Finance & Administration Manager

Description

• Mission of the Department: To ensure a high performing WWF Mozambique Office with efficient operating systems, professional and skilled staff, and strong financial resources, delivering conservation impact on issues and in places that are key for WWF’s Network Initiatives and other global conservation priorities

Duties

Major Functions

• Supervises and coordinates the development and implementation of policies, procedures, and systems for all financial and operational support services in WWF Mozambique, including accounting, financial reporting, auditing, IT systems, budgeting, internal controls, and adherence to guidelines developed by WWF International
• Provides support to the Country Director to develop and implement WWF Mozambique Operational Plan, and to raise funds for WWF Mozambique to ensure that an appropriate financial sustainability strategy is implemented to support MCO’s development as a strong Country Office
• Ensures high quality financial management and accountability consistent with WWF Policies, local regulations and donor requirements
• Streamline financial processes and procedures, and timely implement new financial initiatives, requirements to support smooth conservation delivery

Planning, Budgeting and Forecasting

• Define the financial strategy for the Office and contribute to strategic planning process in developing and implementing financial strategies to align with organization objectives
• Lead the costing of the country strategic plan and the establishment of a financial sustainability plan highlighting key funding needs and gaps
• Coordinate and consolidate annual, short and long-term financial plans, budgets, forecasts, and prepare analyses as appropriate
• Assist in the preparation and review of all WWF Mozambique project proposals and ensure that programme and project budgets are prepared in accordance with WWF budgeting standards and donor requirements

Financial Management, Reporting and Accounting

• Ensure that all WWF Mozambique offices have appropriate financial and administrative structures in place, with qualified staff
• Ensure that timely and appropriate financial information is provided to WWF Mozambique management, ROA, WWF International, and other WWF offices as required
• Develop and deliver on a timetable for data transfer from all WWF Mozambique offices, to ensure timely preparation of consolidated financial reports
• Lead Project Financial Analysts on the preparation and distribution of all project financial reports and liaises with the Project Financial Analysts on calls for funds for projects
• Ensure that all WWF Mozambique projects properly monitor and fulfil contractual obligations
• Carry out periodic evaluations of financial reports, systems, procedures, and internal controls
• Ensure timely and accurate posting of transactions in the system with corrects awards, projects and task numbers in co-ordination with the Project Financial Analyst/ Chief Accountant
• Coordinate and supervise month/quarter end close and year-end close in line with WWF procedure, approve accruals and ensure compliance to policy prior to closings, verify trial balances, ensure any correction from TB review is booked within the following month
• Review quarterly consolidation packs, bi and annual consolidation reporting package
• Maintain appropriate liquidity levels for the country office and manage the cash and bank accounts in an effective manner
• Ensure that cash receipts and disbursement are properly supported with relevant documentation, and ensure all cash and bank accounts are correctly and timely reconciled
• Ensure availability of funds at the field level for a smooth implementation of project activities

Staff supervision, capacity building

• Supervise all Finance and Administration staff and ensure that they have clearly defined objectives, indicators of achievement, and quarterly/annual work plans
• Build finance capability to fulfil purpose of roles including team structure design and recruitment in tandem with future growth and challenges
• Coordinate the training of non-finance staff to ensure sound financial management of projects and compliance with WWF and donor procedures

Audits, Compliance and Controls

• Maintain an adequate internal control system by reviewing and improving existing financial structure and processes
• Ensure that all WWF Mozambique offices apply the WWF International Field Office Procedures as set out in the appropriate manuals, and, where appropriate, coordinate the preparation of local versions of these procedures
• Ensure that all WWF Mozambique offices operate in strict application of laws and regulations in force, and that policies and procedures are adapted, where necessary, to reflect these laws and regulations, including tax calculations and payments, registration, MOU processes and liaison are complied with
• Attend to internal and external audit matters, working closely with Project Financial Analysts to plan and coordinate project specific audits
• Ensure that external and internal audits are properly organised, and that there is proper and timely follow-up of audit recommendations. Implement Finance related recommendations
• Participate in field visits to review financial management of projects, train field staff as required, follow up on implementation of recommendations by the field offices

Procurement, Logistics and IT

• Review, endorse and/or approve all procurements within delegated authority
• Ensure efficient support of procurement function regarding procurement of goods, works and services while ensuring compliance with WWF and Donor rules and regulations
• Keep WWF Mozambique procurement regulations up to date and encourage wide and open competition and provide equal opportunity to all suppliers while ensuring the principles of integrity, accountability and transparency
• Prepare, administer, and control approved consultancy contracts/agreements and sub-grants. Supervise the negotiation of contracts for grant / purchases and management, renewal, review of contracts as required to enable effective projects and partners/supplier relations
• Ensure the management, upkeep and condition of all equipment, fixtures, and premises, ensuring adequate strategies are in place to maintain highest standards, continuous efforts to reduce our carbon emissions and ensure cost efficiency in procurement
• Ensure that assets are properly accounted according to WWF and donor procedures, and co- ordinate and monitor the maintenance and keep an up-to-date record of all WWF assets database
• Ensure that acquisitions and disposals of assets are properly approved and recorded
• Performs other appropriate duties upon request of the Country Director

Requisites

• Minimum of Master’s degree in accounting, finance management or equivalent
• Minimum of 7 years of relevant professional experience, 3 of which are at managerial level
• Demonstrable experience in developing, managing, and evaluating financial and administrative plans and policies
• Demonstrable experience managing compliance government and international donors’ rules and regulations
• Thorough knowledge of and experience with accounting software (ORACLE)
• Experience working with international organizations
• Excellent oral and written communication skills, and proficiency in English and Portuguese
• Strong leadership and management skills
• Excellent planning and organizational skills
• Excellent interpersonal skills, including the ability to develop and maintain strong relationships at all levels, within WWF and, as required, with external stakeholders
• Ability to work under pressure
• Ability to manage a multidisciplinary team and to work within a multicultural environment
• Dynamic, integrity, responsive disposition
• Open, adaptable, team spirit
• Ability to undertake frequent field trips
• Adherence to WWF’s values: Courage, Respect, Integrity, Collaboration.

Notes

• Only shortlisted applicants will be contacted
• Working Relationships:
• Internal: Interacts and works closely and on a regular basis with finance and administrative staff in all WWF Mozambique offices, as well as with other WWF Mozambique senior managers and project staff. Coordinates and interacts as appropriate with members of ecoregion teams, WWF Eastern and Southern Africa, WWF International, and other WWF offices
• External: Interacts as required with governmental institutions, donors, and other stakeholders, in collaboration with the Country Director as appropriate
• This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated. Other tasks may be assigned as necessary according to organizational needs
• We encourage women to apply