Deputy Finance/administrative Director

SUMMARY OF RESPONSIBILITIES:   The Deputy Finance/Administrative Director is responsible for assisting FAD in administrative and fiscal management of the country office’ projects assuring efficient use of IMC and donor’s funds/resources and program cost effectiveness.  These responsibilities include: administrative and financial management to ensure compliance with IMC and donor regulations and procedures; establishing finance and supporting function policies, systems and procedures, and directing or performing their development, documentation, and implementation.  This position shall assist FAD in monitoring all administrative and financial activities, and keep the country office management and IMC Headquarters advised of all situations, which have the potential for a negative impact on internal controls and country office’ financial performance. As related to accounting or general controllership function, this position is responsible for maintaining all general accounting functions. This includes all transactions related to cash, receivables, fixed assets, trade payables, tax payments and accrued or prepaid expenses; The position has contact with all levels of management as well as headquarters staff, vendors, field staff and independent accountants and auditors.     SPECIFIC RESPONSIBILITIES:   Assists FAD in all tasks, including but not limited to the following:     I.          General Accounting:   Ensures country office compliance with IMC’s established financial policies and procedures.    As needed, develops customized finance policies and procedures of the country office with reference to IMC’s standard Overseas Field Office Finance Manual.   Suggests formats for financial reporting to aid financial statement users to better understand the contents of the reports for decision-making and strategic planning purposes.   Ensures the maintenance of accurate records of financial transactions of the country office (main and field offices)  in order to monitor financial status of all project activities.   Manages the finance department of the country office to meet the financial reporting requirements of in-country management and IMC Headquarters.  This function includes ensuring that all financial reports are submitted on or before the deadlines set and contain relevant information for all the users of the financiail reports. For reference, attached is a copy of IMC’s reporting requirements/deadlines: Directs the preparation of all financial reports for external purposes in respect to accounting, legal and contractual requirements.   Maintains IMC’s system of accounts ensuring all accounting data are updated, reconciled and fully supported.   Manages monthly net assets of the country office by ensuring that on a monthly basis, balance sheet accounts’ (cash, receivable, prepaid and payable accounts) reconciliations are completed on a timely manner and any unusual balances are clearly documented and reported to appropriate level of management.   Maintains updated information of local government requirements related to administrative and financial matters and ensures country office compliance with tax regulations and other legal requirements.   Ensures that allocation of management support costs are done using proper method of allocation.   Ensures all financial disbursements at each project site remain within budget allotments and pertain only to allowable costs.   Ensures that all procurement transactions are completed in accordance with IMC’s standard Procurement Procedures and specific donor requirements.   Liaises with headquarters Field Controller and finance staff regarding all financial matters.   Performs site visits to provide financial control, field finance oversight and staff training.   Performs other duties as assigned. The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.     II.)        Cash and Banking   Supervises and monitors cash inflow and outflow.  This responsibility includes ensuring that all cash transactions are supported by adequate documentations and authorizations, cash balances are monitored to ensure funds availability for program implementation while keeping cash balances in-country at minimum level to safeguard cash against theft and fraud especially on high-risk areas where the country office operates.   Supervises all country office bank relations, accounts with cash facilitators and bank account activities including negotiation of fees, interest and currency exchange rates.   In compliance with IMC Field Office Finance Manual, establishes country policies regarding cash handling procedures including cash holding limits and cash safety procedures.  This function includes ensuring that all field offices are strictly complying with the country office established cash safety and handling procedures.   Oversees the timely preparation, review and approval of all monthly cash and bank account reconciliations.   Ensures that physical cash counts are done in each field site on a regular basis and surprised cash counts are being done.   Establishes in-country policies on advance payments, credit terms, and use of bank payment instruments.   Designs, implements, and monitors systems, procedures and reporting necessary to maintain on a current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate IMC to future spending.   Supervises the preparation of Cash Transfer Requests for submissiong to Split Finance  and ensures that appropriate balances are kept in-country to facilitate grant implementation.   Ensures the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses.   