JOB DESCRIPTION. Roving Regional Finance Manager, WWF-Greater Mekong

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1 JOB DESCRIPTION Position title: Directly reports to: Technically reports to: Supervises: Roving Regional Finance Manager, WWF-Greater Mekong Finance Director, WWF-Greater Mekong N/A None Validity: July 2014 Location: Hanoi, Vietnam Background WWF-Greater Mekong on the ground in Cambodia, Laos, Myanmar, Thailand and Vietnam is working to conserve the region s biodiversity and build a secure and sustainable future for people and wildlife. WWF has a long history of engagement in the Greater Mekong. We helped establish conservation programmes in Thailand in the early 1980s, have been active in Cambodia, Laos and Vietnam since 1990, and most recently established a presence in Myanmar in WWF- Greater Mekong works with government, industry and civil society partners to ensure that, as the region develops, it doesn t squander the natural riches that so many depend on and that drive the region s economic future. We aim to support the countries of the region in realizing their shared vision of a poverty-free and ecologically-rich Greater Mekong (GM). Find out more at I. Major Function The roving Regional Finance Manager ensures the implementation of finance, accounting systems, policies, and procedures for GM, which are aligned to the WWF-GM Conservation Strategy and ensures adherence to Network Standards for F&A good practices, and compliance with all local laws and other statutory requirements in the countries of operation. The roving Regional Finance Manager plays a key role in providing technical support to build up capacity of staff in WWF country offices in Greater Mekong for Truly Global implementation. II. Major Responsibilities A. Budgeting Assist Finance Director in the annual budgeting process 1

2 Be responsible for the monitoring and review of WWF-GM annual core budget, programme and project budgets to ensure donor requirements are met, cost recovery is sufficiently budgeted, and a strong financial position for WWF-GM. Identify and highlight changes to secured funding scenario Monitor expenditure against budgets and advise Finance Director and Project Managers of any significant variances B. System, Policies and Procedures Management Contribute to the development and revision of all necessary F&A systems, policies and procedures to ensure all changes in the country and in local labour laws and regulations are reflected Work as a custodian of F&A systems, policies and procedures, and WWF Network related standards to ensure the compliance with WWF- GM standards and local relevant laws and regulations, and reflect the needs and objectives of the organisation and staff Plan and organise the effective rollout of all F&A policies and procedures to regional employees In consultation with Finance Director, prepare operational manuals or guidelines for projects when necessary Conduct periodical review of the internal control system at WWF-GM to ensure sound financial operation and management Contribute to the development and maintenance of a centralized accounting system to ensure that accounts are effectively managed at WWF-GM Work closely with Finance Director to ensure proper use of accounting systems as documented under WWF International Field Operations Manual to ensure correct implementation and adaptation for local conditions and structures at the WWF-GM Monitor the implementation of an effective cost recovery system across WWF-GM C. Strategy/Action Plan Development and Implementation Participate in the working group to contribute to the development of the F&A strategy for GM Direct the preparation for all audit schedules including WWF's year-end external audit, individual internal project, or WWF-GM audits and provide support during the audits Prepare audit TOR, scope of work, audit contract for external audits of 2

3 projects in charge Co-ordinate and develop a response to the audit reports along with concise plans for implementing audit recommendations D. People Management and Organisational Development Review staffing requirements with Finance Director to ensure effective finance function at WWF-GM Provide orientation and refresher training to staff to help them understand F&A systems, policies and procedures Provide training/technical support to staff in COs in GM towards capacity enhancement in line with Truly Global implementation plan. Maintain an awareness of staff comments and any complaints to identify any areas that may need development or improvement E. Monitoring and Evaluation, Reporting Provide support to monitoring and evaluation of F&A for WWF-GM Provide backstopping service to the Regional Finance Manager on the preparation and review of consolidated financial reports to WWF Intl Report financial status of WWF-GM and individual project/strategy budgets on a quarterly and ad hoc basis to the Finance Director. Ensure timely reporting to donors Prepare year-end accounting and taxation reports to ensure that the organisation complies with legal and organisation requirements Review periodically submission of financial reports and financial operations from country offices to identify problems and solutions. Perform on-site visits to evaluate operations of GM country offices if necessary Prepare finance reports to the Governments when required F. Other Technical Specifics Conduct regular internal control review to ensure sound financial management across GM Co-ordinate with F&A Managers in Country offices, Finance Director of WWF-GM, WWF International to establish project bank accounts Review and monitor the use and flow of funds on all project accounts according to approved budget Oversee the preparation of the organisation s financial accounts to 3

