Finance and Support Services Manager (m/f)

Description

• WSUP is seeking a motivated self-starter to take a lead role in a fast-paced, dynamic organization. The Finance & Support Services Manager will support the Country Programmer Manager (CPM) to lead the WSUP Mozambique programme through providing up to date financial information and budget management, ensuring financial resources are utilized as efficiently as possible, while supporting activities related to the ongoing organizational change management programme to build WSUP’s capacity to deliver our ambitious 2020 – 2025 Business Plan goals. The role will be responsible for providing efficient back office functions, such as HR, IT and facilities management, reviewing and improving local processes to ensure these are consistent and in line with WSUP’s global standards, and compliant with Mozambique legal requirements The ideal candidate will have a passion for urban water and sanitation. They will be highly flexible, adaptable and will demonstrate passion and empathy with WSUP’s aims and values
• Overall purpose: The Finance and Support Services Manager will work with the CPM to ensure effective management and efficient delivery of the WSUP country programmer. The role provides leadership in a fast-paced, dynamic organization, and will build and strengthen the capacity of the Finance and Support Services team, facilitating the implementation work of the Mozambique team
• The role will work closely with the Finance and Support Services functions in the Secretariat in London. S/he will be responsible for overall financial management, facilities management, human resource management, health, safety & security, compliance, and other support services to the Mozambique Country team, including IT
• For more information about WSUP's vision and approach, see www.wsup.com

Duties

• The Finance and Support Services Manager will report directly to the CPM, with a responsibility to inform and consult with the UK-based Secretariat, including relevant staff members as follows:
• Finance - Finance Controller
• Project budgets and funder reports – Head of Finance, Programmes
• IT and Facilities – Support Services Officer
• Employee relations - HR Officer
• Training and staff development – Head of People & Support
• Non-financial compliance – Head of People & Support
• The key tasks and responsibilities of the Finance and Support Services Manager will include the following:

Line management of the Finance and Support Services team

• Day to day line management responsibility; managing workloads, task allocations and regularly providing constructive feedback in a structured manner
• Coordinate with the CPM and other key WSUP functions to ensure that the Finance and Support Services function is adequately resourced and delivered
• Ensure that work is appropriately delegated, and staff members are empowered to carry out tasks independently where appropriate to their skills and capacity
• Act as a role model of the WSUP values
• Promote and instil operational excellence in team
• Support the personal and professional development of the team through objective setting, regular one-to-ones, regular feedback, and reflection, and managing performance
• Ensure line managed staff are aware of their duty of care responsibilities relating to children, young people and vulnerable adults; support partners and line managed staff to safeguard children, young people and vulnerable adults to protect them from abuse and themselves from false allegations

Management of offices in Maputo and Beira, plus new locations as needed

• Coordinate with Support Services in the Secretariat to get the best value from WSUP’s global IT support provider, identify any additional IT services required locally and put them in place
• Ensure all legal registrations and other requirements are in place for all offices
• Ensure the smooth functioning of the WSUP office in Maputo, including office administration, financial systems and compliance with WSUP systems and processes
• Support the Beira Project Manager to ensure the smooth running of the Beira office, including office administration, financial systems, and compliance with WSUP systems and processes
• Establish new offices in other locations as needed in close coordination with the Head of People & Support
• Ensure the security of WSUP assets, including an asset register for all assets and liabilities held >GBP1,000, computer & office equipment and vehicles, and appropriate management of vehicles
• Ensure appropriate insurances are in place, for WSUP Mozambique assets, team and also as required by local regulations

Project Reporting and Finance Management

• Assist the Country Programme Manager and the WSUP Secretariat Funding Team with the preparation of funding applications to both local and international agencies, including coordinating preparation of project budgets, in support of programme applications, and check those budgets for accuracy and logic
• Assist the Country Programme Manager in reviewing the financial sections of contract agreements, prepared by the Finance Officer, for contractors, consultants and other services
• Produce draft financial reports for funders and CPM or Secretariat as required
• Maintain oversight of current and ongoing budget requirements for the Mozambique office including staff salary and office costs, assess fund sourcing from multiple funders and make projections of staff costs and office costs based on funding availability, allocating to funders
• Ensure that all expenditure is necessary and appropriate for the delivery of the programme objectives and is in accordance with the funders’ accounting requirements
• Review monthly funder and cost centre reports and update funding projections in consultation with the relevant staff
• Ensure coherence of management of any local funds, including revolving funds, and any local reporting requirements
• Oversee financial processing completed by line managed staff, including ensuring that:
• Contracts and invoices on the WSUP financial system are processed and monitored correctly
• Petty cash function is properly managed
• Expense and credit card justifications are submitted
• Month end deadlines are met
• Manage clear communications with the Finance Controller in the Secretariat around month-end deadlines and reporting
• Oversee payroll:
• Ensure payroll is correctly processed and tax reports submitted as required
• Ensure staff timesheets are monitored against the budgets agreed and funding available
• Train Mozambique team in financial procedures and the responsibilities of each team member
• Support audit processes in WSUP Secretariat

