Employment Type: Definite period Contract with possibility of extension 

Job Purpose:

OVERALL OBJECTIVE OF THE POSITION

• The overall objective of this role is to ensure that the day to day activities of the Finance function run smoothly and efficiently. This is a senior management role which will be expected to contribute at a strategic as well as a day to day basis. This role has three key areas of focus:

• To coordinate and lead the day to day work of the Finance Department so that monthly accounts and reconciliations are completed on a timely basis.

• Directly manage the Field Support, the HO Cash and Bank and Compliance Functions

• To deputise for and assist the Country Financial Controller (CFC) in carrying out projects, ongoing work or other activities as may be required.

You will be responsible for:

• The Deputy Country Financial Controller (CFC) will work under the supervision of CFC and carrying out the following tasks:

Major RESPONSIBLITIES 

1.     Coordinate the day to day work of the Finance Department

• Set timetables for completion of monthly accounts

• Engage with all managers and staff within the department, so that they are clear on required inputs and deadlines for specific task

• Coordinate and supervise the work to complete each month end process

• Advise Country Financial Controller (CFC)/management of any delays/issues with the month end process and propose appropriate solutions

• Ensure that all finance file folders on SharePoint are updated and files are accessible.

2.     Manage the Field Support Function

• Review internal audit reports, donor and regulatory requirements for each geographical area in which Concern operates, in order to identify issues and likely support needs.

• In coordination with Area Coordinators, develop clear work plans for the staff within this function so that identified needs are addressed.

• Coordinate with other senior staff within the Finance department to secure extra support resources as required and as needed

• Evaluate the results of each visit reports and determine what further support or work may be required.

• Follow the actions pints on tracking and allocate responsibilities within finance department for resolving in timely manner.

• Ensure field staff get on job trainings, induction for new staff of Concern Worldwide policies and procedures.

3.     Manage the HO cash and Bank Function

• Act as a bank signatory for the organization

• As the senior person from Finance who follow-up the process payments, ensure that they are adequately supported and in compliance with Concern systems.

• Act as Concern’s representative with the banks and work with the CFC and other managers as may be appropriate both to develop banking relationships and to identify/address issues as they arise.

• Ensure that staff working within the HO Cash and Bank Function are clear as to their responsibilities and adequately trained to address any issues in relation to their responsibility them.

• Ensure to work with Finance Coordinator Donor budget and reports that transactions are recorded to active grants and on budget line reference (BLR) that has positive balance.

• Ensure that chart of account code for all projects are updated, shared with HO and Area offices.

• Review that code are applied correctly in the cash and bank books regularly.

• Supervise the work of the Function ensuring that it is:

• Completed on a timely basis

• Effectively controlled.

• Providing an efficient service that fully meets the needs of both HO and field offices Functions.

4.     Manage the HO Compliance Function

• Follow-up of a newly appointed external auditors selection process until finalized and signed agreement

• Preparation of draft statutory financial statements to the auditors on both standards (IPSAS and Irish GAAP) along with all notes. Provide trail balance, transaction list.

• Work (liaison) with other departments to fulfil the request of auditors

• Work to get all external and internal confirmations are received by the auditors

• ensuring that preparing a clear Engagement Letters , TORs etc. are in place and that the purpose, approach and timetable is agreed in advance with the auditors

• Samples selected by the auditors for detailed testing are prepared and submitted on a timely basis

• Issues are identified and addressed as the audit work progresses rather than accumulating at the end.

• Work to address auditors request, issues on time to avoid significant/materials issue appear on Internal Control Memorandum/Management letter from the auditors.

• Follow closely that external audit is done in timely manner and with required quality, then submit to ACSO 10-15 days before the deadline.

• Ensuring that a register is maintained of the organisation’s bank accounts band the related signatories and that accounts are opened and closed as needed and that signatories are up to date.

• Ensuring that the financial reporting requirements of ACSO and AABE are met in full.

• Assist the CFC in implementing any audit recommendations

• Overseeing work in relation to monitoring and reporting in-country income and recharges in order to meet internal deadlines and requirements.

• Communicate recharges rejections, acceptances, documentations to and from country programs.

• Ensuring that the organisation’s archives are appropriately managed and that contents are securely stored in a way that makes them accessible as necessary.

