANAGER

CARE USA

CARE is an international NGO with local staff and community partners in more than 90 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from clean water to access to education; from microfinance to ensuring that everyone has nutritious food; from agriculture and climate change to disaster response. CARE puts women and girls at the center of everything we do because they have proven to be the best hope for creating lasting change in the world. Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for over 70 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us, and fight with CARE

JOB SUMMARY

The primary responsibility of the Finance Manager is to develop, manage and administer the CO (Country Office) plans for proper recording, documentation, control, monitoring and reporting of financial operations in compliance with CARE, local and donor rules & regulations. S/He provides oversight of the day-to-day financial and Awards Management operations at the CO level and is accountable for organizing and providing high level quality financial services to CO programs, projects and unit staff. S/He works closely with the Shared Services Center (SSC) and Regional Management Unit (RMU) and CO senior management to ensure appropriate financial support and resources are available. S/He ensures a partnership is developed and nurtured between Finance, Program and other program support units in the CO. S/He will provide support in all internal and external audits conducted in the CO, provide recommendations for procedural improvements, and ensure all audit recommendations pertaining to finance and grants units are followed up and implemented. S/He will also provide Finance training and technical support to the CO Finance and non-Finance staff and ensure the CO operations successfully adhere to the organization financial systems and policies.

Responsibilities.

Systems Management and Accounting

  • Ensure system users are properly set up in the system and that quarterly user verification and reviews are conducted to ensure user integrity in the system and report to SSC support.
  • Provide training to new users including budget holders to ensure they fully understand their roles in the system.
  • Payroll and payroll accruals allocation is done accurately, and schedules reconciled to the General Ledger before month end close
  • Work with HR to ensure PAR allocation is done by 10th of every month
  • Ensure statutory deductions are correctly and transparently recorded under AP journals and remitted to the relevant authorities by the due dates.
  • Before month closure, review the Accounts Payable and Receivable on a monthly basic and ensure all outstanding issues are resolved
  • Lead month end-closure activities, review the month end closure checklist and ensure it is adhered to by all finance staff in all locations
  • Perform account quality controls prior to periodic closing, to include: accounts reconciliation (e.g. payroll recon, sub-office reports review, sub-ledger recon, etc.); review of accounts fluctuation to identify and address any unusual movements; generate and review reports to ensure accounting entries are properly created.
  • Prepare cost pools and allocation factors, and submit to the DCD Finance and Operations for review and approval before submission to the shared services center for processing and allocation

Budgeting and Treasury Management

  • Determine the Country Office’s short and long term cash flow needs and coordinate cash requests and approvals including the submission of cash flow projections.
  • Facilitate cash conversions in country and ensure competitive rates are obtained from banks prior to conversion
  • Facilitate transfer of cash to field locations on monthly basis to support field operations
  • Monitor exchange rate movements and minimize exposure to currency exchange risks for short term cash surpluses
  • Ensure accurate and timely recording of donor receipts in the system before month end close.
  • Lead the CO teams in preparing annual Board Approved Budgets and ensure the budgets are reviewed by DCD-Operations and SMT (Senior Management Team) before submission to RMU(Reginal Management Unit)
  • Proposal Budgeting- Review proposal budgets to ensure adequate SPC coverage on all new proposal and provide final sign off on all new proposal budgets,
  • On quarterly basis update the CO Master budget highlighting shared costs and funding gaps and ensure review before submission to DCD-Finance & Operations and SMT
  • Coordinate with the awards and sub-awards team to prepare budget vs actual spending analysis (Portfolio Analysis report) for all project budgets on a monthly basis, discuss variances and ensure corrective action is taken as needed

Financial Analysis and Reporting

  • Perform quality reviews and analysis of the Trial balance as well as Financial Analysis Results report (FAR) and provide feedback to CO management on plans improve financial management.
  • Review the monthly AP performance report and ensure corrective action is taken to improve CO’s AP performance
  • Prepare monthly management reports, eg COMFORT report, UNR and GPF BVA report, Master Budget, etc for presentation to CO management and Regional Office.
  • Coordinate Financial Year end closing processes for the CO, ensure coordination of key and critical year end tasks with all departments in the CO (Programs and Program support)
  • Review the monthly Budget Grants and Contracts log, develop action plan to address issues highlighted in the BGC report

