About the role : This is a 12 months, replacement role unaccompanied terms based in Democratic Republic of Congo (DRC) with a Grade 2 salary range of € 35,789- € 39,766. You will expected to travel to the various locations, either by flight or by road. This position will be based in Kalemie, provincial capital of Tanganyka, DRC.
You will report to the Country Financial Controller, Responsible for (Staff) All finance staff in the region and work closely with Area Finance Manager (AFM), the Area Coordinators (ACs), Programme Director, Programme Managers, Systems Director, Logistics Coordinator, and Budget Holders/Programme Managers & Coordinators.
We would like you to start soon as the current post holder left on 31/January/2023
Your purpose: To provide support to the Country Financial Controller (CFC) to ensure the effective functioning of the finance department in North Kivu through providing day to day technical support and work with national and NGO partners. The post holder will coordinate finance issues and build the capacity of national staff for both Concern and partners, and support national staff to manage and carry out the work on the finance function. The post holder will report directly to the CFC.
You will be responsible for :
Financial Control:
- Guided by the Country Financial Controller (CFC), ensure that the Concern worldwide financial policies and procedures are adhered to and implemented in a standardised manner.
- To manage the finance department activities and schedules to meet the financial reporting requirements and deadlines specified by donors and Dublin HQ.
- Assist programme managers and teams to follow donors’ (especially USAID) financial rules while budgeting, spending and reporting, facilitate with programme staff review, and follow up of any issues/variances arising.
- Closely monitor all financial activities, and keep the Programme Managers, Area Coordinator (AC), Programme Director (PD) and CFC advised of all situations, which have the potential for a negative impact on internal controls or financial management performance.
- Assist the CFC with external (donor, audit firm, partner organisation, government, etc.) and internal audits as required.
- In collaboration with all relevant staff, ensure the protection of all programme assets (cash, inventory, etc.) through the enforcement of internal controls and procedures, including regular updating of fixed asset inventories.
- Maintain up-to date knowledge of and implement local government requirements and regulations related to financial matters including statutory deductions from national staff salaries such as income tax, social security, etc.
Monthly Management Accounts:
- Liaise with the CFC in reconciling balance sheet items, preparing monthly management accounts and month end process for review by the CFC.
- Assist the CFC to produce accurate monthly management accounts, engaging in necessary review work, posting of journals etc.
- Assist the CFC in the process of obtaining explanations of variances between budget and actual spending, income and pass the necessary adjustments to ensure correct reporting.
- Ensure a Month End reporting file is maintained in a timely and orderly manner.
- Training & Staff Management:
- Train the Area Finance Manager so that s/he can take over the programme accountant role upon completion of the international assignee’s contract period.
- In collaboration with the HR Manager and under the supervision of the CFC, ensure that job descriptions of the finance department staff are up-to date and staff are clear with their roles and responsibilities.
- To carry out timely Performance and Development Reviews (PDR) of all finance department staff under their area of supervision but also develop and implement staff development plan for the finance department staff.
- Lead in facilitating and providing orientation, basic training, technical support and guidance to the country programme staff, particularly budget holders, for skills improvement in the areas of Concern and donor budget preparation and monitoring, budget revision, reporting and its interpretation, as well as internal control as per Concern’s standard practices
Treasury:
- Under the direction of the CFC, to supervise all programme office bank relations and bank account activities.
- To oversee the timely preparation, review and approval of all bank account and cash reconciliations on as regular a basis as necessary for effective financial control.
- Assist the Senior Management Team (SMT) and CFC in ensuring compliance with Concern Worldwide policies and procedures and assume responsibilities in the implementation of country specific policies such as authorisation limits, cash holding limits, cash movements, credit terms, advance payments, use of bank payment instruments.
- To be responsible for review of funds transfer requests from the field and timely preparation and follow-up/handling of Cash Transfer Requests to the field offices to ensure that appropriate balances are maintained to facilitate programme implementation
Budget:
- Assist the Programme Director, ACs and other budget owners in conducting the budget process, ensuring that appropriate levels of technical support and guidance is provided to all budget owners during the process of preparing the annual country operating budget and subsequent revisions.
- In conjunction with the CFC to assist budget owners with preparation of donor budgets; interpretation of budgeting guidelines, ensure compliance with donor regulations and to ensure their incorporation into the country annual operating budget & revisions.
Partnership Accounting:
- Undertake the Concern Integrated Local Partner Assessment tool (CILPAT) with potential Partners on a timely and comprehensive basis;
- Summarise CILPAT findings and recommend whether partnership is workable with resources available.