5.     Treasury

• Lead and strictly apply monthly cash forecast from HO departments and all area coordination offices

• Review the cash forecast for accuracy and relevance with respect to grants active during the months.

• Submit a well-reviewed cash forecast to CFC for further review

• Ensure cash transfers are made to various payments and transfers to regional/area offices as per their cash forecast planned.

• Make reference to cash forecast to significant payments processed at HO level to protect payments of unplanned requests.

• Review that cash balances on daily basis and advise CFC to hold transfers from HQ if balance is beyond maximum threshold or place additional cash request if the balance won’t sustain operations for the remaining days of the month.

• Ensure all payments done by HQ are documented, related CWW Ethiopia and posted.

• Reviews all recharges that should be sent to other CPs are done on monthly basis.

• Work with FM treasury and FM operations to send the Fx file to HQ on monthly basis and on time.

• Review all disbursements are done from active grant, with sufficient documentation, and with proper approvals.

• Review Financial Reporting Pack (FRP) on monthly basis to work desk officer, program team, CD and HQ to expedite collection from donors.

• Follow that all HSC (Head-office Support Cost) are posted on time for all collections from donors.

• Ensure to amortize all prepayments as per the age of the prepayments

• Ensure that all taxes, pensions are paid on monthly basis as per the ledger balances

6.     Preparation HQ Budget Packs

• Work with the CFC in preparing and finalizing the budget pack

• This work may include any of the following:

• Preparation or consolidation of budget inputs

• Analyzing specific issues and problems

• Preparing CBs and Budget Packs

• Addressing queries and issues that arise.

• Ensuring that adequate documentation is maintained in relation to the budget.

7.     Financial Reporting Package(FRP)

• Work with the CFC in preparing and finalizing the FRP

• This work may include any of the following:

• Make ready the FRP raw data

• Make ready the pack (or extracts form it), by filling the necessary information for FRP preparation

• Participate and assist the CFC actively in preparation of FRP

• Involve in addressing FRP feedback work

• Properly file the final FRP after feedback both in soft and hard copies

8.     Deputize for CFC:

• This is a senior role that will be expected:

• Represent the Finance Function in internal, external meetings etc. as may be required

• Deputize for the CFC at all appropriate times

9.     Other

• The role may be required to undertake or lead specific projects within Finance or between Finance and other functions.

• Build the capacity of finance staff to ensure good standards of financial management is maintained in consultation with CFC and Finance managers.

• To provide support & guidance to senior managers, budget holders in donor budget preparation and utilization.

• Maintain good communications within the team and ensure that all information is shared within the team, and that the CFC is kept informed of progress in meeting deadlines

• Carry out other exceptional duties where heavy workload arises and/or staff shortages are encountered.  Hence flexibility will be required in performing your day-to-day activity.

Gender Equity         

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy

• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities

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.

Emergency response       

• Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.

• Understands local safeguarding structures and arrangements.

• Practises in a manner that seeks to reduce the risk of abuse, harm or neglect.

• Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.

• Able to document safeguarding concerns, and maintain appropriate record keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Job Requirements

Personal specification

Minimum requirements:

• Qualified Accountant (CA/CMA/ACCA/CPA degree) or Master’s Degree in Finance.

• Knowledge of Concern’s major donors’ rules and regulations such as USAID, EU/ECHO, Irish Aid, and DFID.

• More than 5 years of experience in related role with INGO for qualified Accountant or 7 years or more for Master’s degree or 10 Years or more for BSC in Accounting & related Fields.

• Experience in managing donor grants.

• Experience in staff capacity developing.

• Computer literate with an Excellent in Microsoft products mainly excel and understands accounting packages.

• Fluency in English.

• Ability to work under pressure to meet tight deadlines.

• Honesty and Integrity.

• Cross cultural awareness and sensitivity.

Essential Skills, Aptitude or Personality Requirements:    

• Strong management skills and ability to motivate others.

• Skills in time management and prioritizing.

• Good communication skills.

What we offer

• A competitive salary and benefit package

• Excellent medical benefits (100% cover including dependents)

• 20 days annual leave

• 26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave

How to Apply

Interested applicants should send non-returnable C.V., application letter outlining how their experience and education fit this vacancy, please note that no need to submit your supporting documents at this stage:

Interested applicants should apply through THIS LINK

Only short listed candidates will be contacted

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Women and people with disabilities are particularly encouraged to apply