| Department: | Africa – PMU |
| Location: | Antananarivo, Madagascar |
| Workplace Designation: | Fully In-Office |
| Term: | Fixed-Term |
| Funding: | 100% Direct |
| Line Manager: | Project director |
| Salary: | Based on candidate experience |
GENERAL FUNCTION:
Internews is looking for a Finance and Administration Manager (FAM) for a 4-year project aimed at strengthening citizen engagement in Madagascar, through the improvement of free and safe access to quality information, meeting the needs of Malagasy people.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, with other duties upon request:
We are looking for a highly qualified Finance & Adminstration Manager who will supervise finance and administration operations and report to the Project Director.
The FAM is responsible for the finance & accounting of all programmes managed by Internews. She/He is responsible for keeping proper supporting documentation for all transactions and implementing Internews’ policies and procedures. She/He works closely with the Project Director to ensure the programmes are compliant at all levels of Funders’ rules and regulations.
Key Areas of Responsibility:
ACCOUNTING
- Preparing and submitting to the Project Director a monthly expenditure report.
- Cash and bank reconciliations
- Overseeing and monitoring business advances to project staff.
- Reviewing all programme expenditure reports, monitor burn rates and alerting Project Directors of any budget issues/miscoding. Monitoring the corrections necessary are completed in a timely manner.
- Ensuring payment vouchers are all signed by the Project Director, and that no supporting documentation is missing.
- Overseeing the maintenance of Finance and Accounting files.
- Alerting the Project Director about aging advances issues.
- Maintaining records of Annual Leave
- Supporting the month end closure processes of the books of accounts for Madagascar office.
FINANCE
- Preparing all payments, verification and validation of all documents submitted for payment. Writing cheques and payment vouchers and attaching relevant supporting documentation for review and approval by the Project Director.
- Securing the cash needs of the projects, preparing and submitting to the Project Director and HQ wire transfer requests (WTRs) for approval.
- Managing all banking transactions, including depositing and collating bank statements, processing payments, converting currencies as required. Maintaining banking records including a list of signatories and agents of the Trust. Ensuring that all banking transactions and any change to the bank accounts are approved by the Project Director at all times.
- Managing the office cash flow to minimize transfers between bank accounts in order to provide the best cost management/efficiency.
- Arranging for the delivery of funds as required to programme locations.
- Reconciling the petty cash account as required for replenishment.
- Preparing cash counts on a weekly basis and submitting to the Project Director.
- Preparing financial projections on all programmes on a monthly basis to the Project Director and HQ.
- Ensuring VAT requirements are met.
- Ensuring all programme expenditure is covered by Funders’ obligations and informing the Project Director and HQ of projects reaching 75% of level of expenditure.
- Providing training as necessary to supporting staff.
ADMINISTRATION
- Maintaining filing of Funders’ agreements and their modifications.
- Maintaining an updated travel plan and submitting them as part of the office monthly expenditure report.
- Preparing Procurement Approval Requests and submitting them to the Project Director and HQ for approval.
- Preparing payroll, maintaining HR filing, staff contracts etc as per the legal requirements, meeting tax requirements.
- Maintain an Inventory listing of all assets in the office.
- Ensure the office is up to date with the compliance matters such as Annual statutory returns in line with the Regulatory environment in Madagascar.
- Support procurement process in line with the Internews polices as well as donor regulations.
SUBGRANTS
- Monitoring subgrantees by reviewing vouchers and transactions and advising on best accounting practices and compliance.
- Providing necessary training to the subgrantees.
- Review of subgrantees financial reports
Person Specification:
SKILLS, KNOWLEDGE AND COMPETENCIES
- Excellent organizational skills; demonstrated ability to follow tasks through to completion, over time;
- Self-starter; ability to work independently;
- Multi-tasker; capable of working on multiple projects at one time, often under pressure
- Ability to keep accurate records and statistics
- Attention to detail and a conscientious attitude
- Awareness of administrative and financial regulations and how to apply them to daily workflows
EDUCATION AND QUALIFICATIONS:
- High School diploma or HSE; preference for college experience in accounting or administration
- Excel and accounting software experience (essential) AND ERP Agresso experience (preferred)
- At least 7 years of operational/financial experience, preferably in a nonprofit environment, including working knowledge and experience with government funding sources and contracts
- Solid knowledge of Madagascar legal requirements
- Proficiency in French and Malagasy, good English working knowledge of English