Finance and Administration Manager. Project Director, Colombia

Transcription

1 Finance and Administration Manager Location: Bogotá, Colombia Reports to: Project Director, Colombia Status: Indeterminate Languagee requirements: Spanish, fluent English, medium/advanced proficiency Band: 4 Salary range: COP 68,634,229 to 83,425,458 Eligibility: Must be eligible to work in Colombia PLEASE NOTE THAT THIS IS A LOCAL POSITION FOR WHICH THERE IS NO RELOCATION FEES NOR HELP FOR TRANSPORTATION SUMMARY Reporting to the Project Director, the Finance and Administration Manager (FAM) will lead all financial and administrative functions to enable the effective and efficient delivery of Cuso International s projects in Colombia. The FAM will be the primary liaison between the Colombia Project Office (CPO) and Cuso International headquarters finance and administration staff. The Finance and Administration Manager: Coordinates all aspects of project accounting such as activity cost to organize the WBS, monitoring progress against budget; budgetary forecast and cost analysis. Ensures that all funding received is fully and appropriately spent and controlled. Guarantees full compliance with all relevant local legislation (e.g.: statutory accounting standards, tax law, civil law, etc.) and Cuso International s internal guidelines. Supervises the accuracy and maintenance of financial accounting records and reporting for the projects managed by the Colombian Country Program Office, according to Cuso International and the donor(s) policies and procedures. Ensures a sound administration of the projects under his/her management, including overseeing all administrative matters of the Colombian CPO and project logistics. Constantly develops and improves the capability of the local staff in financial and administration management, as required. Contributes to the strategic development of the finance and administrative functions for the project, leading the implementation and maintenance of standards, policies, procedures and best practices in compliance with Cuso International and GAC s standards. Provides advice for decision-making at all levels, and analysis and quality information to support the objectives of internal clients. KEY RESPONSIBILITIES AND DELIVERABLES: Financial Management Main deliverables: 1

2 Funds granted to the CPO are spent in an appropriate and responsible manner, allowing a timely implementation of the program. Reporting requirements established by the different agreements are fully and timely satisfied. Project Managers, Program Managers and Finance staff members receive the support required to properly create, monitor and adjust budgets. Ensures that all financial transactions are registered in accordance with generally accepted accounting principles, and with both Cuso International and the donor s policies. Supervises that Cuso International s general ledger is maintained, and that monthly, quarterly and annual period-end cut-off procedures are being completed. Reviews material project disbursement requests to ensure compliance with donor s contracts regulations and requirements as well as with Cuso international policies and procedures. Ensures monthly financial project office data is sent as per set deadlines to Cuso International s HQ Finance team, followed by periodic quality reviews. Timely preparation and submission of all required reports to Cuso International s HQ. Maintains grant compliance in line with donor contractual obligations and requirements, and leads on preparation of donor financial reports to ensure full compliance with donor requirements. Implements, reviews and improves financial control systems and procedures, ensuring that they are in line with Cuso International s policies and standards. Provides training and coaching to Project Managers on financial matters, with emphasis on budgeting, providing finance-related workshops to all staff members when necessary. Oversees that all financial obligations of the project, including administrative and volunteerrelated, are met in a time-bound, efficient delivery. Maintains and improve procedures for the effective and timely processing of payments, monthly and year end accounting, and bank and cash management, ensuring that everything is in line with Cuso International and the donor s policies and local laws. Facilitates and collaborate with all audits: internal, external and from the donors. Ensures that all administrative, logistical and information management systems work in an integrated, efficient and complementary manner. Conducts audits and finance analysis to future subcontractors or partners to determine their ability to manage project s funds to implement activities. Project Accounting Main deliverables: Lead and participate in the development and maintenance of financial budgets and projections; the budgetary activity cost to carry out the WBS, prepare and monitor monthly project progress making cost analysis and supporting Project Management. Coordinates the projects Annual Work Plan budgeting processes, providing advice to managers concerning budgeting tools and staffing scenarios to be used in their budgets. 2

