Deputy Finance Coordinator

Job Description

MISSIONGoal/Purpose:The Deputy Finance Coordinator NW supports the Finance Coordinator in processing accounting transactions, financial management, development of budget and financial reporting for NWS grants. The Deputy Finance Coordinator NW is responsible for accountancy for the full mission (all Syria) and financial and budgetary management in NW Syria. He/she monitors and overviews the implementation of the financial process, assists the finance coordinator to define and implement financial policies at mission level and supports the base in the implementation of the process.JOBList of main activities:Management of the mission?s accounting

• Oversee the accountancy management at mission level:
• Supervise mission accountancy closure on monthly basis
• Perform a spot check on accountancy before it is being sent to HQ by Sr. Accountant
• Ensure that finance department calendar is respected
• Ensure that accountancy is done as per SI procedures and guidelines.
• Prepare monthly KPI report for Finance coordinator review
• Oversee the accountancy archiving at mission level:
• Ensure that all vouchers are cross checked and in line with Solidarites International standards
• Supervise the sending of archive on due time from base to coordination and from coordination to HQ
• Manage some internal audit control visits at base level to make sure all procedures and standards are followed and applied
• Review & verify Budget parameters in SAGA prepared by Senior accountant
• Responsible to train all mission finance team on SAGA accounting soft ware

Administrative HR managementSupervise that declarations and payment of taxes and charges are made to relevant organizations

• Verify and validate monthly the cross check of operations between Balzac VX and Homere

Monitoring of mission?s accounting archives (Hard Copies/Originals and Digitalization) and Administrative management (All Syria)

• Supervise filing of supporting documents of each donor for preparation of audit.
• supervise the transfer of original accountancy documents to HQ on regular basis
• Supervise digitalization of all financial archives on monthly bases as per the timelines shared by SI HQ
• Supervise the back up of all files at coordination level on a regular basis and ensure the filling of these documents

Financial and budgetary management (NWS):

• Prepare the monthly budget follow up documents and prepare financial formats of the NWS Base:
• Update the monthly format with updated SAGA extraction and exchange rate and send it for base update
• In line with new projects approval, prepare formats of financial follow up (OFU, LFU, BFU) for Finance Coordinator validation
• Prepare monthly projects budget follow ups and analysis for validation of the Finance Coordinator:
• Consolidate the monthly budget follow up for NWS Base
• Consolidate Mission allocation board for all Syria
• Ensure that global/master allocation board is updated after closure of monthly accountancy
• Ensure that global/master allocation board is updated after finalizing each final financial report for grants.
• Ensure that all new grants are updated in allocation board as soon as grant is submitted to donor.
• Frequent update of RECAP tool with actuals & new proposals
• Cross check information recorded by the NWS base and request information to justify any variation month to month
• Prepare the financial reporting for NWS requested by the donor and compile budget proposals to donors to be validated by the Finance Coordinator
• Upon request, prepare the financial reporting requested by authorities (government, ministries) to be validated by the Finance Coordinator for NWS
• Prepare documents and lead audits from authorities and donors in coordination with Compliance for all on-going and closed grants for NWS
• Contribute to Internal audit managed by Compliance for all on-going and closed grants for NWS
• Prepare budget proposals & budget modifications for NWS when requested, to be validated by the Finance coordinator
• Prepare / review financial risk (NWS) for the validation of Finance coordinator

Reporting/Communication (NWS)

• Report on a weekly basis to the Finance coordinator, compile internal reporting at mission level for the administrative department and participate in the monthly reporting of NWS
• Ensure that the supporting documents are consistent with the financial reports

Team and management

• Upon request, define the needs of the his/her team at coordination level and lead the recruitment if needed
• Provide technical support to the finance teams (NWS) and conduct regular field visits
• When requested, lead the finance meetings at Amman level (Team meeting, BFU meeting, Bi-monthly meeting with NWS field Admin managers)
• On request, Establish and maintain relationships with the finance stakeholders at national level (NGO & INGO, administrative local authorities?)
• On request, participate in meetings (donor, authorities, NGO forum?) and workshops relating to his/her field of activity and write up minutes to the administrative coordinator
• Upon request, represent the Finance department in the Coordination meetings
• Participate to mission financial trainings & workshops
• Train & supervise the Senior finance officer of the coordination team

Annual Closure of accounts:

• Supervise the and the annual accounting closure with the administrative team, under the supervision of the finance coordinator (expenditure incurred, analytical and budgetary allocation, leave balances, donations in kind, equipment assets etc.)

Strengthen the accounting guidelines of the mission:

• Participate to the training of new accounting staff both at Coordination and base level
• Ensure a monthly collective feedback on base accounting pack to support harmonization of accounting management at mission level
• Prepare and animate bi-annual workshop for accounting staff of the mission
• Develop new accounting policies and make sure the policies are harmonized at mission level

Education:

• Masters Degree in Accounting and Finance

Experience:

• Three years of experience in management or senior level.
• Minimum 5 years of experience in the humanitarian sector.
• Experience in overseeing large country program budgets.

ORG CHART POSITION (reporting and functional relationships)Line manager: Finance CoordinatorLine report(s): Senior Accountant

Keyskills :