Job Purpose

The Finance Manager is responsible for carrying out financial duties in compliance with USG regulations, Feed the Children policies and procedures and statutory requirements. The Finance Manager will oversee the effective and efficient use of Akule ndi Thanzi resources.

Position report to: Director of Finance and Operations

Direct Report: Finance Analyst

Responsibilities

1. Financial Planning and Reporting

• Support senior management to formulate, implement and monitor the detailed workplan budget
• Consolidate annual financial plans and budget narrative, ensuring compliance with USAID provisions and budget templates
• Prepare monthly progress financial management dashboard reports for management such as budget vs actual (BvA), Country Office Financial Position and other financial analytics by the 15th of each month, highlighting significant areas of concern and implement corrective actions
• Prepare quarterly SF425 reports from QuickBooks and consolidate with HQ transactions by the 15th of the following month
• Analyse and report program financial position, working collaboratively with program and operations team to prepare monthly pipeline and accruals reports by the 15th of the following month
• Support the line manager to develop strategies that will improve the timely implementation of activities by streamlining staff capacity, cashflow and payments according to planned activities
• Conduct monthly compliance checks to detect and eliminate instances of fraud and misappropriation of project resources. Report non-compliance immediately to line manager and implement corrective actions in the same month it is reported
• Provide financial oversight of program activities. Conduct quarterly spot checks on training activities. Coordinate with Agreement Manager to conduct spot checks on sub grantees financial records and processes and site visits
• Oversee all financial accounting matters, closing the country books in accordance with agreed deadlines. Maintain up to date and accurate financial transactions in the accounting system that comply with Feed the Children policies, cost principles and USG and Government regulations.
• Review the cost principles and ensure that all procurement transaction meet the minimum USG regulations before Purchase Orders are signed
• Review and audit program transactions to ensure that they are correctly allocated according to the Chart of Accounts
• Review financial documents within delegated authority
• Maintain a reconciled balance with complete supporting schedules with support from direct reports
• Maintain an accurate, up to date and reconciled mobile payment platform that complies with policies, procedures and regulations in place.
• Prepare monthly bank reconciliations before the 7th of each month as part of month end financial report package
• Focal person for internal and external audits.
• Supervise the monthly balance reconciliation with complete supporting schedule
• Support direct reports to maintain a credible ledger
• Oversee the financial management of sub-recipients, ensuring compliance with Feed the children’s contractual obligations
• Conduct two workshops per annum with sub-recipients to disseminate compliance updates and discuss financial progress and challenges
• Post sub-recipient expenses and advances in the month they are reported
• Review sub recipient monthly financial reports.
• Maintain finance files in shared folder with key information such as reports, asset list, and correspondence
• Lead the financial monitoring and review of grants and contracts, working closely with the Agreement Manager and programs to implement timely reforecast and modifications before the end of the contract or agreement end date
• Analyse and reconcile fuel use by the 10th of each month. Collaborate with Logistics to investigate fuel use anomalies and implement corrective actions before the following month report
• Conduct inventory evaluation
• Collaborate with Administration Officer to maintain an up to date asset and inventory register and conduct annual physical verification
• Conduct quarterly compliance briefs with operations and program team to keep them well-informed of USG regulations, organisation and statutory requirements
• Responsible for bank relationships
• Performance Management, supervision and support of finance staff.
• Support and advocate for capacity building of direct reports

1. Accounting and Financial Control
2. Grants Management
3. Operations
4. HR Management

Required Qualifications, knowledge, Skills and Abilities

• A bachelor’s degree in degree in Accounting, Finance or Business Administration plus Certified Public Accountant qualification.
• At least 8 years accounting experience, 3 of which should be at the Senior level.
• Experience working with USG awards.
• Must have experience managing a finance team
• Audit experience is an added advantage
• Ability to work well with others, including project staff, government counterparts, implementing agencies and vendors.
• Experience of grants management, finance, budgets, and financial reporting, preferably within an NGO.
• Proven prudence and integrity in the management of staff and financial resources.
• Dependable member with proven ability to lead, motivate and work among managers.
• Good communication skills, tact, patience and diplomacy.
• Understanding of programming and willingness to participate in program events.

KPIs (Key Performance Indicators)

• Business processes implementation, and management (30%)
• Manage operating procedures library (20%)
• Accounting and financial compliance (20%)
• Timeliness and attention to detail (15%)
• Management and Supervision (15%)