JOB DESCRIPTION. Job title: Country Finance Manager Location: Yangon. Department: Finance Length of contract: TBC. Role type: National Grade: 10

Transcription

1 JOB DESCRIPTION Job title: Country Finance Manager Location: Yangon Department: Finance Length of contract: TBC Role type: National Grade: 10 Travel involved: 10% Child safeguarding level: Level 4 Reporting to: Line manager: Country Director Direct reports: Finance Officer Dotted line manager: Organisational background Established in 2003, Malaria Consortium is one of the world s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions. We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence. Our areas of expertise include: disease prevention, diagnosis and treatment disease control and elimination systems strengthening research, monitoring and evaluation leading to best practice behaviour change communication national and international advocacy and policy development Country and project background Malaria Consortium is actively supporting the National Malaria Control Program in Myanmar since 2008 and has established a Country Office in Yangon in Since 2015 staff has been based at the National Malaria Control Program (NMCP) in Nay Pyi Taw. Malaria Consortium currently has led the first nationwide Malaria Indicator Survey, works on Vector Control, Integrated Community Case Management (ICCM) and behavioural change communication with remote and hard to reach 1

2 communities. An evaluation of a BCC methodology for malaria elimination setting, a suite of formative vector control research and an evaluation of ICCM. It is anticipated that Malaria Consortium s operation in Myanmar will continue to grow rapidly within the next few years. Under the funding from multiple donors to implement projects in Myanmar, the secured projects would be managed by this post holder. Job purpose To provide a pro-active, efficient, timely and relevant finance service to the technical and operations departments including project reports at a level of detail necessary to manage budgets effectively, ensuring proper books of account are maintained in compliance with local law and MC Finance Management Policies and Procedures and timely management and financial accounting reports are provided to regional and head office staff as laid down in the reporting timetable and to be part of the Senior Management Team of the country team. Scope of work The position will be responsible for managing the financial function in country, with close communication with HQ staff. It is responsibility of the of CFM to ensure all financial policies and procedures are implemented successfully. The CFM will also assist in the budgets of new proposals with close communication with technical staff. Key working relationships Country Director, Human Resources, CTC, Operations Support Officer, Project Team, UK/Regional staff and other Malaria Consortium staff/consultants. Key accountabilities 1. Financial Management (25%) Ensure project expenditure is in line with agreed budget Review annual budgets and forecasts developed by designated countries/projects and ensure timely submission to and approval by Country Director Coordinate with Country Director on oversight of country budget management, including monitoring expenditure against budget, projections v actuals Ensure effective and efficient management of the resources of designated countries/projects Draft/review project and financial contract details (ToR, deliverables, reporting, time frame etc.) and take part of financial negotiations on behalf of Malaria Consortium as appropriate Guide effective project start up and closure activities, providing support to Programme Managers and country leadership, as appropriate Throughout the project cycle regularly monitor and review financial implementation to ensure quality, contractual compliance and timely reporting Identify internal oversight, support and consultant needs and ensure their effective management and together with the Country Director, ensure programme staff take 2

3 responsibility for and understand project expenditure, financial accountability and planning requirements 2. Performance Management (20%) Oversee the tracking of financial management against workplans and budget Update Country Director regularly on status of financial management of projects, identifying areas of concern, recommending corrective measures in areas of underperformance, as appropriate and provide support in agreed action implementation Review reports and track reporting time frames to ensure all reports and deliverables (financial) are submitted in advance of deadlines Monitor timeliness and quality of donor financial reporting and internal reporting of designated projects 3. HR and Administration (5%) Actively promote Malaria Consortium s safety and security plans Responsible for recruitment of line managed staff in cooperation with the CD and HR focal point Ensure annual performance appraisals for all staff involved in the Finance team are conducted according to Malaria Consortium guidelines Actively support and motivate the local finance and technical teams Agree with the CD on adequate capacity and human resource in the country Finance and admin team Ensure that timesheets are completed by all staff on a monthly basis Coordinate the absence of finance staff to ensure all gaps are covered and handovers completed prior to any leave 4. Financial Accounting 25% Ensure monthly transactions are entered in the General Ledger accurately and on a timely basis Act as a cheque signatory taking primary responsibility for checking the validity and account coding of payments Approve advances for field activity and staff travel, ensuring proper process for disbursement of funds, correct documentation and the settlement of advances in a timely manner Maintaining the integrity of the balance sheet by checking and validating: o monthly bank reconciliations, following up outstanding items o purchase ledger reconciliations o staff advances and other debtors o sundry creditors and all other creditors o check the fixed assets register is up to date monthly Approve the monthly payroll, ensuring direct transfer to staff salary accounts and remitting the payroll deductions to the correct government authorities 3