Supervises the collection of all contractual, employee receivables and other forms of receivables.     III.)       Budgeting   Provides assistance to program staff and senior management team in the preparation and revision of grant proposals and budgets. This includes ensuring that all budget proposals are thoroughly reviewed by IMC Headquarter’s before submission to the donors.  Please note that all budget proposals (financial budget, budget narrative and program proposal)  to be reviewed by IMC HQ shall be sent to HQ at least 5 days before the deadline for submission to the donor.   Ensures that all charges to donor grants are in compliance with donor requirements and IMC policy.  This responsibility extends to thorough understanding and application of specific donor rules and regulations and compliance to donor’s grant administrative requirements.   Provides country office management and program staff with monthly program expenditure reports or “Grant Pipeline Analysis” of all active donor grants.  This function includes coordinating with country office senior management team and program staff as regards to future projections, including discussion of issues, which might have negative impact on the program’s completion     IV.)      General Administration Function   Oversees the administration department of the country office.    Make recommendations for restructuring departments as necessary in order to improve information flow, services and to address workplace issues.   Initiates recruitment efforts after completing job description and securing funding   Participates in the selection of new staff. Including:  interviewing, skill assessment, general information on working and living conditions, and security briefings.   Drafts, formalizes and implements a local staff policy. This includes liaising with local government to ensure compliance with national tax and labor regulations.     V.         Country Office Representation   Attends relevant interagency, coordination and representational meetings as required.   Serves as country office in charge of IMC during the absence of the Country Director as country representative and for operations and programming issues.     VI.        Supervisory and Staff Management   Prepares and updates job description of all in-country administrative and finance staff.   Establishes work standards and schedules and ensure their effective implementation in the department; assigns work to employees and trains employees in work procedures and methods; reviews employees’ work for adequacy and take steps to correct inadequate performance; approve employees’ work schedules and time reports.   Manage positions and personnel to make best use of employees; select employees and develop their capabilities; plan for succession of key personnel; counsel employees effectively; administer discipline; handle employee relations matters in accordance with IMC’s Human Resources policies, guidelines and procedures.   Instruction/training/coaching - Evaluates the knowledge and skill level of the staff to perform assigned duties. Determines if the employee requires close supervision and training in all or certain areas of their responsibilities or does the employee require minimal training and guidance. If the employee requires additional training, facilitate and/or coordinate the attendance of classes or seminars to increase the knowledge in weak areas.   Measures the accuracy, thoroughness, and neatness of work. Ensures that the staff is adhering to the policies and procedures set forth in the guidelines. In determining the quality of out put, there is a need to consider the amount of work completed or the working speed and the extent to which the work is completed on schedule. Evaluates the ability to perform a competent job, the dependability, acceptance of responsibility, and the initiative of the employee must be considered when evaluating and supervising the employee.   Performance Appraisals - Evaluates the staff on their anniversary date or as scheduled. If warranted, recommend salary increase within the prescribed guidelines.   Discipline - The purpose of discipline is simple. It is to encourage employees to meet established standards of job performance and to behave sensibly and safely at work. Discipline is a form of training. The objective is to help wayward employees develop their own self-control so that they are not drawn over the line that separates acceptable from unacceptable behavior   Grievance - Make sure there is an atmosphere which induce employee grievances, combined with an attitude that invites employees to air their grievance and a cheerful readiness to deal with complaints justly and harmoniously, has an inestimable value in creating and maintaining good morale.   Follow up/follow through - A very important function in assigning work, or dealing with problems or concerns. Follow-up and follow through has several functions. First, follow up guides subordinates and lets them know that the supervisor is aware of their activities and is there to assist them. Follow through sets a good example and builds confidence in the supervisor. If the employees know that an issue will be followed up by the supervisor there is more belief and trust in the supervisor that their problems will be heard and taken care of.   Troubleshooting - Troubleshooting is very much associated with problem solving. The same basis rules apply. Identify problem; describe the problem; gather the facts; set an objective; determine problem causes; find solutions evaluate solutions and lastly develop an action plan to implement the recommended solutions.