3 Coordinates all aspects of project accounting, such as activity costs to organize the WBS with the project managers. Prepares monitoring progress-against-budget cost analysis, and works with the project team on mid-term revisions and budgetary forecast collectively with the HQ Project Finance Officer. Provides strategic advice to the Program Director and Program/Project Managers on the financial management of the project, and the impact that any decision made will have on project. Works with the project team on mid-term revisions/realignments of project implementation plan budget for the donors, requesting amendments as necessary. Provides support to the Project Director and Project/Program Managers on all necessary budgeting processes, including but not limited to cost-accounting, preparation, approval followup, execution and monitoring, providing timely BvA analysis. Permanently provides Project Director, Head of Programs LAC and Cuso International Finance staff with advise on ways to improve the project s performance and impact when pertinent. Participates with Project/Program Managers and Project Director, as required, in the Program Steering Committee (PSC) meetings. Supports Cuso International s HQ Finance team on ad-hoc projects. Administration Main deliverable: All policies and procedures in the Colombian CPO comply with Cuso International s administrative policies. Ensures that all policies and procedures in the Colombian CPO complies with Cuso International s administrative policies and procedures. Oversees day-to-day management of the CPO, ensuring that all administrative activities are being implemented, guaranteeing a successful operation of the project s office. Oversees the delivery of high-quality administrative support to volunteers and the project s team, ensuring that established systems and procedures are being followed and maintained by the support staff. Supervises, trains and supports Finance staff through the development and delivery of finance and administration training sessions and workshops. POSITION QUALIFICATIONS: Essential A recognized accounting qualification such as a Master s in Business Accounting, Project Accounting, Management or Finance, or a Bachelor degree with relevant work experience and ability. Fluent in Spanish, and Medium/advanced proficiency in English, written and spoken. At least three (3) years of proven experience in Project Accounting estimating cost activities and budgetary forecast 3

4 At least five (5) years of relevant and demonstrable work experience in the area of financial management and administration; At least three (3) years of demonstrable experience in grant management compliance of major donor funded programs and projects. At least three (3) years of demonstrable experience in staff management. Excellent financial management skills, including the ability to understand and work with restricted and unrestricted funds concepts and project funding issues. Good understanding of administration and financial management policy frameworks and the ability to achieve compliance and/or lead new processes and procedures in this area. Excellent financial planning, budgeting and report-writing skills. Ability to convey knowledge. Ability to effectively communicate complex financial issues, both orally and in writing, to a variety of recipients, including external donors and internal staff. Good negotiation skills, and strong problem solving abilities. Ability to analyze staff development needs (finance-and administration related) and to contribute to the delivery of training and coaching at an individual and group level. Practical commitment to a workplace culture of respect, inclusion and high performance. Ability to work efficiently under pressure with a heavy workload. Excellent time management and priority-setting skills, including the ability to meet deadlines. Advanced Excel skills and familiarity working with computer-based financial systems. Ability to work effectively with others, including in geographically-dispersed teams located in the region and at headquarters. Strong motivation and commitment to learning and improving work place systems and practices. Willingness to travel internationally as needed. Desirable Work experience in Colombia. Formal training in Financial Management for the not-for-profit sector. Experience working with accounting software such as Accpac. Experience working with major donors such as Global Affairs Canada, USAID, World Bank, etc. Knowledge of the development and socio-political context of Colombia. HOW TO APPLY Your application must be forwarded to hr.lac@cusointernational.org, with the competition number: Finance and Administrative Manager, clearly marked as the subject number. Applications must be received by Thursday, October 6 th, :59 pm Eastern Time. No late applications will be considered. CV must be 3 pages in length maximum and covering letter must be 1-page long maximum. To be considered, your résumé and cover letter should demonstrate that all of the essential qualifications are met. Applications that do not meet the above requirements will not be considered. 4

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