Finance Manager

Description

• Johanniter-Unfall-Hilfe e.V. is a German non-governmental organization, dedicated to excellence in the field of first aid, ambulance service, social service programs and other projects in the medical and social field. The Federal Headquarters (HQ) are based in Berlin, Germany. Johanniter International Assistance is the operational unit for humanitarian aid, development co-operation and emergency relief, implementing and supporting projects in Health, Nutrition, WASH as well as Food Security & Income Generation world-wide. (www.thejohanniter.org)
• The Finance Manager is a National staff position and will be responsible for the Treasury Management of the Organization and be the focal point person for issues of compliance with the donor requirements, organization policies and procedures and ensure the finance department's smooth running through staff supervision

Duties

Strategy and vision

• Actively supports the values of Johanniter and shapes programme work according to these values
• Together with the Head of Mission and Finance Coordinator, ensures the development and implementation of the Johanniter International Assistance strategy in their area of responsibility
• Contributes to the development and implementation of the global strategy of Johanniter International Assistance

Accounting

• Manages the preparation and maintenance of a variety of financial records and reports, including those related to the general ledger, accounts payable, accounts receivable and advances, Payroll, inventories, budgets and fixed assets, and supervises data gathering and data entry and financial planning work associated with rate setting and analyses
• Oversee monthly, quarterly, bi-annual and annual analysis and Reconciliation of the project's trial balance and financial reports
• Oversee the execution and timely posting and uploads of all financial transactions

Budgeting

• Oversees and proactively participates in preparing and presenting the project budgets and the organizational annual budget
• Preparation and regular updates of the Country Office Donor budgets
• Ensure that project staff receive accurate, up-to-date Budget Variance Reports for each project on a timely basis
• Review all proposed project budgets to ensure that they fit within the guidelines and priorities of the country office's financial strategy
• Review donor-approved grant budgets in the SUN software system
• Ensure budgets are set up, managed and updated in the SUN System for all grants and projects

Financial planning

• Develops plans and implements goals and objectives for the finance department; prepares and ad-ministers internal policies and procedures relating to departmental program activities; interprets and explains applicable rules, laws and regulations to supervisors and others
• Prepare cash forecasts for the country program

Training and Capacity Building

• Periodically conducts financial capacity building needs assessment in collaboration with management and the stakeholders/partners, develops concepts and proposals for financial capacity building activities of the organization and carries out such capacity building for Finance team, partners, program team and partners

Supervision of Finance Department Team

• Participates in Interviews and hires new finance department staff; prioritizes, assigns and reviews work plans for the Finance team; prepares and performs employee performance evaluations for the Finance team
• Ensure regular monitoring of finance staff to assist them in day-to-day financial matters

Compliance Requirements and Enforcement

• Ensures donor compliance in all aspects of financial management, ensures proper allocation of costs to various cost centres, correct budget lines and that all procurement documents for purchased materials, supplies and equipment are conducted following organization policies and procedures and in compliance with the donor requirements /regulations and that Johanniter Financial Guidelines are followed strictly and correctly
• Ensuring the implementation of recommendations raised through internal and external audits, compliance audits, GSU and financial strengthening initiatives, etc.
• Providing financial management support for the close-out process and external audit process
• Implementation of approved budgets and Monitoring compliance with Procurement Procedures
• Ensure that expenses are correctly allocated to the correct Cost Centres (project) and in the right budget line. He/she has to check all Coordination and Field Office vouchers to ensure completeness and correctness and have proper Booking Text Descriptions
• Support the Finance Coordinator in budget reviews, monthly forecasts, and fund transfers in line with the approved budgets of the projects
• Ensure compliance with donors' requirements Johanniter International Assistance purchase procedures and timely report any issue encountered for further action to the Finance Coordinator
• Support to ensure the mission accountancy in terms of quality, reliability and transparency

