Country Finance Manager (Re-Advertised)

Internal / External Vacancy Announcement

The Ethiopian Red Cross Society (ERCS) wants to recruit employees in the following vacant positions the details of which are mentioned bellow.

About the Ethiopian Red Cross Society

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 12 Regional Offices, 34 Zonal Branches and 131  District/Woreda Branches, 599 Woreda Red Cross Committee  and 5871 Kebele Red Cross  committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

Purpose of the position

The Danish Red Cross (DRC) International Department’s organisational structure to support the implementation of international programmes / projects moving from a functional and geographical focus (with limited cross organisational cooperation) to a focus on delivering as a united DRC International operation – with a global mindset, strong proximity, expertise, compliance for agility and leadership culture. The International Finance department will be 100% dedicated to supporting the International Department with relevant financial processes, standards, systems and advice aligned with the new organisational structure. The Country Finance Manager will be responsible for ensuring high quality financial management and reporting at county level.

The Country Finance Manager has a functional reporting line to the International Finance Manager (IFM) for all functional finance matters (ie, Standard Operating Procedures (SOP), templates, systems etc.) and a delivery / output reporting line to the Country Manager  (CM) for all delivery (output) matters (ie, financial reports, budgets, advice to local DRC management, priority of tasks etc.). The Country Finance Manager position in Danish Red Cross (DRC) forms part of the Country Office. The Country Finance Manager supports the Ethiopia Red Cross Society (ERCS) through the DRC Country Office in ensuring correct, effective and timely financial management in general and of DRC supported programmes in particular. The Country Finance Manager assists the DRC Country Manager in ensuring effective and timely financial management of the Country Office expenses.

Area of Responsibility

A: All financial management aspects of the financial support provided by DRC to Ethiopia Red Cross (ERCS)

Financial Management of Programmes

• Coordinate and assist Country Office / ERCS in preparing annual and quarterly programme budgets and financial reports to the donors and ensure that the donor specific guidelines are adhered to.
• Coordinate with DRC International Finance Managers at DRC HQ, the creation of country-level grants and projects within the DRC accounting system.
• Control and monitoring of programme budgets and expenditures and ensure compliance with donor and DRC requirements.
• Scrutinize DRC country project and programme financial reports and proactively support the DRC Country team and ERCS to timely submit complete and compliant reports to the DRC Regional Office in accordance with DRC SOPs.
• Provide input to the financial overviews of the DRC region / country project and programme portfolio and follow up on grants allocated to the DRC region/country.
• Support ERCS in the development of (and adjustments to) contracts and agreements, activity plans and financial reports and budgets.
• Undertake quality control of cash requests and quarterly financial statements submitted by partners through the responsible delegates and other staff.
• Process the payment of cash requests from National Societies in the DRC payment system.
• In cooperation with the IFM, coordinate with ERCS the yearly financial and performance audits and unannounced cash counting for programmes in the country, including tender process for local auditors, instruct these and ensure that guidelines are followed.
• Advise ERCS on their financial and administrative systems and procedures including on corruption, fraud or misuse of funds.
• Advice, support and facilitate, in close coordination with the DRC Region / Country Team, ERCS, DRC HQ and partners, the compliant completion/closure of projects and programmes, including, but not limited to, final financial reporting, final external audit, updating of the DRC region / country project and programme portfolio overviews, and recording in the DRC accounting system.
• Data processing into KOMPAS for the reports received from ERCS.
• Prepare and periodically update grant income and expenditure budget for the overall programmes in the country.
• Identify capacity development needs and subsequently suggest, design and assist the DRC Country Team in building the financial management capacity of the National Society, where applicable.
• Periodically undertake field visits to provide on-site support and financial management capacity development of ERCS and, where necessary, also the DRC Country Team.

B. All financial management aspects related to the Country Office finances

Country Office financial management

• Ensure monthly reporting of Country Office Accounts including reconciliations.
• Maintain financial records/documentation and an appropriate and efficient financial filing system according to DRC filing guidelines.
• Processing DRC Country Office payments and, if applicable, work flow (internal) invoices.
• Plan and organise annual audits of Country Office Accounts in coordination with the IFM;
• Coordinate the preparation of annual plans of actions to address audit findings following the external audit reports and DRC internal monitoring visit’s recommendations (if any);
• Booking of all entries into the DRC accounting system.
• Manage cash flow to Country Office.
• Prepare and / or provide input to financial overviews to IFM / Country Manager (CM).
• Provide inputs to the DRC Country Office budget, follow-up on and revise it as necessary.
• Follow-up on time registration on project budgets by staff at DRC HQ and the DRC Regional / Country Office on a monthly basis.
• Prepare the quarterly Consolidated Financial Program Reports.
• Ensure correct posting of transactions booked on programmes.
• Monitor the Country Office Master budget through a monthly or quarterly budget monitoring/reporting process.
• Ensure that delegates monthly time registration are approved by CC and submitted to HQ
• Monitor the country grant portfolio by preparing periodically an overview of the grant utilization progress with a projection of expenditures for the rest of the year and advise CC and the program delegates accordingly.
• Registration of  local grants and assurance of cash pledges to IFRC and ICRC.

