POSITION DESCRIPTION SENIOR ADVISOR - OPERATIONS REPORTING TO: CHIEF OPERATING OFFICER LOCATION: HEAD OFFICE, BARBADOS SUMMARY OF RESPONSIBILITIES The Senior Advisor - Operations is the key stakeholder for managing the finances associated with all the Agency s projects, accounting systems and financial records for the Agency. The Senior Advisor - Operations is also responsible for the expenditure and control of all the Agency s financial assets. S/he will ensure that each project is appropriately staffed and will ensure that the financial components of the various projects undertaken by the Agency are managed in accordance with international standards. S/he will supervise the co-ordination of salary administration and manage the relationships that the Agency has with its consultants and suppliers. KEY RESPONSIBILITIES COMPLIANCE/DUE DILLIGENCE Establish and maintain effective systems of financial management for the Agency in accordance with Operational procedures relevant European Development Fund (EDF) and Accounting regulations including: o Maintenance of the General Ledger and sub-ledgers o Treasury management o Management of monthly and annual expenses Ensure that expenditure is in accordance with the Agency s requirements and procedures.
REPORTING Disseminate information to stakeholders and report on activities within the specified time periods in keeping with the Agency s procedures and guidelines. Submission of all relevant documents to all funding agencies. Prepare monitoring reports for submission to the Steering Committee KEY RESULTS REQUIRED Supervise the coordination all Agency-wide staff-related matters including recruitment and selection, performance management, salary administration etc. Manage financial Assistants, Reception and Office Assistant Define personal performance objectives and adhere to Performance Management guidelines. Initiate one's own periodic performance reviews for completion along with the Executive Director (ED). Lead in line with leadership standards of the business - provide coaching and mentoring for staff. Organise and chair unit meetings/ briefings as required. Design, implement and monitor all financial procedures within the Agency. In the interest of due diligence and to support compliance with donor requirements, assist and advise on the budget planning process in the overall development and implementation of work programmes. Review units (Core and Operations) financial performance actual vs. expected on a monthly basis. Conduct periodic financial reviews of general Agency procedures to ensure quality and relevance. Advise the Chief Operating Officer on any organisational matters.
Implement measures to support the sustainability of the Agency. Ensure the efficient and effective financial administration of the Agency. Monitor the financial administration of the various projects undertaken by the Agency to ensure that funds are available to finance the Agency s operations. Control project expenditure to ensure that they fall within approved corresponding budgets. Ensure that all projects are executed in accordance with donor agency procedures in conjunction with Human Resource and Chief Operating Officer support enforcement of Agency regulations where non-compliance occurs. In conjunction with Chief Operating Officer and key stakeholders prepare annual budgets, work programmes and audit reports. Prepare financial reports and project progress reports as required. Develop and maintain an efficient costing and pricing system for the Agency s products and services. Coordinate and ensure timely completion of annual external audit. Report on the finances of the Agency to the Board at their bi-annual meeting. Assist in the preparation of financial information for Board Report Any other duties as required by the Agency, including project related activities. CORE COMPETENCIES Sound knowledge of CARIFORUM countries and their accounting systems. Excellent analytical skills. A strong business orientation. Demonstrated ability to accept accountability, assume leadership and initiative. Excellent organisational skills.
Excellent team working skills. Ability to work effectively in a multi-cultural, diverse, dynamic environment Excellent project monitoring skills. Strong problem-solving capability. Excellent oral and written communication skills and effective presentation skills. Proven relationship management skills along with sound leadership and negotiation skills. Ability to adhere to confidentiality and integrity guidelines. Superior financial management skills. Ability to meet multiple deadlines. Ability to work effectively under pressure. Fluent in English; ability to communicate in French, Spanish or Dutch desirable. Proficiency in the use of Microsoft Office programmes especially Microsoft Word, Microsoft Excel and Microsoft PowerPoint. Knowledge of ACCPAC would be an asset. TRAVEL DEMANDS Travel will be required at least twice per annum. EDUCATION/EXPERIENCE/CREDENTIALS A Graduate Degree in Accounting or Finance or a Professional Accounting Designation
A minimum of 5 years working experience in an accounting environment. Experience working in a senior accounting role in a large project environment is desirable. Highly computer literate with Sound knowledge of Accounting software (ACCPAC) and other appropriate computer software applications. Experience with EU Programmes or knowledge of EU (EDF) Financial Procedures desirable. A CARIFORUM national.