Ensure proper cash management in the mission

• Review the cashbooks, ensure all transactions are correctly recorded using SUN field Office Upload Template, check booking text descriptions, correct cost centres, and budget lines
• Ensuring the management of cash boxes (following up on advances and maintaining the advances register, physical inventories and bank account/ check, expenditure conciliations, etc.) and per-forming cash counts with the Finance Assistant every Friday
• Renew and Check all vouchers to ensure all purchase procedures are followed (RFPs, PA, and Payment Vouchers are complete and are systematically signed by authorized persons)
• Ensure the supervision of systems for paying suppliers (following up housing rents, etc.), do the payments by check, order bank transfers, and cash with the Finance Assistant (where necessary)
• Ensure that salaries, per diem, advances and suppliers' payments are done promptly
• Review and Check that expenditures are validated by the management, considering all the validation Thresholds of Johanniter for Project Coordinators, Senior Program managers, the Country Director and the Programme Coordinator at the HQ
• Giving a specific briefing on cash management to Field Finance/HR/PMEAL/Programs, Admin and Logistics to ensure compliance with Johanniter standards
• Identify and report any improvement opportunity and propose an implementation plan
• Ensuring monthly and weekly cash forecast of the Projects in coordination with Project Managers
• Update, control and review monthly accountancy
• Review field accountancy by checking the weekly Cashbook entries sent from the Field Offices and working with the Field finance team to ensure the cashbooks' accuracy, consistency and completeness. Rotation
• Ensure booking text descriptions L-codes (project code L1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated
• Upload cash/bank expenses using the specified upload template on SUN System for review and posting of Finance Coordinator
• At the end of each month, prepare the monthly cash counts and bank reconciliations with the Finance Coordinator and in the presence of the Head of Mission
• Support Finance Coordinator in preparation of monthly closing documents, scanning and uploading on 4JUH platform
• Analyzing cash box disparities and providing technical assistance for their resolution (propositions on reorganization)
• Ensure the correct finance implementation of HR procedures
• Ensure the timely payment of statutory deductions (Withholding Taxes and Personal Income Tax to various Government departments within the months of deductions and ensure these are booked accordingly in the Accounting System
• Review the Reconciliation of the Staff salary bookings in the Database every month to ensure the accuracy of the Database
• Capacity Building & Performance Evaluation for the Finance department team
• Work with the Finance team in planning the work plans (Quarterly, Monthly and weekly) to ensure that all essential tasks required for the proper financial management procedures are followed
• Set out performance evaluation process with the team, ensuring that objectives are set for each staff (Senior Finance Officer, Finance Officer and Finance Assistant) and constantly work with the team to ensure the objectives are managed effectively and efficiently
• Periodically (at least twice a year) provide appropriate support (I.e. organize workshops & training) to the bases in regards to accountancy & cash management and review with the Finance team all necessary functions that are not carried out as required and put in place mechanisms to ensure the smooth running of the Finance Department
• Carry our performance evaluation (once a year) for all subordinate staff objectively and transparently and support the subordinates through coaching and training as necessary

Partner Support and Reporting

• Revision of Partner financial reports and vouchers for compliance and eligibility before forwarding them to the Finance Coordinator for final checks
• Supports partners in the preparation of budgets and verifies partner project budgets, including any budget revisions and extensions in compliance with financial guidelines or donors and Johanniter
• Trains partners on Johanniter guidelines and good practices
• Monitors partner expenses against budget, recommend changes where necessary (including revised budgets), and ensures funds are spent within the agreed timeframes
• Ensure partner submits financial reports and funds requests on agreed timeframes
• Working with the Finance Coordinator and other program team, lead on assessing partner finance capacity and developing and delivering finance capacity strengthening initiatives
• Along with financial capacity strengthening initiatives, provide technical assistance to the Implementing Partners as necessary to achieve and maintain high compliance standards
• Ensure the proper systems (process and tools) for monitoring compliance for Implementing Partners are set up during the project's planning, implementation and close-out stage
• Ensure that financial, logistics and HR management systems and records from all the Implementing Partners are adequate to identify and protect the assets and interests of the partnerships
• Minimizing financial risks by ensuring that partner's financial policies and procedures are strictly adhered to through predefined effective internal control systems
• Others:
• Assist the Finance Coordinator in preparing project financial reports (monthly and annual final)
• Assist the Finance Coordinator in preparing donor financial reports (quarterly, Interim and final)
• Without the Finance Coordinator, the Finance Manager will be the focal point for all Finance-related issues
• Support Finance Coordinator during the Audit process (GSU Review), ensuring that all Documentation needed is made available to the Auditors, answering some queries and coordinating with other finance teams to ensure a smooth Audit process
• Review all Documentation from the Partners to ensure completeness, accuracy and compliance with Johanniter Finance Guidelines and Donor Requirements

Requisites

• Professional Qualification and Experience:
• Bachelor's Degree in Business Administration, Accounting, or Management
• Qualification in accounting (at least CPA / ACCA /OCAM or +5 years' equivalent experience)
• At least three (3) years’ experience in a similar position
• Professional in Excel, Word and computerized accounting. Knowledge of the SUN System or any accounting software is essential
• Previous working experience in humanitarian aid/development cooperation is a vital asset
• Experience and knowledge of compliance requirements working with institutional donors
• National Staff
• Skills and competencies:
• Ability to organize, plan and prioritize multiple tasks and meet deadlines
• Flexibility, ability to adapt
• Good team player
• Discretion
• Responsible and innovative
• Capacity Building and Training skills required
• Excellent communication skills, including drafting documents
• Problem-solving skills in day-to-day crises
• Ability to travel throughout the Country and live in primary conditions
• Fluency in English and Portuguese. Advanced level will be an added advantage

Notes

• Only shortlisted applicants will be contacted
• Johanniter is an equal opportunity employer. We encourage applications from women and people with disabilities
• Please note: This Job Description is dynamic and can be adjusted. The employee is obliged, apart from the above-cited tasks, to fulfil on demand by his/her supervisor other tasks that belong by its character to his/her post or are necessary due to operational needs
• It is Johanniter’s responsibility to create an environment built on integrity, respect and accountability, in which all staff and volunteers are comfortable to work and feel safe. We have a zero tolerance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behaviour and to report infringements that could potentially harm those in our organisation’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected