Finance Manager

CONCERN WORLDWIDE IN LEBANON  JOB DESCRIPTION  FINANCE MANAGER         Job Identification  Job Title:                              Finance Manager Location:                              North, Lebanon Reporting Line:                 Country Finance Controller (international post) Staff Reporting:                                Finance Officer Job Status:                          Temporary – 6 months Job Grade:                          Grade 3 Prepared by:                      Emergency Coordinator Date Prepared:                 19 June 2013 Approved by:                    Country Director   Job Summary The Finance Manager will be responsible for sound financial planning, ensuring adherence to Concern’s Finance Manual, donor finance reporting requirement, and the highest standards of financial management and accountability.  It is possible that the Finance Manager will be managed by an international Finance Controller but if this is not the case the post-holder will need to work with limited supervision and remote technical support.  The role will involve training new non-finance staff in Concern’s financial procedures as well as providing day to day oversight of adherence to these procedures.  The Finance Manager will be primarily responsible for preparing country budgets which will involve supporting and scrutinising budget holders in the preparation process.  S/he will monitor Concern’s performance against budgets and provide informed data and analysis to the Country Director and budget holders as required.  S/he will be responsible for meeting monthly, quarterly and yearly finance reporting requirements.      Duties and Responsibilities Accounting and Financial Management a)      Timely posting of books of accounts, journals and cost and donor allocations to ensure smooth preparation of monthly management accounts. b)      Timely review of all cash books received (including from field offices if applicable) in order to meet reporting deadlines. c)       Review of cash and bank payments to ensure that they are properly authorised and supported with sufficient documentary evidence. d)      Regular review of the bank books, cash books and any logistics reconciliations. e)      Maintain and update the balance sheet schedule on a monthly basis f)       Review Head Office and field transactions listings to ensure compliance with set internal controls procedures, including preparation of appropriate journal. Review would extend to confirming accuracy and timing of recharges. g)      Sharing of draft management account with budget-holders in order to improve accuracy of monthly management accounts issued. h)      Review of Monthly Management Accounts against budget and analysis of notable variances, including reporting on same to CFC / CD. i)        Timely and accurate preparation of tri-annual Financial Reporting Pack issued to Dublin. j)        Perform monthly/quarterly reconciliations of Balance Sheet items. k)      Reconciliation of Intra-Company recharges between Lebanon, Dublin and other Concern Country offices. l)        Schedule with finance team steps to meet the financial reporting requirements of country management, Head Office and donors as per agreed timelines. m)    Constantly strive to improve existing financial policies and procedures in consultation with team to ensure best value of money for the organization. n)      Ensure that Concern Lebanon and is complying with all in-country tax laws and obligations. This would extend to liaising with in-country government authorities, contracted accountants and lawyers and ensuring that all required tax payments are accurately calculated and prepared, and presented before stipulated internal and legal deadlines. o)      Prepare other statutory reports as directed by the Country Financial Controller / Country Director. p)      Ensure appropriate and adequate filing systems are established and implemented that will facilitate document retention in line with Concern and donor guidelines and contracts.   Ensure sound management of donor grants a)      Review and finalise donor financial reports in line with donor specified accounting, legal and contractual requirements. Financial reports are to include preparation of narrative reports and preparation of related and accurate transaction listings. b)      Allocate donor funding on a monthly basis using the Donor Allocation Template (DAT), and post allocation to the Great Plains Accountancy system. c)       Provide regular internal reports tracking current spend on donor contracts against donor budgets. These internal reports are to be shared with Program and other interested personnel. d)      Coordinate with programme team to submit any changes (No Cost Extensions, requests for budget amendments etc) to donors as per donor guidelines and timelines. e)      Maintain up-to-date records of all grant payments made by donors and follow-up and supervise the timely collection of contractual and other receivables, including outstanding payments from donors either in-country or through Head Office f)       Coordinate with Administration and Programme teams to maintain up-to-date listing of donor funded assets and their disposal as per donor guidelines.   Budgeting a)      Preparation of tri-monthly and annual budgets and regular updates as required. b)      Assist budget holders with the preparation and revision of programme and project proposal budgets, including multi-annual budgets. c)       Facilitate and provide basic training, technical support and guidance to country programme staff for skills improvement in the areas of budget preparation and monitoring, budget revision, reporting, and internal control. d)      Assist  in the preparation of the Concern Worldwide Lebanon operational budgets and donor budgets during proposal submission           Oversee payments to comply with Concern Required Procedures and Authorisations a)      Review head office and field transactions to ensure compliance with set internal controls procedures and issue monthly report. b)      Review of bank payment requests against In-Country Authority Delegations to ensure that they meet the required internal control and documentation requirements, are arithmetically accurate, and are coded correctly. c)       Preparation and timely submission  of monthly international staff personal account requests d)      Send and accept recharges to/from  other Concern country offices e)      Preparation and timely submission of  quarterly recharges report to Dublin   Manage treasury function and ensure that all Concern and official bank accounts are maintained as per standard procedures f)       Implement reliable procedures for obtaining information in order to prepare accurate cash requirement forecasts for Country Director approval. g)      Monitor bank account and cash on hand balances to manage risks and projected in-country cash needs. h)      Ensure regular bank and Cash reconciliations are carried out. i)        Conduct routine and spot cash counts of cash on hand.   