Finance Manager

Job Description

1.Financial and Management Accounting:oManage daily operations especially bookkeeping functions to ensure the organization?s financial transactions of all bank and Petty Cash accounts are recorded in line with fund accounting policies, on an accurate and timely basis.oPosting all journals into the Financial Management ERP System.oMaintain the accounting system to ensure accurate revaluation, reporting and compliance.oConduct the month-end, quarterly-end, and year-end closure processes ensuring that all financial operations are carried out in accordance with HFHI Financial policies and required local standards.oEnsure statement of best practices in accounting systems and processes.oPrepare the quarterly financial reports in line with HFHI Financial Indicators policy and submit to the area office in line with the submission deadlines.oEnsure that the organization is well resourced by monitoring cash flow forecast and submitting timely International Transfer requests to the area office as needed and appropriate.oMonitor on a periodic basis the Fund Balance movement and different sources of funding. Reconciling local and international funds? transfers.2.Loan Tracking System: oMonitor the loan tracking system ensuring accuracy of aging of the outstanding portfolio.oEnsure accurate tracking of loans? receivables; booking properly the Allowance of doubtful Accounts of loans that will likely not be collected in the future.oSupervise and ensure the integrity of the data entered in the Loan Tracking System and reported in the financial ledger confirming all data with Program Staff.3.Financial planning, reporting and analysis:oCoordinate and work with the management team to develop and finalize the annual plan and budget as per Area Office budgeting rules.oEnsure that all required information is submitted to the area office within deadlines and that questions, feedback, etc. are responded to in a timely manneroEnsure that the Annual Budget is posted into the Accounting SystemoOn monthly basis, produce relevant, accurate and timely reports for budget holders, department heads and project owners.oAnalyze financial data monthly, track key indicators and timelines.Provide written or verbal analysis to stakeholders such as management staff, the area office and HFHI, as required.oEnsure all required statutory reports are filed with respective authorities (corporate income tax, charity commission, annual report, etc.)4.Grants compliance and Donor ReportingoPrepare budgets for all concept papers and proposals in cooperation with the Resource Development (fundraising) and Program departments.oAnalyze, verify, and review proposal budgets to ensure donor compliance and reasonableness.oCoordinate proposal review process and ensure compliance with solicitations and donor regulations ensuring the process is monitored and approved by RFM and Grants and Compliance Department.oMaintain up-to-date knowledge of donor rules and regulations.oTrack expenditure of all grants and projects by producing periodic BVAs and prepare timely financial reports for internal and external stakeholders.oEnsure that all grant documentation is maintained according to donor standards and regulations.oReview all payment requests to ensure that they meet the standards of eligible, allocable, and reasonable expenses.oConduct Financial Due-Diligence for potential Sub-Grantees/ Partners.oManage and monitor grantee budgets so that they do not exceed allowable amounts.oReview sub-grantees timely reports and advise on the areas to be improved.oMonitor sub-grantee payment requests as per Cash flow needs and Payments Schedule in the sub-agreement.oEnsure proper capacity building to selected sub-grantees supporting them in creating and implementing proper financial management systems.5.Internal controls environment:oPromote a shared culture and ownership of maintaining strong internal controls throughout the Country Office.oDirectly manage the development, documentation, implementation, and monitoring of internal control processes that are in line with existing HFHI and organizational finance policies and minimize loss of organization?s assets.oImplement financial policies and systems to ensure organizational efficiency and effectiveness.oMaintain and regularly update the asset register. Ensure that the assets of the organization are maintained safely and securely.6.Organizational Risk and Governance:oManage the operating environment to minimize risk for the potential loss of organizational resources.oAdvise the management on corrective measures needed and success of previous actions taken.oSupport all internal and external audits in a professional manner ensuring the timely implementation of all audit recommendations, avoiding any possibility of getting qualified audit report.oEnsure that the organization always remains compliant to all relevant laws and regulations by constantly monitoring the legal and regulatory environment and ensuring adherence to the same, among them taxes and levies.7.Procurement:oOwn managerial oversight over the procurement process ensuring that all procurements for the organization meet the standards of prudence, cost, accountability, and fairness.oAdvise management on procurement processes of required assets through a transparent and accepted procurement system.oDraft and advise on contractual terms and conditions as appropriate, ensuring approval of such is obtained as per policy.oAdvise on the appraisal and evaluation of bids based on financial and non-financial criteria coordinating and documenting the process from Bidding Stage to Supplier Selection stage; to maintain robust and transparent records in accordance with the HFHI Procurement Procedure.oKeep an up-to-date knowledge of related procurement legislation and Local Market rates.oEnsure during the procurement process the commitment towards detecting violation of any procurement standards such as Conflict of Interest, etc.8.Organization-wide strategic leadership and insights:oManage finance staff and their performance with a high level of leadership skills maintaining a friendly, smooth environment within the department.oFacilitate and promote interdepartmental collaboration as it relates to finance matters.oAssist the National Director and management team on corporate governance, strategy, and regulatory compliance issues.

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