With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local – Fixed Term Employee (Fixed Term)Job Description:

PURPOSE OF POSITION

This Purpose of Position will be used in the WVI or local Careers site, and if applicable, advertisements.

Please describe the role in 2-3 concise sentences. Focus on the core of what this role is supposed to achieve. Describe the purpose of this position and how this position contributes to achieving department objectives and the management and performance of others

To Coordinate Financial and Administrative activities for all WV Programs within the Cluster in line with WVI Burundi policies, procedures, guidelines and Donor standards to support achievement of Child Wellbeing Outcomes. This role is responsible for Financial Reporting and accountability, Coordination of all Disbursements activities for the Cluster with Shared Service Center and Head Office, Fixed Assets Management, Budgetary Planning, Management and Control, Liquidity and Ecocash Management

This position will report administratively to the Cluster Program Manager and by Matrix to the Field Finance Supervisor.

MAJOR RESPONSIBILITIES

Financial Planning, Budgeting and Control.

• Participate in Annual Planning and budgeting process and prepare Area program budgets in LEAP format and in Horizon.
• Participate in semi-annual budget review meetings and take appropriate actions in budget amendments in Horizon and Sun systems ledger.
• Prepare monthly budget expenditure against Budgets reports to inform management decisions.
• Review all purchase requests and payment requisitions against approved budgets.
• Ensure all the Projects spending is done as per the approved budget and activities to ensure no overspending occurs and underspending is within acceptable limits.

Closely monitor CAL spending (including SCR) Vs approved Budgets to ensure that there is no overspending.

Financial accountability/reporting

• Prepare accurate and timely monthly, semi-annual and annual financial reports for relevant stakeholders
• Review and analyze sun system reports for the Area Programs such as Core Project Financial Reports, Program Financial Reports, Advances & Payables Aging on monthly basis and share with Cluster management
• Coordinate and convene monthly field financial review meetings at cluster level, identify and investigate variances, document and take necessary action.
• Follow up on monthly expense reports for advances given to partners for financial reporting
• Manage business and travel advances in line with FFM

Cash and Liquidity Management.

• Monthly reconciliation of Ecocash statements and the WVI Burundi ledger, ensuring that all outstanding or reconciling items are current.
• Ensure Compliance to the Financial and operational guidelines to the Management of Ecocash.– eg No inter-project borrowing without competent approval.
• Timely monthly cash funding requests done in line with Clusters AP’s detailed implementation plans.
• Ensure all Clusters operate within acceptable Minimum Cash Target Low.

Risk Management

• Facilitate internal and external audits and ensure timely submission of management responses
• Review all transactions in line with established WV internal controls
• Follow up on all audit recommendations on cluster audits to ensure 100% implementation.
• Participate in preparation of Internal Control Self-Assessment Templates.
• Ensure that new Partners have undergone Blocked Party Screening.

Capacity Building of staff and partners

• Build capacity of the project accounting staff as well as non-financial staff in financial management
• Build the capacity of partners on financial requirements and donors requirement
• Conduct orientation on finance and finance policies to newly hired staff

Disbursements Management.

• Ensure timely payments of suppliers and staff.
• Review codes for all transactions for accuracy and ensure appropriate posting in the general ledger
• Ensure proper filing system for all financial transactions in place
• Ensure all transactions are adequately supported by backup documents before payment is made

Timely submission of invoices to Shared Service, timely action on queries and follow up on any pending invoices.

Management of Fixed Assets.

• Ensure that the Area Programs and cluster office keep updated Asset Registers, consolidate and send to National Office on Quarterly basis.
• Perform Fixed Assets Inventory at least once per year.
• Reconciliation of account 811 & 880 and Fixed Assets Register.
• Ensure all assets are tagged and all movements are tracked.
• Ensure WV warehouses and stores are well managed and monthly i Monitoring of Fixed Asset Transfers and Disposal through records keeping.

Administrative Responsibilities – Fleet management and Accountability.

• Review all fuel requisitions and analyze fuel invoices before posting to general ledger
• Ensure all motor vehicles repairs and usage are duly approved
• Ensure safe custody of all cars.Motorcycles and log books
• Review all motor vehicle and Motorcycle monthly usage reports and take immediate action as necessary.
• Analysis of account 170 (Fuel) and ensuring that all prepayment of Fuel is accurately ant timely retired Justified.
• Provide technical support on Fleet management to ensure efficiency & compliance and monthly Fleet analysis report (maintenance and fuel cost) for management informed decision making, and review Vehicle reports before submission to NO Fleet Team.
• Follow up monthly fleet reports and ensure they are submitted to Head office by 5th every month and book in the ledger.
• Reasonable costs for repair and maintenance of M/vehicles & M/cycles
• Projects stores ledgers updated once the items are bought.
• GRN and GIN are properly recorded once the items are received/ issued from store.
• Quarterly stock taking is done.
• Ensure that proper Custody and use of Fuel Cards and management of any Fuel stocks within the Cluster.
• Management of Outsourced Cleaning Services to ensure cleanliness of Cluster Offices.

Strategic Networking and Partners Financial Management.

• Review partner’s financial systems to ensure they have sufficient internal controls and risk mitigation strategies to manage funds.
• Ensure timely transfer of funding to and accountability by partners.
• Review of partner’s accountability documents to ensure they are in line with WV Financial policies and any relevant donor requirements.
• Timely booking of Partners reporting in the ledger
• Analysis of relevant Partners (T3) accounts to ensure balances are current.
• Participate in financial assessment of potential partners
• Assist partners to provide accurate and timely financial reports.
• Assist programme staff to review partners monthly or quarterly plans of action and make recommendations for improvement.
• Monitor compliance of partners to donors or finance requirement

People Management

• Motivate staff and inspire staff engagement for increased productivity
• Facilitate on job training and coaching as appropriate
• In collaboration with staff establish annual performance agreements
• Support development of individual development plans in alignment with individual career path and organizational goals
• Conduct mid-year and annual performance reviews

KNOWLEDGE, SKILLS AND ABILITIES

Bachelor’s degree in accounting, Finance or Business Administration or any other related field

Minimum 5 years’ experience as an accountant preferably in an NGO.

Experience in working with INGOs accounting

Technical Skills & Abilities:

Very good computer skills in Excel & Sun-systems software.

Demonstrated ability in supervision Experience in managing donor funds Working knowledge of Grants operations, finance services and practices Good planning and organizational skills Customer service approach using tact and diplomacy in dealing with staff-related to work environment needs Ability to maintain effective working relationships with all levels of staff and partners Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context

Applicant Types Accepted:

Local Applicants Only