Human Resource Management

• Responsible for the starter and leaver processes, including: o Managing recruitment and onboarding of new team members, from drafting JDs and obtaining the appropriate approvals, to arranging and running inductions
• Ensuring all new starters have probationary objectives and issue confirmation in post once probation period is passed
• Overseeing the leaver process, ensuring the relevant functions in the Secretariat are notified of end dates in a timely fashion and the necessary financial, HR and IT processes are followed
• Support current and future country programme needs through the development, engagement, motivation, and preservation of human capital
• Support Secretariat to develop and roll out overall HR strategies, systems, tactics, and procedures across the country programme
• Bridging management and employee relations by addressing demands, grievances, or other issues, working closely with the HR Officer in the Secretariat to ensure these are reported appropriately and resolved sensitively in line with WSUP’s approach
• Ensure all staff are aware of their duty of care responsibilities relating to children, young people and vulnerable adults; support partners and line managed staff to safeguard children, young people and vulnerable adults to protect them from abuse and themselves from false allegations
• Assess training needs to consult with CPM and Head of People and Support in London and apply as agreed
• Nurture a positive and unifying working environment

Compliance and Financial Control

• Ensure that WSUP’s registration as an organization with government departments is compliant and up to date
• Ensure that WSUP Mozambique complies with any tax or other national financial, and insurance requirements
• Ensure that the WSUP Mozambique accounting is in accordance with national legal regulations, prepare all financial reports and statements required by law and national organizations, prepare all national tax requirements and similar such tax returns in a timely manner
• Apply the WSUP financial control systems to all financial activity taken by the Mozambique team
• Ensure that all procurement follows WSUP procedures, providing guidance to colleagues on the procedures
• Ensure that WSUP policies, procedures and practices are in line with the national legal framework in Mozambique
• Monitor compliance with local Health & Safety and Environmental standards and with WSUP’s standard operating policies and procedures
• Strict adherence to WSUP’s ethics policy and pro-actively encourages transparency and openness in all activities
• Assist the Country Programme Manager in monitoring and mitigating risks to our operating environment and in updating and managing the Country Risk Register
• Lead local audit process: o supporting any financial audits as agreed with the WSUP Secretariat Finance team and CPM
• Ensure that all financial records are easily available when required for audit
• Other duties: Undertake any other duties as commensurate with the role and agreed with the CPM

Requisites

• Evidence that applicants meet the essential criteria will be assessed by the following methods: Application (A) Interview (I), Test (T), as indicated below:
• Professional level qualification, post grad education or equivalent in Management, Finance or another appropriate subject (A)
• Experience in financial management of projects funded by agencies or governments (A, T)
• Experience of developing and managing project budgets for funding applications (A, I)
• Experience of engaging and motivating a team (A, I)
• Experience of establishing and improving processes (A, I)
• Good understanding of governance, financial management and procurement (A, I)
• Good understanding of the tax and employment law in Mozambique (A)
• Understanding of the accounting requirements of international funding organizations (A, T)
• Working with computer-based accounting systems (A, T)
• Excellent planning, organizational and time management skills, able to work well under pressure both proactively and reactively and prioritize a challenging workload (A) (I)
• Able to identify, prioritize and manage areas of risk (A) (I)
• Good communication skills: able to communicate complex concepts concisely to non-technical staff both in writing and verbally and to provide professional advice with confidence and tact (I)
• Excellent written and verbal English communication skills (A)
• Proficient user of Microsoft Office suite including Word, Excel, Outlook and PowerPoint (A, T)
• Passionate about WSUP’s aims and ethos (I)
• Absolute adherence to WSUP’s policies on Safeguarding, Child Protection, Health & Safety and Business Ethics and lead on these by example (I)
• Desire and willingness to learn (I)
• Experience of capacity building, and organizational support
• Experience in risk & opportunity management
• Accounting experience in the charity or not-for-profit sector
• Experience in using Sun Accounts

Notes

• Only shortlisted applicants will be contacted
• This job is based in Mozambique. Applicants must have a Mozambican ID at the time of application