4 Work jointly with CFM to improve financial systems in the Country office, recommending change as part of the global MC improvement to provide timely and appropriate financial information to MC s Budget Holders and donors Submit the monthly and Quarterly report to the Country Director and regional office in line with Malaria Consortium reporting checklist and timetable 5. Management Accounting (15%) Ensure project financial reports for donor and partners are prepared according to donor requirements; submit reports to CD for sign off, and the regional office for review prior to submitting to the donor Ensure monthly and Quarterly management accounts are reviewed and variances are acted on by budget holders; report to the CD, on the variances and the corrective action that will be taken. Take advice from CFO for any changes required and needed Prepare annual budgets and monthly cash flow projections for the country office Make regular visits to the field offices, project sites and partners to ensure quality in all aspects of finance management if needed 6. Legal, security and Risk Management (5%) Coordinate with the auditors to complete required statutory audits Conduct spot checks in the Myanmar and field offices to ensure internal control are working Regularly review all legal contracts to ensure MC s financial commitments are met Ensure, in conjunction with Country Representative and Regional Finance Manager, compliance with all local legal requirements, including tax, pensions and insurance Identify and assess risks facing the country programme and develop mitigation strategies along with the Country Representative r & Regional Operations Manager 7. Additional Responsibilities (5%) Represent and promote Malaria Consortium as a quality partner and specialised technical agency at every opportunity Ensure Child Safe Guarding Policy, other related policies are implemented Perform other duties as required by the Country Director or his delegate Person specification Qualifications and experience: Essential Qualified ACA, ACCA or CIMA Accountant Extensive experience in a finance team, with at least two years in a managerial position Desirable Knowledge of NGO donors and their financial reporting requirements 4

5 Work-based skills: Essential Excellent computer skills with high proficiency in Microsoft excel Good analytical and reporting skills Excellent interpersonal and communication skills Strong ability to be able to manage and prioritise multiple tasks Experience in training and developing finance staff Desirable Working knowledge of accounting software Core competencies: Delivering results LEVEL D - Inspires wider teams to achieve outstanding results and to manage risks Proactively improves effectiveness and performance of other senior staff to increase ability to meet objectives, acquiring new skills when appropriate Encourages mitigating risks amongst the teams/groups they work with/ manage Ensures the quality of all internal/external work of own and others Analysis and use of information LEVEL C - Works confidently with complex data to support work Interprets complex written information Works confidently with data before making decisions, for example, interpreting trends, issues and risks Acquainted with the validity, relevance and limitations of different sources of evidence Interpersonal and communications LEVEL C - Adapts communications effectively Tailors communication (content, style and medium) to diverse audiences Communicates equally effectively at all organisational levels Understands others underlying needs, concerns and motivations and communicates effectively in sensitive situations Resolves intra-team and inter-team conflicts effectively Collaboration and partnering LEVEL C - Builds strong networks internally and participates actively in external networks and think tanks Builds strong networks internally Participates actively in external networks and/or think tanks Engages with relevant experts to gather and evaluate evidence Shares and implements good practice with internal and external peers 5

6 Leading and motivating people LEVEL D - Champions ownership of corporate decisions Encourages their team to develop continually their individual potential, create a learning culture Demonstrates complete commitment to the achievement of the business goals, motivating others to deliver Spots, develops and promotes talent across teams whether or not in their own functional area Flexibility/ adaptability LEVEL C - Supports others to cope with pressure Responds positively to change, embracing and using new practices or values to accomplish goals and solve problems and supports others to do the same Adapts team approach, goals, and methods to achieve solutions and results in dynamic situations Sets realistic deadlines and goals for self or team Living the values LEVEL C - Supports others to live Malaria Consortium s values Demonstrates personal integrity by using position responsibly and fairly Cultivates an open culture within the wider team, promoting accountability, responsibility and respect for individual differences Strategic planning and thinking and sector awareness LEVEL C - Keeps up to date with the internal and external environment Takes into account economic, political and other business factors when drawing up medium and long-term plans, covering both public and private sectors Looks beyond the immediate operations to prospects for new business Engages with appropriate internal and external sources to establish major influences on future plans 6