Finance Manager

Oxfam Novib “Somalia/Somaliland” is looking for a Finance Manager

Duty station: Hargeisa / Somaliland with 50% travel to other areas of operation
Type of appointment: Fixed term
Contract duration: 12 months with possibility of renewal
Work schedule: Full-time (40 hours per week)
Reports to: Business Support Manager
Start date: As soon as possible
Deadline for applications: 8 August 2024

CONTEXT

The Finance Team will be accountable for ensuring that all business procedures are adhered to and implemented in a manner that is compliant with Oxfam policies, standards, and procedures. The team provide a professional, business focused finance service, delivering a proactive solutions-based approach for resolving issues and ensuring that the finance and compliance requirements are effectively managed to deliver organisational results, and support the achievement of program outcomes.

OBJECTIVE OF THE POSITION
The Finance Manager, working in close collaboration with the Business Support Manager (BSM), Finance Coordinators and Officers, with a matrix to field-based Finance Officers will manage payments, and reporting, (management, Donor and statutory) to ensure that financial records are compliant with minimum standards and have oversight over the day-to-day financial transactions undertaken by Oxfam in Somalia. With the support of the Finance team will ensure that financial reports are compiled for review by the CD, manage cash and bank balances, and provide direct support to Programme Managers on variance reporting. The Finance Manager will work with the Finance team to ensure that all financial transactions are properly documented and that day-to-day transacting takes place as efficiently as possible. The purpose of the job is to contribute actively to the development of country plans and strategies, which are aligned to corporate objectives and priorities. The job holder will be responsible for the implementation of financial, strategies, policies and procedures and the provision of quality information to the programme teams, committed teams in the respective functions and to support programme teams and field offices To Manage resources – budget and people, ensuring quality reports and timelines are adhered to and optimal utilization of resources.

KEY RESPONSIBILITIES

Operational Financial Management and Internal Control:
• Ensures that all Finance procedures are consistent with corporate and regional standards, are clearly defined and understood, and are operated effectively throughout the programme.
• Ensures effective, timely, and accurate functioning and monitoring of the complete Info in the financial systems (PASTEL, Info form, Yosas, SAP), including maintaining the completeness and integrity of data within the system, generating necessary reports and authorising monthly data compilation in the system.
• Contributes to the design of and oversees the preparation of regular (monthly/quarterly) management reports (QMRs) to meet the needs of programme managers within the programme and also meet the requirements for regular reporting set by the organisation, ensuring timeliness and accuracy.
• Responsible for ensuring Bank Mandates and Delegation of Authorities updates.
• Responsible for ensuring that all offices have enough funds and liquidity for programme implementation
• Responsible for ensuring that all transactions/finance reports have a clear and complete audit trail both for internal and external audits
• Acts as the direct contact person for both internal and external financial audits including donor-commissioned audits
• Ensures effective Asset management in close liaison with the Logistics. Compliance & Risk Management
• Maintain a risk register for the country programme, proactively review existing risks, identify new/potential risks, and mitigate against these. Bring significant risks, real & potential to the attention of management & ensure timely action
• Advise Oxfam of any changes/development in government policies, statutory requirements with regard to the finance function, and registration of the programme that can affect the implementation of Oxfam’s programmes in Somalia.
• Support the Business Support Manager / Country Director to ensure that the programme adhered to all relevant statutory/legal requirements in Somalia.
• Ensure that the overall programme meets system requirements for the programme (PASTEL, Info form, Yosas, SAP). Provide support in systems compliance to finance teams in remote locations as necessary.
• Take responsibility for the achievement of minimum finance standards in the programme. This will include ensuring appropriate practice in cash, bank management and asset management, partner management, financial accounting, internal controls/checks, authorization limits
• Internal /external audit – take lead in preparing for audits. Support programme staff in preparing for external and internal audits, identifying external auditors, and in the audit process itself. To ensure that audit recommendations are implemented and maintained.
• Flag any foreseeable exposures related to the Programme in terms of budget shortfall to the Country SMT and ensure it is communicated to the BSM and CD.

