Senior Finance Manager at Adventist Development and Relief Agency International

ABOUT ADRA: The Adventist Development and Relief Agency is an independent, humanitarian agency established for the specific purpose of providing individual and community development and disaster relief. ADRA Yemen pursue a mission of changing the world by uplifting one life at a time. ADRA International serves 142 countries and was present in Yemen since 1995. It has more than 1200 aid workers serving in Yemen making it one of the biggest ADRA operations in the world. Its programs are supported by USAID, OFDA, The Japan Platform, DANIDA, German Foreign Office, German Humanitarian Aid, Sida, UNOCHA, UNHCR, WHO, WFP and DFID. It has presence in 14 Governorates in Yemen responding to all areas of humanitarian sectors. ADRA Yemen is undertaking programs in Yemen in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, and livelihoods programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

SUMMARY:
Under the supervision of the Deputy Finance Director, the Senior Finance Manager will dedicate 100% of his/her time leading, coordinating and ensuring the high-quality implementation of all activities in finance department for the Donor funded projects, as well as ensuring timely reporting and compliance with donor rules and regulations. S/He will provide management support in the administration of the financial and physical resources, implementation of internal
controls and the generally accepted principles of international accounting standards. S/He will actively participate in the budgeting processes for current and new projects/programs.

Responsibilities:

The Senior Finance Manager will be responsible (but not limited) for the following tasks:

Treasury management
a) Ensure justified bank selection process, open/close bank accounts under the authority of the ADRA Yemen Board and ADCOM;
b) Oversee the management of bank accounts: control, follow up with and make sure flows are properly lettered (advances, transfers, etc.), check balances and justifications, authorized signatories;
c) Supervise the management of safes and cash: available amount, balance checks, security instructions;
d) Assess monthly cash-flow needs for projects and areas;
e) Manage money transfers, areas cash-supply and amounts in circulation, whilst defining payment procedures (bank transfer, cheque, cash etc.);
f) Responsible for processing fund requests to donors whenever it is necessary;
g) Make sure donors are invoiced on time;

Commitment of expenditures, budget control, & Financial Management
Commitment of expenditure – guaranty budget availability and compliance to ADRA Yemen and donor’s procedures before releasing payments:
a) Before commitment / payment of any expenditure, check authorization levels, budget availability, budget line on which the expense is to be allocated to, ensuring full compliance with ADRA Yemen and donors procedures.
b) In close coordination with the Country Operations Manager or equivalent, negotiate terms of contracts including payment schedule & taxes obligations;
c) Ensure that procurement procedures are strictly adhered to;
d) Follow-up commitments and payments;
e) Ensure financial & budget control;
f) Ensure coherence between orders, quotations/offers, purchase orders, call for tender documentation, procurement memo, contract, invoices, receipts, works/services completion certificates;
g) In close coordination with the HR Manager, ensure that staff contracts are in line with ADRA Yemen salary scale, available budgets and regulations;
h) Review and validate the payroll at the end of each month;
i) Validate partner’s accounting and documentation accuracy and compliance before payment.

Project budget follow-up, mission’s cost control, internal & external audits – anticipate and mitigate financial risks ensuring operations are run in a compliant and cost-efficient manner

• Analyze/report gaps between planned budgets and actual expenses to ensure variances are appropriately addressed;
• Comply with the flexibility rule;
• Anticipate financial risks, present budget updates and mitigation plans to inform timely ADCOM decision making;
• Analyze monthly financial report by reviewing the ledger on a monthly basis to ensure correct posting and allocation codes.
• Prevent and report any financial and operational loss;
• Take the lead on external audit preparation in support to the country compliance teams;
• Contribute to opening/closeout meetings, responses to audit reports, recommendations’ implementation plans.

Project financial cycle management
Under the guidance of the Deputy Finance Director develop project budgets and reports – ensure the financial feasibility of projects, respecting ADRA Yemen and donors’ rules and deadlines.
a) Gather information from the relevant departments to consolidate budgets for project proposals according to project/mission needs and donor constraints.
b Review terms of contract and applicability of terms and conditions to the Yemen context
c) In consultation with the Deputy Finance Director, plan, consolidate, draft & crosscheck with Programs Department (PD) financial reports when required (ad hoc, interim and final), respecting contractual deadlines and rules such as flexibility, eligibility and liquidation period, etc.;
d) Follow-up payments from donors and financial project close-out (contract liquidation).
Other related responsibilities
a) Maintain current knowledge of local government requirements related to financial matters and ensure compliance with tax regulations and other legal requirements;
b) Submit monthly, quarterly and annually financial statements of the project to the Deputy Finance Director, the Director of Finance and Administration and the Project Managers for donors.

Administrative
a) Submit timesheets to be approved by the supervisor.

Performance Indicators:
a) Nil absences during the past year during official organizational working hours other than those coordinated with the direct supervisor.
b) Projects budgets are met consistently without loss to ADRA Yemen.
c) Treasury management is run in a smooth manner.
d) Reports given to the Deputy Finance Director and the Director of Finance and Administration on a regular and timely basis.
e) On time and consistent attendance record.
f) Honesty and integrity in all work activities.

QUALIFICATIONS AND SKILLS:

• Professional Degree in Accounting, Business Management or Economics
• 8 years of project finance management in the development and/or the emergency context
• Experience working in multicultural environments.
• Proficiency in English, Arabic is a plus
• Proven capacity of team leadership
• Three years’ experience in budget control position and reporting for a major donor.
• Experience with GFFO or other major EU donors is a plus.
• Proven understanding of INGO work is a plus…

Other Criteria:
a) Willingness and flexibility to work as part of a team.
b) Proven experience working with Sun Plus accounting system.
c) Good numeric comprehension.
d) Computer literate with very good working knowledge of Microsoft Office, Word Processing, Spreadsheet, PowerPoint, and email software programs.
e) Willingness to work additional hours in order to meet tight deadlines.
f) Excellent written and verbal communication and interpersonal skills.
g) Attention to detail and accuracy.
h) Planning and organizing skills.
i) Honest at all time and conform to the regulations of the Agency and of the Seventh-Day Adventist church.