Finance & Support Services Manager Location: [Africa] [Swaziland] [Hhohho] Category: Marketing and Resource Development Job Type: Fixed term, Full-time Finance & Support Services Manager Group: Finance & Support Services Location: National Office Reports to: Country Program Director & SWALES Finance and Support Services Lead Provides supervision to: Program Accountant, Senior Accountants (), IT Manager, Supply Chain Coordinator, Finance, Risk and Compliance Analyst Effective Date: April 016
Grade Level: Financial Authority/budget: (amount controlled/impacted by the position) USD5, 000,000 per annum Purpose of the position: To manage national office and programs/projects finance, Supply Chain and ICT activities of World Vision Swaziland under the delegated authority of the Country Program Director and the SWALES Finance and Support Services Lead under matrix management in accordance with the WVI Field Finance Manual, other accounting administration standards to enhance stewardship of resources in achieving child well being outcomes. Communicate World Vision's Christian ethos and demonstrate a quality of spiritual life that is an example to others. Major Responsibilities:(please define in output format 1-10 things of what you expect to see as a resultof this position) Key Outputs/Responsibilities (Accountabilities and results) Weight (%) Manage/Lead the Finance, Supply Chain and ICT teams at Country and Program
level To manage Finance, Supply Chain and ICT units ensuring competent and motivated staff are hired and retained for efficient service delivery. Coordinate professional and personal development of Finance, Supply Chain and ICT staff through adequate orientation, coaching, training, and succession planning. Actively participate in Country Program Office level Senior Management team meetings Prepare and present board papers, facilitate orientation of staff, local partners and communities on partnership finance, supply chain and ICT policies and procedures Develop strong networks internally with different functions within the organization and externally with other NGOs, banking entities, communities, through effective communication and relationships. Provide technical support and training to national office and programs finance personnel in the area of financial management, Sun Systems, Vision Executive and Vision XL, LEAP Finance and Voucher Interface and participate in nonfinancial managers capacity building training and orientation. Contribute to the development of appropriate policies and procedures Roll out any new Global Centre Initiatives to the national office and coordinate finance related trainings in collaboration with SWALES Finance Lead.
Conduct regular review visits to the programs and provide coaching to finance, supply chain and ICT teams when required. Model Christ like servant leadership and support spiritual development of the team Financial Planning and budget In collaboration with the Country Program Director and SWALES Finance Lead consolidate Country Program Office annual budgets and ensure alignment between country program office projects, grants and mypbas to ensure spending is based on committed funds Monitor expenditure against budgets and develop management reports to communicate the same to key stake orders. Manage program office budget, cash flow project funding by providing timely and relevant information to budget managers. Fiscal Accounting, compliance, monitoring and reporting Ensure sound financial systems are established and maintained in order to provide appropriate levels of security and controls over the organization's resources in the country program office and area programs as per World Vision
Field Finance Manual and Generally Accepted Accounting Principles in collaboration with SWALES Finance Lead. Establish and supervise finance, supply chain and ICT activities of country program office and programs to ensure the smooth running of the office. Prepare and send accurate monthly, quarterly & year end Field Financial Reports and supplementary reports as required in accordance with World Vision Field Finance Manual and Generally Accepted Accounting Principles to facilitate an adequate flow of information to stakeholders & decision makers. Facilitate Field Financial Report monthly review meetings and ensure implementation of arising review issues. Perform & Liaise with the Partnership Office and Support offices with regard to monthly general ledger reconciliations to ensure high level of stewardship. Manage Sunsystems Accounting Information to ensure integrity of financial data in the country program office. Facilitate efficient and effective treasury and banking activities in line with GC guidelines and statutory requirements. Review Country Program payroll Overall management of cash and treasury to ensure availability cash for the smooth running of the Country Program Office and that target low is met Consolidate and present monthly financial statements for the National Office
financial performance to enhance decision making. Keep track of the year end process information to ensure that all schedules and appendices have been prepared and submitted on time. 4. Performance and People Management Hiring, motivating, orienting and training of finance, supply chain, and ICT staff Ensure that Performance Agreement are in place for all finance, supply chain and ICT staff Coordinate and engage in talent development and succession plans for finance, supply chain and ICT staff Lead the Performance Management processes to ensure staff performance appraisals are carried out in a timely and appropriate manner Provide appropriate support to employees and managers in addressing unsatisfactory performance. Ensure that underperforming employees are identified and specific plans created with the full intention of returning them to acceptable performance. Apply knowledge of all disciplinary and grievance procedures Ensure all staff are aware of relevant policies and procedures and implications of
not adhering to them Promote a work environment that demonstrates fairness, openness and equity Ensure annual leave plans are in place for your team and manage this accordingly and in line with policies and procedures. 5. Grants Management Maintain an up to date funding matrix and financial expenditures showing all funding received and expenditure incurred to date for grants operations and keep a monthly update of the matrix to ensure timely reconciliation of MyPBAS and ensuring Support Offices make commitment on MyPBAS on a timely basis and alerting Project Managers on potential financial deficits in good time. Ensure timely and accurate production of grant financial reports as per donor regulations to assist Project Managers in evaluating projects financial performance. Ensure all audit recommendations pertaining to grants are followed up and implemented. Support Grant Accountants in working with Program Officers and Project Managers in the preparation of proposal budgets by reviewing all budgets for accuracy and completeness and ensure that each donor covers their fair share of admin costs before they are submitted to donors.