Contribution to strategy development and implementation
• Contributes to the development and implementation of the programme strategy in close collaboration with the Country Director and the Programme team.
• Provides direct support to the Managers and the programme team on all matters of finance specifically budget preparation, monitoring, control, and reporting with a view to ensuring good financial standards.

Donor Finance Management:
• Contributes to the development of proposals to donors.
• Works with the funding team to manage the preparation of financial reports to Donors according to set deadlines.
• Responsible for ensuring a complete audit trail from primary documentation to the accounting system for accurate and rapid donor reporting and general record keeping.
• Responsible for ensuring proper donor contract management including systems requirements. Budget,

Financial Accounting and Reporting:
• Verifies budgets prepared by the finance officers and coordinators for accuracy and advises on design for optimum monitoring.
• Responsible for ensuring the preparation of the Budget versus Actuals (BVA)preparing analysis on a monthly basis or as and when required highlighting major variances follow-up and action by the CD, BSM and other stakeholders.
• Responsible for ensuring accuracy and timely submission of month-ends and year-end reports including balance sheet reconciliations.
• Responsible for the preparation and updating the annual budget (Global Budgets & Matrix) and forecast for the country programme.
• Assesses the performance of offices in complying with financial standards and ensures adequate internal controls are in place.
• Responsible for ensuring all financial reports – month ends and year-end are complete and submitted to the CD for final approval.
• Review and endorse the monthly payroll of all offices and sign/approves the payslips
• Final technical approval for cash flows, donor proposals, and donor reports.
• Investigate and implement procedures for statutory deductions, social security & taxes are complied with & to liaise with relevant authorities in this respect.

Partners Financial Management
• Lead in the Partner’s Financial Assessment in coordination with the Partnership Coordinator/Manager.
• Ensure that Partnership Agreements are checked and reviewed in accordance to Oxfam and Donors’ requirements before signing from authorised staff.
• Ensure the Partner’s Financial Reports and supporting documents are checked and reviewed following Oxfam and Donors’ requirements
• Responsible for ensuring that partners are monitored and capacitated as regards financial management and other financial-related aspects of the partner’s project implementation.
• To identify and coordinate appropriate training for staff and partners in the areas of financial management, and human resources.
• In liaison with Programme team, develop a Partnership strategy that takes forward the Change Strategy and translates for local use the new global Partnership Policy.

Team Management:
• Leads, motivates and supports the Finance staff in direct line management to work effectively together in their jobs; provides close technical support to finance officers in the project offices
• Responsible for the effective performance management of direct reports, including assessing performance against set objectives and performance Development.
• Establishes effective relations with Programme Managers & other managers for application of dotted line management responsibility of finance staff based in their operating locations.
• Provides covers for BSM or CD post if and when needed.
• To motivate the support team to work interactively with the programme team and to come up with and communicate innovative solutions and systems that allow the programme to serve its overall goal.

Technical Skills, Experience & Knowledge Essential
• Relevant University Degree and equivalent accountancy professional qualifications CMA, ACCA, CPA (K), or master’s degree
• 5 years’ International experience in finance and donor contract management (financial management and accounting, setting up internal control systems / carrying out audits/reviews, and well exposed to the relevant statutory /legal issues that affect Oxfam as a programme and the region as a whole).
• Proven experience in finance management and/or coordination in an international non-governmental organisation in country context which is similar to Somalia.
• Well-developed interpersonal and team skills and proven ability to be flexible in demanding situations.
• 3 years of managerial /supervisory responsibilities, including good training and coaching skills and a willingness to support the development of others.
• Excellent knowledge of financial management and auditing.
• Experience in working with financial / bookkeeping software (SAP / Pastel) and banking software
• Proven computer literacy and analytical skills, Numeracy & attention to detail
• Good negotiation and diplomacy skills
• Profound knowledge of international accounting standards, Kenyan and Somali tax laws and labour laws
• Knowledge of Corporate governance approaches
• INGO and EU donor experience is a must
• Experiences of working in the Somalia context is an added advantage.