Position: Country Finance Manager
Location: Dhaka- Bangladesh
Reports to: Country Director, with technical supervision from the Regional Finance Manager
Position Summary: The Country Finance Manager (FM) is responsible for the strategic direction and leadership of all Finance and Administrative functions of the Country Program. The FM will also have responsibility for ensuring that all financial transactions for the Country Program are accounted for and documented accurately. He/she will be responsible for ensuring that all RI accounting procedures are followed and budgets are adhered to; all donor and internal reporting requirements and deadlines are met; cash is controlled and accounted for in a timely manner in accordance with RI, donor and audit requirements.
ESSENTIAL RESPONSIBILITIES AND DUTIES:
Financial Accounting and cash flow management
- Ensure that effective systems are put in place and regularly reviewed to allow adequate financial management and control. Including cash and cash flow management, expenditure procedures, especially around procurement and cost allocation.
- Implement and maintain systems to ensure that cash is controlled and accounted for in an accurate and timely manner in accordance with RI, donor and audit requirements.
- Prepare monthly financial accounts and present them to the Country Director and SMT and get approvals of Country director on reconciliations based on deadlines provided by regional office.
- Implementing NetSuite and phase out QB software based on timeline provided.
- Monthly reporting and clearance of all intercompany transactions.
- Preparing RFFs and submitting on time to Regional office and tracking the fund requested and received.
- Preparing proposal budgets in coordination with program team, FM is mainly responsible to prepare the budget structure and add the Ops budget of the proposal based on Gaps and needs analysis from country operating budget and available percentages of supports costs available on the grant. The template should be sent to PMs to add the program costs, FM is then responsible to finalize the budget and send the full package to regional office to review and sign off
- Setting up the project in NS system in coordination with Regional Officer.
- FM is responsible to get the BVAs from NS system and add Euro actuals for Euro grants and submit the BVAs to country director and PMs based on the deadlines provided by RSO.
- FM is responsible to activity participate in BVA meetings with PMs, discussing the compliance issues of each grant and monitoring the budget on monthly basis and ensure appropriate cost allocations.
- Prepare budget modifications, No cost and cost extension budgets in close coordination with Project Managers and country director
- Manage the preparation of all donor reports and review them with the project Manager before submission to the Regional Finance Manager for approvals.
- Making sure that co-finance for all has been identified and tracked.
- Tracking receivables of all Grants, updating receivables file and submitting to regional office based on timelines shared.
Internal Controls and Audit:
- Create professional atmosphere, systems and SOP to work with other departments within RI country offices.
- Assist Project Managers in ensuring compliance with RI procurements and field accounting policies and procedures, compliance with donor agreement and audit requirements.
- Ensure all financial records and files are compliant for, but not limited to, audit, tax, legal, US federal contracting, all donors and UK statutory and regulatory requirements.
- Ensure that all financial records and backup documentation have been archived to cloud server electronically on monthly basis.
- In coordination with the Country Director and supported by the Regional Finance Manager, coordinate and oversee all internal and external audits including ensuring that all financial records and backup documentation are ready and available.
- Ensures compliance with local government Tax Law and tax reporting
- Prepare internal audit plan on annual/half yearly/quarterly basis for covering high risk areas
- Conduct internal audit reviews of Grants, functions, Partner NGOs and other assurance engagements as requested by the Country Director.
- Make regular visits to country project sites to verify and ensure financial records are maintained systematically and that financial policies and procedures are being followed correctly.
- Ensure financial records concerning grants are maintained in a systematic manner in the Country Office.
- Follow up on action points agreed in meetings with the SMT and provide updates in the subsequent meetings.
- Meet with relevant Senior Managers to discuss audit findings after completion of each audit and establishing a common understanding of the gaps noted and required action.
- Orient finance staff on reducing book-keeping errors during the course of internal audits.
- Cooperate fully with the RFM on CO/RSO internal audit matters
- Reconcile documentation with actual inventory or assets to ascertain accuracy
- Coordinate the maintenance of CO Risk register and work with SMT to manage risks
- Be responsible to adhere/ Comply with approved organizational policies and procedures
- Any tasks as assigned by line manager
- Providing support to External auditors where necessary and conducting of follow ups on external audit management letter.
Policy, Strategy and annual budget Development
- Works closely with the Country Director and other program staff to implement, improve and maintain administrative and financial management policies, systems, structures, and procedures. Documentation of all controls, SOPs and procedures; finance training for in-country finance staffs and partners as necessary; segregation of finance duty within Country Office.
- Ensure effective resource management and maximize cost effectiveness and value for money throughout the program.
- Lead the annual financial operational planning process in close collaboration with the Country Director and supported by the Regional Finance Manager with monthly follow ups and updates and actively participate in decision makings regarding org structure.
Human Resources and Development
- Oversee the country Finance department, providing leadership to the Senior Finance Officers and Finance Officers and other field offices finance staff.
- Proactively identify and act upon deficiencies and areas for improvement in the in-country Finance team, providing training and other capacity-building where necessary to ensure that finance staff capacity is continuously developing.
REQUIRED SKILLS AND COMPETENCIES:
- Master degree minimum in Finance or related area Chartered Accountant or CPA equivalent preferred.
- At least five (5) years’ experience at a senior Finance level in NGO or non-profit organizations and familiarity with international donor agencies and Governments grants administration
- Previous INGO overseas experience as in-country Finance Officer or Manager highly desirable.
- Excellent financial and analytical skills
- Experience with NetSuite desirable
- Excellent verbal and written communication and drafting skills for effective reporting on programme financial performance
- Ability to manage a financial/monitoring team including in remote locations and demonstrate leadership
- Ability to monitor and evaluate financial and monitoring skills of partner organizations and provide capacity-building
- Ability to operate in a cross-cultural environment requiring flexibility
- Prior knowledge of the region an asset; prior experience in Bangladesh desirable
- Ability to operate Microsoft Word, Excel and Project Management software
We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence.
We affirmatively engage the most vulnerable communities. We value:
- Transparency and Accountability
- Agility and Innovation