Afghanistan: Finance Manager (Afghanistan)

Finance Manager, International Fixed-Term Consultancy

Duty Station: Kabul (Afghanistan) with travel to the provinces (Non-family duty station)

ABOUT IDLO

The International Development Law Organization (IDLO) enables governments and empowers people to reform laws and strengthen institutions to promote peace, justice, sustainable development and economic opportunity. We contribute to creating stable and inclusive societies where every person can live free from fear and want, in dignity and under the rule of law. To learn more about IDLO, please visit our website www.idlo.int or follow us on Twitter @IDLO.

THE POSITION

IDLO seeks candidates for the position of Finance Manager to oversee the Finance Unit in Kabul, Afghanistan that coordinates the implementation of the finance policies, procedures and guidelines for the Afghanistan Country Office, in Kabul and in the provinces in order to provide optimum efficient and effective support to IDLO’s programming in Afghanistan. The International Consultant manages finance activities including the supervision of a finance team in a large country office in accordance with the goals and strategic needs of the Organization. The position is based in Kabul and requires travels to the Afghan Provinces where IDLO operates.

The Finance Manager reports to the Senior Operations Manager. The incumbent will work in coordination with the various programs and teams in Afghanistan and the Finance Unit at IDLO Headquarters in Rome, Italy.

The Finance Manager will perform the following duties and responsibilities:

Reporting

• Take the lead in the monthly financial close of the Country Office (CO) and the production of monthly financial reports.


• Prepare relevant financial reports related to the country office, share with relevant stake holders and assist them in taking any corrective actions identified out of the reports prepared.

Accounts Payables

• Review all expenses generated at the CO level ensuring they are in compliance with IDLO policies and procedures and donor rules and regulations and further ensure accuracy of the data entry process by checking on the correctness of the use of the chart of accounts (account codes), project codes, budget lines and descriptions used when booking transactions.


• Preparing and/or reviewing monthly reconciliation reports and schedules (including advances) ensuring that all outstanding issues are addressed on a timely manner.


• Performing field office balance sheet account reconciliation’s on a timely basis and ensuring that differences or discrepancies are addressed in a timely manner.


• Closely review procurement documents to ensure they comply with IDLO policies and procedures and donor rules and regulations, including but not limited to, ensuring that costs are program related, supporting documentation is complete, accuracy of amounts and proof of receipt of services or goods prior to payment.


• Advice on corrective actions needed if there are weaknesses in terms of document content and compliance issues. Ensure that payments are made only after approval has been obtained from the designated official.

Cash and bank management

• Review and consolidate monthly cash forecasts for the country office ensuring funds are fully reconciled before submitting to Rome for processing. This will include working with program staff to help them develop accurate cash forecasts.


• Ensure adequate availability of funds for program implementation and operational costs at any one time.


• Work closely with IDLO bankers ensuring all interests related to IDLO are in place.


• Prepare monthly cash and bank reconciliation ensuring all issues arising are addressed within a reasonable time.


• Ensure that the country office maintains cash at a minimum and only use cash payments for expense categories that require this type of payment. All other payments should be via check or bank / wire transfer.


• Ensure adequate controls around the management and use of cash, including appropriate cash counts and reconciliations on periodic basis.

Grants and budget management

• Ensure costs are allocated in accordance with the approved program budgets and IDLO chart of accounts.


• Work with program staff to prepare grant budgets to support new proposals or realignments to ensure adequate coverage of costs.


• Review of actual vs. budget results to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.

Supervision and team management

• Supervision of finance department personnel.


• Conduct performance appraisals and set quarterly/yearly objectives for the department and finance staff.


• Provide Finance induction briefing to new employees and budget holders.


• Develop and conduct relevant finance training for staff.

Sub-grants management

• Coordinate with the chief of parties on the sub-granting processes, monitoring and management systems to ensure effective and timely issuance, reporting and oversight of all sub-grants.


• Maintain sub-grant tracking sheet and filing system for all sub-grantees proposals, agreements, financial reports and outstanding advances.


• Review all sub-grant monitoring reports and prepare management summaries of findings and recommendations for discussion with program manager / chief of parties.