Oversee payroll function to ensure salary payments are accurate, timely and properly recorded a)      Coordinate with HR manager to incorporate all salary and benefit adjustments into payroll b)      Review for accuracy staff payments and Tax adjustments before submitting payroll to Country Director for approval. c)       In coordination with HR Manager, ensure any approved final/termination staff payments and payment claims by staff are made accurately and in a timely manner. d)      Ensure Payroll System is accurately capturing all payroll and related information and that system is being monitored. e)      Ensure Relevant and accurate Payroll reports are being provided to CD/HR/CFC as required and requested.   Management of payments to contractors, hiring agencies and partners a)      Participate in Tender/Procurement Committees as required and check tender documents before publication b)      Conduct due diligence checks of financial management systems and liquidity of any contractors and partner organisations c)       Ensure that partner systems and authorisations are in line with concern systems and procedures and also fully ensure compliance with relevant Donor Spend rules and regulations. d)      Build capacity of partner organisations as necessary e)      Review agreements with contractors and hiring agents to ensure financial management and payment schedules are appropriate f)       Review request for payments and invoices from contractors in terms of compliance with contract and necessary documentation before processing payments g)      Coordinate with programme team to help resolve any financial issues with contracting agencies h)      Coordinate with administration team to help resolve any financial issues with hiring agencies i)        Review Partner reports for accuracy and obtain copies of all back-up documentation for filing. j)        Ensure all partner and supplier documentation stored in line with Donor guidelines and contract requirements.   Audit and capacity building of Concern staff a)      In response to assessed need, facilitate or support training of Concern staff to enhance their understanding of financial management and capacity to apply it to their work b)      Assess quality of any training provided, submit details to HR Manager and follow up with staff to assess how training outcomes are being applied c)       Periodic visits to field offices (if applicable) for support d)      Carry out on-the-job mentoring to strengthen the capacity of Concern field finance staff and assist in the rolling out of new/revised financial procedures or documentation e)      Plan and coordinate external/donor/internal/inter-office audits so that final signed accounts and reports are provided to relevant stakeholders as per agreed timelines. f)       Provide informed advice to Country Director for preparation of Management Response to audits and ensure follow up actions are taken necessary to correct weaknesses as reported in audit reports. g)      Provide the required documents for review by the Country Financial Controller before submitting to auditors h)      Participate in pre and post audit meetings, and take action on Management letter and informal audit recommendations     Support and manage staff reporting to this position a)      Supervision of Finance Officer and any other reporting staff b)      Provide regular support and feedback to post-holders reporting to this role c)       Undertake probation and annual performance reviews frankly and in timely manner d)      Ensure sub-ordinates are clear about their role, expectations and all relevant policies and procedures e)      Support the professional development of subordinates f)       Undertake joint work planning g)      Facilitate communication flows between subordinates and senior management   Deputise for the Finance Controller (or equivalent)  as required Adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct. Support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment. 13.   Contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6). Support Concern’s work in Lebanon by undertaking other tasks as directed by the CFC / CD.       Skills, Qualifications, Experience and Attitude Required   Degree or higher qualification in financial      field from recognised institute Member of, eligibility to be member of,      Lebanese professional association of accountants Registration with international      associations for accountants is desirable Minimum of five years experience in senior      financial management. Excellent communication skills in English and Arabic Must be computer literate with a comprehensive knowledge of MS, Excel & accounts packages High integrity and demonstrated ability to      follow standards Ability to work to deadlines Meticulous and attention to detail Leadership and supervisory skills and      ability to foster team spirit. Ability to work independently Commitment to      ensuring the protection of refugees. Strong sense      of security management and willingness to follow security guidelines and      regulations Commitment to humanitarian principles and values Commitment to Concern equal opportunity and gender practices     CONCERN STAFF CODE OF CONDUCT AND PROGRAMME PARTICIPANT PROTECTION POLICY Concern Worldwide has a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern Staff, consultants, visitors to the programme and partner organization, and the standards of behaviour expected from them. In this context staff has the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Programme participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract employment. Any breach of Concern Staff Code of Conduct or the Programme participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including dismissal.   Counter Terrorism Policy   ‘Concern receives a substantial amount of funding from external donors each year.  Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).    ‘Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant.  For additional information please consult our web site or contact the Human Resource Division in our Head Office.   By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists.’