Finance Manager

Pact Ethiopia is a field office of “Pact” an international non-governmental and non-profit making organization with its headquarters in Washington DC. Pact Ethiopia exists to build local capacity to enable systematic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy and enjoy the benefit nature provides. For efficient execution of its duties, Pact Ethiopia is looking for an enthusiastic, creative, energetic individual to fill the following position.

 Overview:

The Finance Manager is responsible for overseeing all financial activities at the country office contributing ‘s to the achievement of Pact/overall objectives. The post holder will provide direct management support to finance staff under his/her supervision. S/he is directly responsible for implementation of all financial activities and the enhancement of staffs & partners’ capacities throughout the process. S/he is responsible for the design, development, implementation, and maintenance of an effective financial management system that reflects Pact’s strategic direction and priorities. As such, s/he has a responsibility to promote coordination and communication between and amongst departments and staff to ensure effective and efficient utilization of resources. The post holder will ensure that the activities under the finance unit are implemented as per the policy and procedure set by Pact and that technical quality is of the highest standards. S/he coordinates financial management support to individual projects, and platforms. This support also extends to a wide range of NGO and CSO partners. S/he is also responsible to provide training and mentoring service to Pact staff and partners in the area of Finance. The post holder is responsible to follow up the implementation and effective and efficient use of the accounting software. S/he is also responsible for ensuring the generation of regular and ad hoc financial reports for internal and external purposes. S/he will contribute to strategic planning and new business development discussions and will maintain effective working relationships with key actors and partners.

SPECIFIC FUNCTIONS AND RESPONSIBILITIES:

Job Responsibility #1: Staff Management

• Provide regular support and supervision to staff under his/her direct line management. This includes (but is not limited to) the formulation of individual performance (with agreed indicators of achievement) based on project work plans and/or job descriptions. It also includes regularly scheduled supervision and performance management meetings to assess progress against agreed outputs
• Build the technical and managerial capacity of staff under direct line management and
• delegates tasks for the efficient performance of activities
• Identify support requirements in coordination with program managers to formulate a unit’s work plan.
• Ensure a capacity and training needs assessment is conducted for Pact staff and that findings are incorporated into the overall staff development plan of Pact.
• Prepare and participate in the articulation of organizational policy and administrative decision-making.

Responsibility #2 Financial Management

• Designs and uses sound internal financial control system to safeguard assets, records, and documents of the organization.
• Help prepare and monitor local budgets for existing projects and prepare accurate cost estimates and budgets for new proposals.
• Ensures an efficient and effective financial delivery that will enhance the image of Pact.
• Ensures the communication of organizational policies and procedures within the organization, and with other stakeholders.
• Follow up the closing of the accounts monthly and facilitate year-end financial closing
• activities.
• Monitor operating/ administrative expenses and external funds and identify issues for discussion with Pact Management.

Job Responsibility #3: Cash and Bank Management:

• Ensures sufficient funds are available to meet the project/ program and all Pacts’ commitments.
• Supervises the preparation of monthly bank reconciliation statements.
• Arranges and follows-up change of cheque signatories.

Job Responsibility #4: Grants Management

• Facilitate the development of sound selection.
• criteria and guidelines for identifying partners and selecting project proposals for providing sub-awards for all projects.
• Facilitate the development of a financial monitoring and evaluation guideline, which reflects programmatic, technical, and administrative requirements at partner level.
•  Participate in the process of organizational capacity assessments for new partners. Provide advice and guidance to partners regarding financial matters and reporting requirements.

Job Responsibility # 5: Coordination

•  Organize and coordinate the overall financial activities of all projects and take ‘part
• in management team decision-making and wider staff management and development
• issues.
• Participate in regularly scheduled meetings with project teams, participate in wider coordination meetings (as per the agreed organizational meeting schedule) and ensure
• dissemination of minutes to appropriate departments and or staff in Addis Ababa and Sub offices.
• In collaboration with the line manager, arranges study tours and experience sharing visits related to the financial activities.
• Ensure evaluation reports are prepared by participants of study tours and that feedback is used to improve subsequent activities.

Job Responsibility #6: Learning and networking

• Liaises with all stakeholders and represent Pact in policy forums and workshops on finical issues.
• Keeps up to date with developments in the financial issues, including best practice
• examples within the country and internationally, and ensure ongoing personal
• development and learning.
• Ensures the communication of financial management concepts within the organization with partners and other stakeholders
• Participates in the documentation and dissemination of lessons learned and best practice.

Job Responsibility #7: Strategic Planning

• Participate in the formulation of strategic and policy decisions related to the design, development, implementation, and evaluation of sound financial management system.
• Monitor the appropriateness of the existing financial management system and /or approaches and propose changes for improvement.
• Monitor contributions of finical related activities towards the fulfillment of the country strategic objectives.
• Take initiative in identification, formulation, and pursuance of new business development opportunities for all programs.

Job Responsibility #8: Reporting and documentation

•  Analyze financial statements and other related reports to identify problem areas, take remedial action where necessary and makes appropriate recommendations to Senior Management Team.

Job Responsibility # 9: Auditing

•  Serves as liaison with external auditors, facilitates internal and external audit undertakings

• Prepares responses to audit findings arid follows-up the implementation of audit recommendations

Reports to: Regional Director (HOA)

Supervises:  Finance officer, Accountant & Junior Accountant

Duty Station: Addis Ababa with possibility of frequent field travel

QUALIFICATION AND EXPERIENCE

EDUCATION/TRAINING

• First Degree or master’s in accounting, Finance, or related Social Science fields.

EXPERIENCE

• Master’s degree and 9+ years relevant experience or equivalent combination of education and experience, including 5 years of management experience

COPMETENCIES

• Initiative, accountability, integrity, professional excellence, building partnerships, coaching/mentoring, contributing to team success, leading through vision and values; negotiation, proactive problem solving, managing performance for success, facilitating change.

CONTACTS/KEY RELATIONSHIPS

• The incumbent is expected to establish and maintain open and cordial relationship with GOs/CSOs, GOs and other stakeholders in order to obtain the required support and collaboration for the smooth coordination and implementation of Pact activities.

WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED.

• The post holder will be stationed in Addis Ababa with possibility of frequent field travel.