4 ensure that these are presented accurately and on time WWF-Greater Mekong Produce cash flows forecasts and variances against budget projections to assist decision making Produce accurate and timely financial information about the organisation s financial status and performance to enable decisions to be taken relating to the organisation s financial strength and security Ensure that conversion of funds to local currency is done at the highest prevailing rate available at the time. Update and monitor cash flow projections and suggest appropriate investment of excess funds according to established policy Monitor external contracts and services provided by suppliers, consultants to ensure that these are operating effectively and provide the best value to the organisation Oversee procurement actions to ensure the procurement policies and procedures are strictly followed Carry out all necessary actions to ensure that the organisation meets its financial and legal obligations G. Partnership Development and Networking Maintain good working relationships with donors and be a key contact liaison for financial related matters Maintain a close working relationship with the external auditors to ensure compliance with their requirements Promote and build good working relationships with all WWF stakeholders This TOR covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. III. Working Relationships 1. Internal WWF-GM: Work closely with Finance team across the programme and in country offices. Engages with and support WWF-GM staff WWF Network: Work with and provide support to WWF International auditors for related issues 2. External 4

5 Interact regularly with government bodies, donors, counterparts, banks, tax agents, external auditors, consultants, suppliers. Engage with other organisations on HR systems and practices for learning and sharing IV. Requirements 1. Education and Qualification Bachelor's degree in Finance and Accounting, Business Management, Business Administration, or in relevant fields ACCA qualification or equivalent is preferred 2. Knowledge Basic knowledge of environmental and conservation issues in the region Thorough understanding of international and local finance and accounting systems Good knowledge of fund accounting including reporting requirements of major Bi-lateral Aid Agencies Knowledge of information technology to a level to enable sound management of these functions 3. Experience At least 7 years of practical experience in finance and accounting management, Experience in implementing and monitoring the compliance of finance system, policies and procedures, preferably the context of an international organisation Experience in developing finance systems, policies and procedures is an advantage Experience of working in multi-cultural environment 4. General Skills People management, coaching, mentoring and capacity building/development Presentation, communications, and negotiation Interpersonal Virtual support Fluency in written and spoken English and native language Proficiency in MS Office 5. Technical Skills Financial analysis and management Problem solving, and management of conflict and risk 5

6 Report writing Organisational awareness Proficiency in accounting software (knowledge of ACCPAC would be an asset) Crisis management is preferred 6. Ability Working under pressure of deadline Promoting team synergy in a multi-cultural work environment 7. Personality Decisive Detail focus Full of integrity V. WWF's Mission and Values 1. It is part of every staff member's terms of reference to contribute to WWF's mission: WWF s Mission is to stop the degradation of the planet's natural environment and to build a future in which humans live in harmony with nature, by: - conserving the world's biological diversity - ensuring that the use of renewable natural resources is sustainable - reducing pollution and wasteful consumption. 2. It is also part of every staff member's terms of reference to embody WWF's values, which are Engaging, Optimistic, Determined and Knowledgeable. Prepared by: Signature Date: Finance Director, WWF-GM Reviewed by: Signature Date: HR Director, WWF-GM Approved by: Signature Date: Chief Operating Officer, WWF-GM 6

7 Accepted by: Signature Date: Staff member 7