• Review the periodic cash projections and cash transfer documents to sub-grantee and advice on potential risk issues in relation to these transfers. Ensure financial reports are reconciled prior to making payments to sub grantees


• Ensure each sub-grantee submits financial and narrative reports in accordance with sub-grant agreements and review financial reports for reasonableness; verifying consistency in programmatic delivery and financial spending.

Audit

• Serves as focal point for all audits (internal and external) and follows up on audit findings and proposed corrective measures including improvement of existing financial policies and procedures


• During audits, facilitate the access of all finance documents and ensure their return at the end of the audit.


• During audits, work with the relevant departments to ensure the auditors receive all required vouchers and ensure the return of these documents immediately after the audit.


• Ensure that all supporting documentation and audit information is prepared and ready for audit purposes.


• Where applicable, ensure that all copies of audit documentation required are clear, arranged in a systematic manner, cross referenced and forwarded to the auditors on a timely basis

Filing financial documents

• Ensure all original documents are properly coded and filed for ease of future reference prior to shipment to Rome.


• Ensure that all electronic copies of all documents shipped to Rome are maintained at the country office, filed electronically and in sequence.


• Ensure that all vouchers related to payments have been defaced with a “paid” stamp.


• Ensure there is access control to the filing section. Where possible ensure that the filing section is secured under lock and key and is only accessed by authorized personnel.


• Ensure that the filing section is adequately protected against fire, floods and rain water.


• Ensure there is control in the removal of documents from the files, ensuring that there is a system in place to release documents and that the same are returned, in the same condition as was given and within a reasonable time.

Other

· Other relevant duties as requested by the supervisor.

IDEAL CANDIDATE PROFILE

Academic Qualifications

· Minimum of a Bachelor’s degree in Commerce, Finance or Accounting with a certified accounting qualification such as ACCA, CPA or CFA is required.

· Master’s in related field is highly desirable.

Work Experience

· Minimum of eight -ten (08-10) years in progressively responsible experiences in finance, with minimum three (03) of those being in the international development sector or in the nonprofit sector.

· Knowledge of, and proven work experience using accounting software, with a preference for NAVISION.

· Solid experience of managing grants and annual program budget of minimum US$ 15-20mil.

· In-depth knowledge of major international donor rules and regulations required. Experience with INL is an asset.

· Onsite work experience in post-conflict countries required, particularly in Afghanistan is an asset.

Languages

· Excellent spoken and written English; understanding of local languages, such as Dari and/or Pashto, are an added value.

Technical competencies

· Very good technical expertise in all areas of finance; compliance, accounting, budgeting, controlling and reporting.

· Proven experience in managing and build the capacity of a small finance team.

· Proven experience in dealing with Headquarters and remote offices.

· Excellent analytical, critical reasoning and problem solving skills.

· Demonstrated ability to effectively use Microsoft office programs and specific finance software applications.

Behavioural competencies

· Team player, with a positive attitude, flexible mind, and good coaching and motivational skills.

· Detail-oriented and able to maintain focus in a difficult-context and fast-paced environment.

· Comfortable working in multi-cultural settings.

· Open to change and ability to work in a transitional and complex organizational structure.

· Ability to work and live in a post-conflict environment, adhere to IDLO’s security policies and regulations at all times.

· Good stress management skills.

· Keen sense of ethics, integrity and commitment to IDLO’s mandate.

COMPENSATION AND BENEFITS

The contract offered will be until 15 March 2017 with possibility of extension based on budget availability.

IDLO offers international consultants based in Afghanistan a competitive remuneration and benefits package in terms of salary, medical and accident insurance, post-conflict insurance, annual leave, sick-leave, home-leave as well as rest and recuperation leave (R&R). The Program runs a five-day working week from Sunday to Thursday. In Kabul, accommodation, cleaning, laundry, meals and a small gym are provided in a secure office and guesthouse. Rigorous security is in place at all times. This is a non-family duty station.

DISCLAIMER AND CLOSING DATE

The above statements are intended to describe the general nature and level of the work being performed by the staff member assigned to this work. This is not an exhaustive list of all duties and responsibilities.

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.

Application deadline is 31 March 2016.