The Finance Manager (FM) works with the Filed Coordinator & Finance Coordinator to ensure the effective financial management of the Base, in compliance with the PUI policies & procedures, donors procedures and applicable National and local regulations.
Role and Responsibilities
Team management:
Participate in the recruitment process of the staffs under his/her direct supervision.
Support the staff under his/her direct management in the fulfilment of their duties
Provide training to the Finance staff and build their capacities
Ensure that the staff under supervision respect the PUI's Internal Staff Regulation
Solve team conflicts, if any occurs among the bases team
Ensure team building among his/her team
Conduct appraisals every six months for the staffs under his/her supervision
Plan and organize the workload of the finance team to ensure timely and quality delivery of tasks.
Monitor staff performance and provide regular feedback and coaching.
Identify training and development needs and support professional growth of team members.
Ensure effective communication and coordination within the base finance team and with other departments.
Promote a positive, respectful, and collaborative working environment.
Ensure compliance with PUI policies, procedures, and code of conduct within the team.
Manage leave planning and attendance of staff under direct supervision.
Financial Management:
Ensure the proper implementation and use of financial, accounting, and budget management tools and procedures, including accounting records, SAGA, budget follow-up (FFU), OFU, LFU, budget projections, cash forecasts, cash management, and cash security.
Provide technical support and guidance to base finance team on financial procedures and tools.
In collaboration with the Finance Coordinator, develop and improve financial management tools and reporting mechanisms.
In coordination with the HR department, verify the accuracy of payroll-related financial data and ensure timely payroll Payment processing.
Ensure proper follow-up of vendor payments and disbursements and participate in vendor account reconciliation in coordination with the logistics and relevant departments.
Review financial documents and transactions to ensure compliance with PUI procedures and donor requirements.
Conduct regular financial checks and controls to identify and mitigate financial risks.
Support the implementation of donor financial compliance requirements and recommendations from audits.
Budget Management:
Providing base level budget follow-up, monitoring, and analysis to Field Coordinator.
Contribute to cost optimization initiatives through effective budget tracking and expenditure analysis.
Participate in monthly budget monitoring meetings by identifying variances, highlighting risks, and proposing corrective actions to the Field Coordinator and the budget holders at each base.
Ensure accurate forecasting of expenditures in coordination with Programme Managers and support departments in the OFU & LFU for the base.
Ensure timely updating of field commitments in the Financial Follow-Up (FFU) based on approved purchase requests and purchase orders.
Ensure the allocation table is updated regularly in collaboration with the HR and Logistics departments.
Monitor budget consumption rates and alert management to potential over- or under-spending.
Support the preparation and revision of budget forecasts when ever needed for a budget amendment.
Verify the correct allocation of expenses to projects, budget lines, and cost centres or accounting codes.
Participate in grant closure processes by ensuring all financial commitments and expenditures are accurately reflected.
Provide budget-related guidance and support to programme and support teams in the base.
Accounting Management:
Ensure that financial and accounting archives are maintained in compliance with PUI procedures and donor requirements.
Ensure that accounting entries are recorded accurately and in compliance with internal rules and procedures and submitted to the Deputy Finance Coordinator according to the agreed schedule.
Be responsible for the reconciliation of all cashbooks of his/her base and ensure discrepancies are investigated and resolved promptly.
Supervise the Base Finance Officer in maintaining and updating cashbooks of base.
Supervise bookkeeping activities of the base and ensure that cash balances and bank accounts are fully supported by appropriate documentation at all times.
Ensure that all accounting documents are complete, properly authorized, archived and filed in accordance with PUI procedures.
Perform regular reconciliations of bank accounts, cash balances, advances.
Review on weekly bases the accounting entries for accuracy, completeness, and proper budget allocation before validation the base accountancy.
Ensure monthly accounting closures are completed within established deadlines.
Monitor outstanding advances and ensure timely justification and clearance.
Support the preparation of accounting documents and schedules required and be Base focal person for internal and external audits.
Ensure compliance with PUI accounting procedures, donor regulations, and local statutory requirements.
Identify accounting discrepancies and propose corrective actions to the Deputy Finance Coordinator.
Cash Management:
Provide the Finance Coordinator with bi-weekly cash forecasts based on budget forecasts, procurement plans, and operational needs.
Coordinate with Finance Coordinator in monitoring cash flow, fund transfers, and disbursements to base.
Supervise and verify weekly and monthly cash counts, ensuring proper documentation and reconciliation.
Ensure the security and proper safeguarding of cash held the base.
Monitor cash balances to ensure sufficient liquidity for operational requirements.
Ensure compliance with PUI cash movement and management procedures and internal control requirements.
Verify that all cash transactions are properly authorized, supported, and recorded.
Monitor cash advances and ensure timely justification and clearance of outstanding advances.
Ensure timely reconciliation of cash balances with accounting records and cashbooks.
Report any cash discrepancies, losses, or irregularities immediately to the Field Coordinator and Finance Coordinator.
Support the implementation of measures to mitigate cash-related risks and strengthen internal controls.
Training the non finance colleagues on the proper usage of cash advances and cash management
Archiving Management:
Ensure that all financial, accounting, payroll, banking, procurement, and contractual documents are properly archived in accordance with PUI procedures and donor requirements.
Monitor and ensure that the base maintain complete and up-to-date electronic financial archives on the shared drive, conducting regular reviews to verify the timely uploading, accuracy, and completeness of supporting documentation
Ensure that supporting documents are complete, properly authorized, and filed in a timely manner.
Supervise the archiving process at base level and provide guidance to finance staff on archiving standards and procedures.
Ensure the security, confidentiality, and accessibility of archived documents.
Maintain an updated archive inventory and document tracking system.
Facilitate the retrieval of archived documents required for audits, donor verifications, management reviews, and external inspections.
Ensure that archiving practices comply with donor retention requirements and national legal obligations.
Ensure that monthly accounting packages and supporting documents are archived according to established procedures and deadlines.
Report any missing, incomplete, or non-compliant documentation to the Field Coordinator and Finance Coordinator and follow up on corrective actions.
Internal Communication:
Ensure that financial information is communicated effectively between the various departments at base level.
Promote effective communication and collaboration between the Base Finance Department and other departments.
Report technical issues, concerns, and operational challenges to the Field Coordinator and Finance Coordinator in a timely manner.
Participate actively in base coordination and base management meetings to provide financial updates and recommendations.
Ensure that relevant financial procedures, guidelines, and updates are communicated to concerned staff.
Provide financial advice and support to programme and support departments when required.
Facilitate the sharing of financial information necessary for base level decision-making and operational planning.
Escalate significant financial risks, compliance issues, or irregularities to Field Coordinator and Finance Coordinator.
Maintain regular communication with base finance team to ensure timely collection and dissemination of financial information.
Organizing regular weekly meetings with base finance team members.
Requirements
Candidates should possess a B.Sc / M.Sc Degree with 5 - 10 years experience.