3 months (with possible extension of up to 12 months)

Transcription

1 Job Description Position: Location: Responsible to: Responsible for: Duration: Starting date: Salary: Benefits: Country Finance Director Syria (Damascus) Country Director Finance Officer 3 months (with possible extension of up to 12 months) ASAP 33,620-34,370 per annum (dependant on relevant experience), Insurance cover, accommodation, R&R, annual leave entitlement of 24 days per annum rising to 30 days at the completion of 12 months of continuous employment with Merlin. Please note that: Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short listed on a regular basis and we may offer this post before the closing date. This is an unaccompanied position. For security reason, certain nationalities will not be considered for the role. Recruitment of this position is subject to funding. Merlin Merlin is an international health charity, saving lives in the world s toughest places. Merlin responds with healthcare, when people are overwhelmed by natural disaster, conflict or disease and in need of immediate help. We focus on treating those who are beyond the reach of existing health services. After the immediate crisis, Merlin stays on to assist recovery. Using our expertise, we support health workers and strengthen existing health services. We build resilience by helping those at risk of future health disasters, to be better prepared. We think everyone should have access to lasting healthcare. We believe good health is fundamental to transforming people s lives, that s why Merlin is A Force for Health Context and Background After two years of conflict in Syria, the United Nations estimate around 70,000 casualties and 5.5 million people in need for urgent humanitarian assistance, including 3.6 million IDPs. The health sector in Syria has been severely affected, with health infrastructure damaged or destroyed, and a worsening insecurity making access basic services increasingly difficult. Medical services are being provided very often under very dangerous and inadequate conditions, and the drug stock shortages are having serious impact on the provision of appropriate medical care. Merlin has been assessing and following up the health situation in Syria since November An intervention to respond to urgent unmet health needs in Syria is being defined together with a local partner organization, and is currently pending on funding. Merlin Job Description 1

2 Main purpose of the role The Country Finance Director, as a member of the Country Management Team, plays a key role in developing and implementing the country strategy especially the required financial inputs, as well as ensuring that there are sound financial practices in country and rigorous budgetary control. This position provides financial and administrative management for Merlin s response programme in Syria, in a challenging living and working environment. A key priority in all locations is to embed clear financial management controls and to ensure understanding of and compliance with these by all Merlin staff and the local partner. Overall Objectives (scope) Reporting to the Country Director, and working closely with Programmes Finance team in Merlin s London Head Office, the Country Finance Director will: Be a member of the Country Management Team and take the lead role on financial planning, forecasting, budgeting and developing financial management capacity throughout the country. Directly manage the Country Finance Team to ensure effective and proactive financial leadership, support and guidance are provided to the Country Team. Be responsible for the preparation and reporting of field finances to head office and ensure that budget preparation, financial reporting and amendment planning for donors is completed in a timely manner and approved by head office before submission. Ensure appropriate systems and procedures, support and guidance for country programmes. Support and mentor the local partner to set up effective financial systems, and train relevant staff on donor compliance guidelines and requirements. Ensure that country processes, charging methods and documentation comply in all respects with donor and internal audit requirements. Responsibilities Financial Oversight Ensure internal financial procedures, systems, policies and controls are applied and complied with throughout the country programme operations by all staff. Be the lead person and provide financial support on all financial issues in the country Management Team. Develop the funding/finance strategy for the country. Prepare budgets, amendments and forecasts working with the Country Director and others. Ensure budgets are aligned to proposals and workplans & reflect the activities proposed/being reported on. Be an integral part of the country management structure, ensuring that the appropriate financial reporting is submitted in an accurate and timely manner. Process and analyse field financial data to ensure that Merlin s accounts are a true and fair reflection of the current financial situation. Provide Head Office with all necessary financial information both proactively and on request. Merlin Job Description 2

3 Ensure donor reports are submitted timely requirements and ensure all reports meet donor Monitor and control the balance sheet accounts by ensuring that they are regularly reconciled and that ageing transactions are regularly reviewed and cleared. Procedures, Systems and Controls Ensure compliance with local regulations in respect of financial and other matters (e.g. Registration, Foreign Exchange, taxation and labour laws). Ensure compliance with the financial and other requirements of donors. Ensure the development and implementation of in-country financial security guidelines and regularly review their effectiveness and the compliance of all staff with these guidelines. Regularly review the financial and reporting systems to ensure that they continue to be fit for purpose. Lead the country teams in improving and maintaining adequate financial controls and procedures in the field. To train Merlin partner on Merlin financial procedures and systems Ensure that Merlin s local partner organisation(s) are in compliance with the terms of the partner MOU relating to financial management and reporting. Ensure that the partner has adequate financial processes and procedures in place, and that partner staff have the capacity to comply with Merlin and donor regulations. Conduct periodic audit of donor financial records to gain assurance that financial controls are in place and being applied. Create and maintain systems that flow into and inform programmatic, logistics and HR operations at a Country Management Team level. Treasury Co-ordinate and maintain a cash forecasting system to ensure that adequate funds are available to meet the working requirements of the programmes. Ensure that payments are made in a timely and secure manner across all the country operations. Along with the finance department in Head Office, ensure that all debts are recovered promptly. Be fully aware of the overall cash flow position of the country liaising with the treasury function in Head Office. Compile and maintain the cash flow forecast for all country projects, and ensure that all donor debts are recovered promptly. To ensure cash flow is properly managed and ensure Head Office Treasury is aware of relevant issues or concerns Reporting & monitoring of expenditure Prepare donor financial reports on time, in line with donor reporting requirements. Monitor on-going levels of expenditure on individual programmes against budget, and provide timely advice of likely over or under-spends to the Country Management Team, and the Finance team in Head Office. Merlin Job Description 3

