Director of Finance (DOF)

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JOB SUMMARY

The Director of Finance is to provide leadership and coordinate the provision of comprehensive management support services including accounting, finance and administration to facilitate effective operations of FGAE. Be accountable for the overall success of the realization of the objectives of FGAE in Finance Management, and Treasury Management The occupier establishes strong Internal control system with clear accountability across the association; provide sound financial advice to Board and TMT, provide an effective financial management service to MA, act as the leading interface between management and Board on financial matters and safeguard the asset of the Association.

A.       RESPONSIBILITIES & TASKS  :

Financial Management

1.  Plan, organize, coordinate and control the management of financial and materials resources in accordance with laid down rules and procedures of the FGAE;

2.  Develop, update and ensure compliance with established FGAE administrative and    financial policies, procedures and accounting practices, systems and procedures;

3.  Provide technical assistance in matters relating to accounting and financial management to all budget holders (Directors and Area Managers) and Head, Finance and Administration at the Area Office level;

4. Guide the Association on the use and management of donor resources, ensuring compliance with approved rules and guidelines and demonstrating prudence, transparency and accountability in resource utilization;

5.  Ensures the automation of the accounting and supplies management system at Head office (HO) and Area Office levels for increased efficiency and effectiveness;

6.  Undertake regular financial review exercises with Area Offices to ensure that established policies and procedures are complied with, budget is implemented as approved and that financial discipline is maintained and wastage and all forms of abuse are significantly reduced and or eliminated;

7.  Establish and implement functional systems for implementing budgets as approved at the Head Office level, remittance to Area Offices is done within agree time and schedule, follow up on fund utilization to ensure that funds are properly utilized for intended purposes;

8. Oversees the systematic management of funds as per terms and conditions of grant by ensuring compliance with donor requirement pertaining to budget utilization, cash handling, rerecording and reporting and maintenance of proper documentation management of safe boxes to earn the trust and confidence of donors in the utilization of project resources etc.;

9. Establish and implement functional system for timely preparation of periodic and annual Financial Management reports, checking for accuracy and ensuring timely submission in line with established schedule;

10. Undertake analysis of financial health of the Association on regular basis and advise both the Management and Board on required steps and actions for improvement;

11. Produce and present to Management, the Board and Finance and Audit sub-committee of the Board for review, input, finalization, approval and implementation of suggested actions;

12. Preparing and submitting as appropriate the various organization’s financial reports at regular intervals (quarter, half-year, annual etc) and Income/Expenditure, Balance Sheet and audit reports, cash flows and forecasts to guide management decisions and actions;

13. Undertaking quarterly assessment/evaluation of the implementation of the Association’s budgets (project and consolidated), produce progress reports and provide appropriate advice to the management and the Board on budget performance to inform decisions;

14. Arrange & coordinate the annual statutory Audit and project Audits in a timely and efficiently manner in line with National and Donors’ requirements;

Financial Processing

15. Oversee and lead Annual Budgeting and Planning Process (APB) in conjunction with the TMT; administer and review all financial plans and budgets; monitor progress and changes and keep senior leadership team abreast of FGAE’s financial status and health;

16. Oversee and support the preparation of annual financial statements and the day to day financial processes i.e process accounts parables and receivables, obtain payment authorities, record in accounting system in use by FGAE and prepare for payment, process online payments and record managements;

17. Undertaking analysis of government economic policies and the economic environment to inform key strategic decisions and actions within the Association including design of welfare package, taxation, budget preparation (organization and donor) etc;

18.  Ensure regular reconciliations of all bank accounts, payroll reconciliations and payroll tax summaries is conducted , review and approve all reconciliations;

19.  Put in place functional mechanism for the audit of accounts of all branches based on approved schedule and follow up to ensure implementation of recommendations;

20.  Ensure financial documents are well organized, maintained in a safe place, protected from any loss and damage and filed properly; establishes a strong bank accounts control system which include a guide for analyzing liquidity status;