- Ensure a Partner Finance capacity building action Plan is developed and implemented for any weaknesses found on the CILPAT, monitoring visits, and provide the necessary trainings to the partner and others initiatives. Update the Partner Finance Action Plan as it relates to each partner with information as to capacity building carried out, progress achieved, and any new capacity building needs identified.
- Ensure all the relevant staff members (CFC, Programme Director, Programme Managers and Country Director) sign off all partner related documents including CILPAT.
- Ensure that all CILPAT Progress on Finance Action Plan documentation are maintained on the Partner File for future reference.
- Monitoring for each Partner, following up on capacity building action plan through systems review visits in accordance with the Partner Monitoring Programme.
- Review financial reports and transaction lists provided by the partner on a timely basis, bringing any unusual transactions and budget variations to the attention of the Programme Manager.
- Ensure Partner Reports and findings are circulated to all interested parties within Concern and the Partner. Ensure all documentation relating to Concern‘s financial relationship with the partner is filed correctly and updated where necessary.
- Assist the partner, in conjunction with the Programme Manager, on budget preparation. Ensure the Partner is able to submit regular and accurate Financial Reports using the template provided by Concern. For any Partner Finance Report issues found, obtain appropriate explanations from the Partner staff before recommending the release of the following tranche of funds. Incorporate any weaknesses found on the partner report compilation into the Partner Finance Action Plan. Assist the partner in meeting any procedural requirements (whether those of Concern or of a donor) detailed in the Partner Contract.
- Ensure regular communication with Programme, Finance staff and Partner staff is maintained at every level of Partner Management.
- Build capacity of finance officers in partnership capacity building and management.
Confidentiality
- Ensuring the non-disclosure of any information whatsoever acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or Organization without authority, except in normal execution of the above duties
- Ensuring strict guardianship and security of financial data and documents at all times, including secure storage, accurate & complete filing and limiting access to the finance office to authorised personnel only
- Ensuring strict adherence to Concern DRC Financial Procedures and Anti-Fraud Policy and remaining within the boundaries of these policies at all times
Accountability
In line with Concern’s commitments under the Core Humanitarian Standard (CHS):
- Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
- Work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
- Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.
Other
- Be aware of, understand and comply with all of Concern’s policies and procedures (P4, Safe Guarding, finance, logistics, HR, security management etc.).
- Undertake other related duties as may reasonably be assigned by your line manager.
Your skills and experience will include :
Essential:
- University degree with a background in finance, management, administration or a related field;
- 3/4 years finance experience including donor and management reporting, accounting, staff and partner management and some capacity building initiatives (coaching, mentoring or training). Some overseas experience in emergency or development contexts a distinct advantage.
- Experience in donor budgeting and financial reporting.
- Experience working with a diverse range of institutional donors (especially OFDA, DFID, ECHO and SIDA).
- Experience in managing large programme budgets.
- Strong analytical skills.
- Experience in training finance and non-finance staff
- Fluent French with Good English level
- Good team player and able to adapt to different cultures
- Experience of working in a high-pressured, results focused and dynamic environment.
- Good understanding of donors and donor requirements
- Strong computer skills particularly Microsoft office.
Desirable:
- Special Skills, Aptitude or Personality Requirements:
- Cross cultural awareness and sensitivity
- Empathy with Concern’s goals and a commitment to capacity building, protection and participation
- Excellent communication and training / capacity building skills
- Ability to mentor and capacity build national staff
- Proven organisation, planning and management skills
- Ability to work on own initiative and lead diverse teams
- Openness to learning whilst being flexible and adaptable to a changing challenging environment.
- Strong interpersonal and team work skills with patience and sense of humour.
- Ability to work under pressure often to strict deadlines.
- Knowledge of computer applications i.e. Microsoft packages: Excel, Word, and Outlook.
- Willing to travel frequently.
We would also like:
- international driving licence
- Specific computer skills etc
To apply :
LES CANDIDATURES EN FRANCAIS SONT LES BIENVENUES
All applications should be submitted through our website at https://jobs.concern.net by closing date. CV’s should be no more than 4 pages in length.
All candidates who are short-listed for a first round interview will be notified via email after the application deadline.
Due to the urgency of this position, applications will be short-listed on a regular basis and we may offer posts before the closing date.
HIV testing and travel restrictions based on HIV status apply in DRC. This means that in order to obtain a visa or work permit, the government of DRC impose HIV-related travel restrictions usually involve a mandatory declaration of HIV status and/or testing.