Staff Management and capacity building

  • Supervise, coach and mentor all finance and awards ensuring high performance, accountability to meet deadlines and quality standards, and progressive skills strengthening
  • Set KPI’s for the entire finance team and ensure regular review of KPI’s and make amendments where necessary
  • Conduct staff capacity gap analysis and develop targeted capacity building plans
  • Conduct (continuing refresher) training to CARE and partner staff to ensure all award terms and conditions are understood and implemented properly.
  • Conduct training to Budget Holders in use of PeopleSoft (e.g. expenditure report extraction and use, chart of accounts, etc) and in general sound grants and financial management;
  • Develop and oversee the roll-out of tools, training interventions, learning materials and other strategies which will improve CARE and partner staff capacity & compliance

Audit Management

  • In collaboration with Awards and Sub awards team, review donor agreements to plan for audits.
  • Negotiate with the external auditors and, agree on the TOR, audit fees and draft the contracts for management approval,
  • Liaise with other departments/units, and project/program teams to provide relevant information to the auditors in a timely manner
  • Review the audit reports to ensure that they are in line with the TOR and follow-up on audit recommendations in the management letters and draft responses to audit queries for the ACD’s review
  • Facilitate the annual Financial Statements audit, Uniform Guidance audit, and CARE USA Internal Audits, ensure recommendations are addressed and implemented by the due dates

Award and Subaward Management

  • All grants/ subgrants agreements are reviewed and checklist filled, all approvals are sought in line with the CARE USA Grants and subgrantee management policies
  • The CO Awards team meets the Gold standards on New FC/PID set up minizing the risk of late startup of projects
  • Selection of partners is well documented, and all approvals are granted internally before engaging the partners
  • The CO has tracks project reporting milestones and that reports are submitted to donors as per the agreement deadlines
  • Quality Review of donor Financial reports prepared by the Awards team and ensure submission of complete, reliable and timely donor financial reports to Project Managers, donors, local entities and other partners as relevant ensure that reporting deadline are met.
  • Grant close out process is well undertook by all staff in the CO to minimize risk of disallowed costs

Qualifications

  1. 10 years of progressively responsible experience in Financial Management and Accounting for non-profit organizations in developing countries with at least three (5) years of experience at management level.
  2. Good understanding of US GAAP and international donor compliance frameworks
  3. Good understanding of CARE’s core business
  4. At least 5 years of experience in managing staff
  5. Thorough understanding of financial accounting, reporting and grants and contract management processes
  6. Excellent knowledge of finance software applications and Microsoft Office including advanced expertise with Excel
  7. Good understanding of relevant donor policies & procedures
  8. Excellent facilitation skills to conduct training sessions for small, medium and large sized groups;
  9. Solid analytical and problem-solving skills
  10. Ability to maintain customer focus while handling multiple priorities
  11. Ability to quickly learn new systems, processes and procedures and adapt local practices to global standards
  12. Strong oral and written communication skills in English
  13. Knowledge in Portuguese would be an added advantage.

How to apply

To apply for this position, please visit our website at

https://phg.tbe.taleo.net/phg02/ats/careers/v2/viewRequisition?org=CAREUSA&cws=52&rid=6056

There are individuals who may use CARE’s name and trademark in emails and on websites in an attempt to solicit fees from interested job-seekers. Some examples of these fees are placement fees or immigration processing fees. CARE does not use recruiting or placement agencies that charge candidates an up-front fee of any kind. Occasionally, CARE does employ recruiting or placement agencies to help us identify candidates for specific employment within CARE. If you’re contacted by a legitimate recruiting or placement agency, there should be no charge to you. If you suspect that you have been a victim of fraud from someone purporting to be CARE, please contact us at [email protected]

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The closing date for this posting, if listed, is approximate. Job postings may be removed from CARE’s career website at any time.