Ensure proper and up to date filing system is in place for all grant related information and documentation in particular signed copies of grant agreements, extensions/amendments, Memorandum Of Understanding, approved budgets, financial reports submitted to donors and key correspondences with Support Offices on all funding received for the grants. Ensure that Grant Accountants meet Project Managers to review financial grants reports in order to provide financial and budget advice to Finance and Support Services Director and Project Managers, and other relevant program management staff on all matters pertaining to grant funding, donor financial reporting and grant budgetary controls and ascertain grant financial performance in due time. Liaise with appropriate World Vision Support Offices and other donors regarding financial and accounting issues in order to keep an up-to-date relationship with relevant stakeholders. Monitor budget utilization and ensure timely funding of grant projects and provide technical support to concerned stakeholders accordingly Facilitate grant finance audit preparation, review management response and monitor implementation of audit recommendations. 6. Financial Risk Management
Establish sound filing system, movement of documents to ensure documents are retained for a minimum of four years or as required by local laws. Minimize country program risk exposure by approving all journals before recorded in sunsystems Facilitate/ Lead implementation of internal, statutory and global centre audit recommendations for finance in the country program office and area programs/projects within 180 days. Ensure monthly surprise petty cash counts are done 7. Supply Chain, Administration and facilities Ensure efficient and effective handle receipting, dispatching, accounting and reporting and tracking for all ordered goods, conforming to laid down logistics procedures, while upholding World Visions procedures and maintaining high level of accountability and integrity Coordinate optimal interface between SCM and business units-development of procurement plans, adequate communication, understanding of procurement policies and procedures, right products, right quality at right time Maintain proper logistics. Vehicles are properly maintained and managed and
vehicle utilization reports are produced and used monthly Ensure organizational assets are properly recorded, maintained, properly safeguarded and utilized for organization business purposes Ensure that facilitates are properly maintained, utilized, functioning and insured. Ensure that office bills are promptly settled and cultivate good relationship with service providers Ensure that WV provides quality hospitality services to staff and visitors Ensure that WV staff and assets are secured, safe and well maintained. 8 Information Technology Provide management in exploiting the potential of evolving Information and Communication Technologies that supports World Visions vision and mission in country and in collaboration with SWALES Finance Lead. Improve infrastructure-vsat, ADSL, Gs, fibre and other facilities Improved support in use of computer, copiers, through user training Effective support of customer, management of help desk, supporting GC initiatives, Facilitate ICT involvement in implementation of ICT based programs in collaboration with SWALES Finance Lead
Improve office & program connectivity in collaboration with SWALES Finance Lead. 9. Other roles Attend and participate in daily devotions, retreats and weekly Chapel services. Perform other related duties assigned to enhance World Vision Swaziland Ministry PROFILE: Core Capabilities:(proficiency levels; 1=developing =proficient =advanced) Core Capability Proficiency level (1,, ) Examples of advanced proficiencies (A full list of indicators available in Core Capabilities into Job Descriptions A Managers Guide) Indv Ldr
AchievingCapabilities Achieving qualityresults and service Example: Practicing accountabilityand integrity Communicatinginformation effectively ThinkingCapabilities Thinkingclearly, deeply and broadly Example: Understanding the Humanitarian industry
Understanding WVs mission& operations Practicing innovation & change Self-managingCapabilities Demonstrating Christ-centredlife and work Example: Learningfor growth and development Maintaining work/life balance
RelationalCapabilities Building collaborative relationships Example: Practicing gender & cultural diversity Influencingindividuals & groups Other Competencies/Attributes: Must be a committed Christian, able to stand above denominational diversities. Attend and participate in daily devotions and weekly Chapel services. Perform other duties as required. Qualifications: Education/Knowledge/Technical Skills and Experience The following may be acquired through a combination of formal or self-education, prior
experience or on-the-job training: Minimum Educational level required: Bachelor of Commerce Degree in Accounting Preferred Educational Requirement: MBA, Msc Finance. Technical Training qualifications required: Professional technical skill desired (certification?) Preferred working knowledge of Sunsystems, lotus notes and Microsoft Office products i.e. Excel, Word & Powerpoint. Experience:5 years of experience in an accounting field. years of the 5 years should be at managerial level. Other:Experiencein managing donor funding preferred. Working Environment / Conditions: Work environment: Office-based with frequent travel to the field. Ability to work under pressure and with minimum supervision, be a team player, innovative and demonstrate the capacity for maintaining high professional standards. Travel: 0% Domestic/international travel is required.
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