Finance Manager At Danish Refugee Council

Overall purpose of the role:

Under the supervision of the Head of Support Services, the Finance Manager will ensure that all financial functions in the country programme including accounting, payments and banking, payroll, budgeting, financial reporting, grant financial management and compliance are done effectively and in a timely manner. The Finance Manager ensures compliance with donor regulations as well as DRC’s internal policies and procedures and local Government regulations such as tax, social security. The Finance Manager will directly manage and supervise the Finance staff at the Country Office and technical supervision to the Finance staff in Field Offices. This role also provides financial support to Program staff in budgets and budget status reports.

Responsibilities:

Financial Accounting, Management and Reporting:

• Establish and maintain internal financial procedures compatible with the country’s law, DRC’s Operations Handbook, and donor requirements.
• Ensure that proper financial procedures are adhered to and maintained at Country and field offices, in coordination with the Area/ Based Managers & Support Services Manager in compliance with DRC rules and regulations.
• Lead over month end accounting cycle in Dynamics including bank & cash reconciliations.
• Maintain timely and accurate accounting records in compliance with DRC policies and procedures for Sudan Operation.
• Manage day-to-day accounting functions, including regular cash verification, cash/bank reconciliation, monthly cashbooks closing, advances’ reconciliation, MEC file reconciliation and ensure timely submission of accounts to HQ finance desk
• Ensure payments to suppliers and recurrent expenditures are made in a timely manner and authorization done as per Area IDRA
• Ensure adherence to donor rules and regulations as regards financial transactions in Sudan Operation
• Ensure all financial documents are filed and archived systematically and safely stored.
• Ensure cash flow of field offices are maintained; Coordinate with program managers to get projections, consolidate and send to HQ.
• Work with and support Budget Holders in budget preparations, revisions, monitoring and follow ups; also, to prepare expenditure forecasts and ensure that adequate funds are available for program activities.
• Track accounts payables, advances & liquidations, prepayments and cross charging to respective grants and reconciliation of Dynamics records with DRC Cash books on monthly basis.

Grant Management

• Focal person for budget development (new + revised proposals) includes defining FO envelope at concept note and proposal stage in line with DRC budget development tool.
• Coordination with grant unit team to define budget template and set criteria and timeline.
• Assist SSM in conducting budget follow ups and monitor grant spending plan; Liaise with Program Managers for regular budget monitoring.
• Focal person for donor reporting.
• Assist HoSS and HoP in reviewing monthly BFUs/ FFU.
• Focal person for developing and updating Master budget. Identify gaps in the Master budget at activity level.
• Support supply chain team in developing and monitoring their budgets.
• Support CO in development and implementation of shared cost allocation tools.

Audit

• Audit focal person for internal and external audits, conducted in CO offices, this includes coordination with field PMs in gathering the required info for the auditors.
• Developing audit register and track audit findings through program managers’ orientation over common issues.

Team Management & Capacity Building

• Works closely with the HoSS to implement, improve, and maintain financial management policies, systems, structures, and procedures within Sudan Operation
• Provide technical support to the field/area offices-based finance staff as well as providing leadership to the finance staff in CO.
• Proactively identify and act upon deficiencies and areas for improvement for Finance team, providing training and other capacity-building where necessary to ensure that finance staff capacity is continuously developing.
• Conduct on job training Budget Holders, guiding them through Budgeting, donor compliance and compliance to DRC handbook.
• Create a sustainable work environment of mutual respect that attracts motivated, skilled, and effective team members and enables them individually and collectively to strive to achieve excellence.
• Heavy user for the DRC Dynamics (ERP) System and responsible for training other finance staff in Sudan on the use of the system.
• Periodically organize or coordinate specific workshops/trainings for program team as well as Operations Support Team on finance matters.
• Review and revise Job descriptions of finance team and perform performance reviews.
• Review current finance structure, recommend, and implement changes in light of country nationalization strategy.
• Build capacity of key team members for effective succession planning.
• Support finance staff in all assigned field offices in maintaining accurate and complete accounting database and filing.

DRC Dynamics ERP System

• Ensure proper training and application of DRC Dynamics finance processes in the area/field offices.
• Apply reports and data analytics from DRC Dynamics finance system to improve finance performance.
• Ensure ERP finance functionalities are properly used by concerned staff and team has proper knowledge and access to information to use DRC Dynamics.
• Focal person for area finance teams in relation to Dynamics.

Technical Support to Sub-Partners

• Work closely with partnership staff for assessment, review, and selection.
• Provide technical support on budget development, review, and finalization.
• Review and validation of partners’ financial report
• Provide capacity building on financial aspects, reporting, etc to Sub partners.

As a Manager the post-holder is responsible for the following:

• Accountable for achieving DRC’s strategic goals and objectives within the area of responsibility.
• Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources.
• Accountable for people management of direct reports. This includes hiring & firing, objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc.
• Accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC.

Additional Tasks

• Ensure an ongoing, accurate both physical & digital data filing system for all Finance vouchers in the Country Office and relevant documentation in the program finance offices.
• Ensure master in the DRC Dynamics (ERP) System and responsible for training other finance staff in the Country Office as well as in the Area offices.
• Support on managing special projects, assigned by the Head of Support Services.
• On request, perform any other additional duties assigned by the supervisor(s) in order to allow the organization to function optimally.
• This job description is not a definitive task list but has been done to clarify the responsibilities of the employee.

Experience and technical competencies

• Bachelor’s degree in Business Administration, Finance or Accounting (or related degree)
• Certified Accountant Qualification coupled with 8 years’ relevant experience will be considered in lieu of Bachelor’s degree
• Minimum 6 years of international practical experience in financial management
• At least 3 years of experience working with an INGOs.
• Minimum 3 years of experience in team management
• Highly collaborative and able to establish positive working relationships with senior level management and all other stakeholders to maximize cooperation and productivity.
• Must be able to maintain highest level of confidentiality regarding work-related information and data.
• Excellent communication skills
• Proven experience in managing large budgets.
• Advance proficiency in Excel
• Experience working with Automated accounting and Finance Software
• Proven ability to work under pressure and meeting deadlines.
• Excellent financial and analytical skills
• Ability to work in multi-cultural environment and a good team player.

Languages:

• Full professional proficiency in English
• Arabic is desirable

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Conditions

Contract: Twelve months’ contract with possibility of extension, subject to funding and performance. Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for International staff or under terms of employment for National Staff in Sudan. This position is graded at M.F

Start Date: Nov 2023

Duty Station: Gedaref with travel to field offices

Reports to: Head of Support Services