21. Produce of timely and accurate management accounts with budgetary variance analysis on monthly and quarterly basis for management review, discussions and decision making;

22. Produce annual accounts of the Association as part of the process of conducting auditing of the Association’s financial statement by appointed External Auditor, facilitate the conduct, review reports and make recommendations to the Management and Board on follow up actions;

23. Develop and provide orientation on the Association’s guidelines for budget preparation and implementation and monitor compliance;

24.  Provide support to the Programs Department in the preparation of APB and new proposals to donors focusing on the budget and administrative functions;

Risk Management

23.  Provide leadership to the finance team in establishing a risk management plan to guide management actions and decisions in the event of any shock due to cash flow problems and low funding;

24.  Implement the Board and Management decisions on staff insurance covers and contributory pension scheme, ensuring statutory deductions and timely remittance in line with approved legislation;

Compliance Management

25. Work with the ED to ensure compliance with national government and local authority laws, regulations and requirements;

Procurement and Supplies Management

26. Authorize periodic conduct of market survey and keep updated records/information on prizes to inform organizational decision making;

27. Authorize and recommend for approval of the Executive Director the procurement of goods and services in accordance with established guidelines and ensuring prompt payment for goods and services received;

28.  Establish functional system for distribution of supplies to Area Offices and service delivery points as required;

29. Decentralize supplies management activities for effectiveness and efficiency by developing decentralization policy and procedure guide, conducting orientation and training about the decentralization scheme and monitor as necessary;

30. Lead the development & implementation of effective Fixed Asset policy and procedural manual in line with the decentralization arrangement;

31. Oversee the compilation, updating and maintenance of comprehensive Assets Register for effective asset management system in the Association;

Administration

32. Review existing and new government regulatory policies and legislation on continuous basis and liaise with the leadership on ensuring full compliance, including seeking clarification and legal interpretations (where necessary) to guide management decisions and actions ;

33. Leading directing and coordinating the department operations with respect to financial and human resource management and administration and supplies to facilitate smooth operations within the Agency including providing logistics and management support to meetings, workshops, seminars conferences etc;

34.  Provide support to the Clinical Services Department in the procurement, stoking and distribution of drugs, commodities, consumables etc;

35. Review and advise the Management on compliance with all financial and administrative matters pertaining to donor financial and administrative requirements;

36. Facilitate the conduct of staff performance appraisal exercise and implement decisions arising from the exercise;

37. Designing, maintaining and improving systems and mechanisms for effective communication and information flow within the Association, as well as to partners and stakeholders in the external environment;

38.  Interpret and implement the Association’s policies and procedures manual relating to human resources, office management, accounting and financial management, procurement, recruitment, discipline and staff development/capacity building, promotion and staff welfare. This includes periodic amendment as may be required to remove any ambiguity and ensure consistency;

39. Oversee and manage the office including repairs and maintenance of structures/building, equipment, internet facilities, offices, vehicles etc to ensure maximum functionality and efficiency.

40. Perform other functions assigned by the Deputy Executive Director in consultation with the Executive Director;

Job Requirements

Educational Background:  MBA/MSC/MA/ in Financial Management, Accounting and Finance, Business Administration,

Minimum Years of Relevant Experience:  8 years for experience, which must have a minimum six (6) years’ experience after Master degree ,shall possess relevant professional experience in finance and general administration and management; with /4/ of  years should be in senior managerial or management position;

Desirable : Previous working experience in a multi-funded NGO or private sector. He/she must be familiar with managing donor funds. Computer skill in relevant software is desired.

How to Apply

Family Guidance Association of Ethiopia
Human Resource  and Organizational Development  Division
P.O. Box: 5716
Addis Ababa
Family Guidance Association of Ethiopia is an equal opportunity employer and female applicants are highly encouraged to apply.

For more Information about the Association , please visit www.fgeet.org

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