C. Support country maanger and programme delegates on financial issues

Support and cooperate with the DRC CM / Program Delegates

• Ensure transfer and accounting in KOMPAS of Delegates working advances.
• Advise on and support the preparation of appropriate and timely financial reporting of delegates and Country Office
• Brief and assist Delegates and other staff on financial issues.
• Advise CM on all matters related to programme and Country Office finances and constantly maintain an overview of the country finance situation.
• Provide advise and Support to Delegates on financial administration procedures and matters

D: Ensure compliance

Ensure that Country Office and Delegates apply DRC administrative procedures and policies.

• Maintain administrative procedures in the Country Office up to date, including financial filing system.
• Responsible for IT management.
• Stay informed of Government rules and regulations relating to financial management and administration (including HR management) in country.
• Ensure compliance with DRC financial management and administration procedures (SOPs).
• Stay abreast of relevant Government rules and regulations relating to financial management, including audit, and inform the DRC regional and country teams accordingly.
• Stay abreast of new DRC and/or partner guidelines on financial and administrative matters and inform the DRC regional and country teams accordingly.
• Provide backup for other DRC Country Office staff, if applicable.
• Provide suggestions and inputs to the continuous development of the financial administration procedures, routines, and processes at regional and DRC level, e.g. by suggesting revisions the SOPs.
• Perform any other task assigned by the IFM and/or CM.
• The Country Finance Manager will participate in relevant internal meetings, development forums, workshops, courses etc. on the request of the CC.
• Contribute to efficient communication and coordination between DRC Head Quarters, the Regional Office, Country Office, Delegates and ERCS on financial matters.
• Monitor and report on any suspicions of corruption, fraud or misuse of funds to CM, IFM and/or to rapport@rodekors.dk

Decision making

In collaboration with the Country Manager, and in consultation with the International Finance Manager, the Country Finance Manager will be responsible for supporting and driving the finance management of the DRC funded projects and the DRC office in Ethiopia.

Communication

• Maintain regular communication with ERCS finance team for coordination purpose and other PNSs in-country Finance Managers
• Communicate and discuss all functional finance matters to the International Finance Manager.
• Communicate and discuss all delivery / output matters to the Country Manager
• Regular communication with International Controller & Advisor
• Regular communication as required with relevant staff in International Department, Accounting, Shared Services.
• Regular communication with in-country delegates.
• Communication as needed externally to donors, National Societies and other Red Cross/Red Crescent Societies.

Expected Results

• Achieving transparent, coordinated and effective implementation of sound financial management of the country office and projects in line with DRC’s commitment to donors and programme documents, budgets and plan of action.
• Improved technical quality of the programmes financial management
• Timely and quality financial reporting to CC and IFM

Revision of Job Description

The job description is indicative. It is the responsibility of the individual to be an active and supportive member of one’s team, department and the Red Cross as a whole. I.e. that as an employee you may be asked to assume additional duties and responsibilities not described in the job description. If changes in tasks and responsibilities over a period amount to more than 25% of the working hours, the employee or department manager may review the job description.

Details of the vacant position

Work unit: International Finance Unit of Danish Red Cross in Ethiopia

Weekly hours: 40, more hours in peak periods

Reporting to: Country Manager (CM)

Terms of employment: Contract for one year

Place of Work:  Addis Ababa, Ethiopia with regular visits to the regions

Refer to

• Functional line to the International Finance Manager
• Delivery (Output) line: To Country Manager (CM)

Based in: Ethiopia Travel requirement 25% travelling days per year to project sites in Ethiopia and other locations according to needs.

Competence requirements

Essential:

• Professional/academic qualification in finance or accounting (min. degree in commerce)
• Relevant experience of minimum 5 years in finance management and programming.
• Experience in preparing budgets, cash flow statements and financial plans
• Experience in preparing narrative and financial reports
• Full proficiency in Microsoft Office and advanced proficiency in excel is a prerequisite
• Excellent communication, planning, facilitation and coordination skills.
• Ability to monitor budgets and plans
• Knowledge and experience of accounting software packages
• Fluency in English speaking and writing is a requirement.
• Good analytical skills
• Good cultural understanding and the ability to build confidence of partners in a challenging multicultural environment
• Excellent networking and facilitation skills
• Ability to work under pressure and respond to deadlines
• Strong team player.
• Organised and self-starter in prioritizing work load.
• Accuracy and fine attention to details.
• Tact and diplomacy.
• Ability to assume responsibility.
• Honest and reliable.
• Dynamic and proactive.
• Willingness to work away from home and participate in field visits
• Readiness to work flexible hours.
• Willingness to travel.

Desirable:

• Experience from the Red Cross/Red Crescent Movement.
• Experience of managing and supporting staff.
• Experience in working in a multicultural environment.
• Experience from working in development and emergency environments.
• Skills in training and developing staff.