4 Ensure Programme Coordinators and Programme Managers understand variance implications and how to respond to and manage them effectively. To produce timely financial reports and BvA information to in-country teams or budget holders on timely basis in order for them to have a clear analysis of actual expenditure information against their project budgets. Donor compliance Accountable for grant compliance with donors financial requirements and to act as the main point of contact for Merlin with in-country donors with regards to all finance issues. Review grant documentation and contracts prior to signing to ensure that they are beneficial to Merlin, that any financial risks are fully understood, and that, in particular, support cost recoveries and net cash flows are maximised. Accountability for financial compliance to donor and statutory regulations. Accountable for maintaining and keeping of auditable records for donor compliance, ensuring that charges to projects are allowable, reasonable and allocable. External Relationships Ensure that contractual commitments (e.g. for the rental of vehicles and/or premises) are financially sound and appropriate for the circumstances of the programme. Liaise with local legal advisors when necessary. Ensure appropriate and timely contact with in-country government agencies to ensure that all legal requirements are met, e.g. work permits, import licences. Liaise with International NGO Finance Directors in-country and actively participate in inter-agency co-ordination meetings. Management and training Manage and support the performance and development of the in-country finance and administration staff, to ensure the provision of an efficient and effective service. Train and mentor the finance team of the local partner to set up and develop and effective financial system according to Merlin s procedures and in compliance with donor regulations. Provide financial support, training and advice to all individuals in country. Person Specification Essential Qualifications, experience and competences Qualified accountant ACCA, ACA, CPA, (or equivalent), or substantial relevant work experience. In depth knowledge of financial systems and implementing internal controls. Strong experience of pro-actively monitoring and reporting on budgets. Strong experience of analysing financial information to understand the current situation and to determine the strategic direction. Merlin Job Description 4

5 Proven experience of introducing and managing changes to finance systems, procedures and practices. Proven understanding of financial security issues and how to develop appropriate guidelines. Strong experience of recruiting managing and motivating a team within a finance department. Significant experience of training/capacity building of staff and local partners. Proven administration skills. Strong ability to plan and work independently. Experience of living or working in different cultures and countries. Strong communication skills, with excellent written and spoken English. Confident and proficient in the use of MS Office with advanced Excel skills. Experience of establishing strong working relationships with colleagues from different functions and cultures. Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines. Experience of proactively identifying and addressing issues. An understanding of and commitment to Merlin s mission and values. Desirable Qualifications, experience and competences Experience and understanding of working in a donor environment and meeting donor compliance requirements. Experience of financial management with an international NGO in an overseas setting. Experience with remote management of cash flow and direct cash payment systems through partners. Familiarity with mid-range accounting systems (e.g. QuickBooks, Sage, PS Financials). Familiarity with the Middle East / Syria working context. Knowledge of Merlin systems and procedures. Knowledge of Arabic. To apply for this position To apply for this job, please go to and apply using our online recruitment system. In order to apply for a job with Merlin online you will need to complete a short registration process and create an account the online recruitment system explains how to do this. Once your account has been created, you will be able to save the information that you have entered in your application and re-visit it at any time before you submit it. If you are unable to apply online for any technical reason, please contact applications@merlin.org.uk. Please note that we do not accept CVs. Unfortunately due to the number of applications we receive, only shortlisted applicants will be contacted. Data Protection Merlin Job Description 5

6 Please note that in accordance with the 1998 Data Protection Act, Merlin will hold and use personal information that you have given for the purpose of recruitment and employment. This information can be stored in manual and/or electronic form. This information may also be disclosed to third parties in accordance with the Data Protection Act. In cases where a job offer is conditional on ensuring that potential employees names do not appear on counter terrorism lists generated by the United Nations, European Union or the United States due to donor funding requirements, Merlin will use the information that you have given for checking that your name does not appear on these lists. Merlin Job Description 6