Job Offer
Job Title: Finance and Administration Manager (Fluent in English and French)
Location: Bunia, Ituri Province, DR Congo
Department: Trócaire DRC Office
Date: July 2015
Ref: 15-DRC-03
Description of the department:
Trócaire is one of Ireland’s leading agencies working for global justice and promoting human development. The International Department is responsible for Trócaire’s programme work in over 20 countries throughout Africa, Asia, Latin America and the Middle East.
Background to the Role:
The purpose of the country unit in Trócaire’s structure is to deliver results for poor people, achieving change through development, humanitarian and advocacy work which empowers poor and marginalised people to take increased control over decisions that affect their lives and to improve the quality of their lives. The country is also responsible for contributing to the achievement of Trócaire’s overarching goals in relation to international advocacy, campaigns, communications, fundraising and marketing.
Our DRC office opened in 2008. Since 2014 Trócaire has been gradually concentrating its activities on Ituri to implement an integrated programme through local partner organisations on the interrelated issues of community resilience and women empowerment and to increase the quality and scale of our humanitarian response.
The DRC office is managed by a Country Director based in Kinshasa. The Bunia office was established recently and will gradually become larger than the Kinshasa office through staff relocation and recruitment of new staff to enable us to deliver on our ambitious new strategy.
Reporting to: Country Director
Managing: Programme Accountant and two Finance Officers
Contract Type: Fixed term. National contract governed by the Congolese labour law
Contract Duration: Two years (renewable), six-month probation period
Grade and Scale: DRC Management Scale (Grade 6)
Scope of to the Role:
The Finance and Administration Manager (FAM) will have overall policy and management responsibility for the finance and administration functions for the DRC office and programmes. Responsibilities include general financial control, human resources, general administration, financial management, treasury and budgetary functions. The FAM will work in close collaboration with the Country Director and the Programme Manager to achieve the strategic and operational goals of Trócaire in DRC. Responsibilities will include but are not limited to:
Ensuring that Trócaire and partners comply with donors’ requirements
Production of financial reports as required in a timely manner.
Effective budgets management through spending strictly within the approved budget limits.
Ensuring our online finance system, Agresso is up to date at all times.
Ensuring programme staff are supported in the financial management of their programmes.
Sound management of bank accounts, internal controls and safeguarding of Trócaire assets including cash.
Managing all administrative duties in the Bunia office to include, logistics, IT and human resources
Responsibilities:
Finance and Governance in Partner Organisations
Play a lead role in or support the programme accountant on training partners on compliance with donors’ audit and financial management and corporate governance requirements.
Review the programme accounts monthly and annual reporting on financial capacity building of partners and partner reviews, follow up to ensure these reports are completed within set timelines and in line with the requirements of the Trócaire partner governance & finance manual.
Contribute to strategy at country level around partner capacity building, as a member of the country management team.
Financial Control and Reporting
Ensure timely & accurate preparation of monthly management accounts for budget-holders and country management to ensure that management can monitor budget utilisation and take appropriate action on any significant variances.
Ensure timely & accurate preparation of reports for Trócaire Head Quarters.
Closely monitor all country activities and keep the country director and international accountant advised of all situations which have the potential for a negative impact on internal controls or financial management.
Finalise year end accounts for the external auditors and provide any ad-hoc financial reports as required.
Play a lead role in managing donor and internal control audits as required and the response and implementation of any recommendations.
Maintain an effective & efficient system of internal controls which comply with Trócaire’s financial guidelines.
Ensure adequate controls over cash & bank management are constantly monitored & updated to minimise the risk of fraud or misappropriation.
Assist with investigations into alleged fraud or irregularities including with partner organisations.
Ensure that the country financial operations comply with legal & statutory requirements e.g. audit & financial reporting to all relevant national authorities.
Ensure efficient and effective treasury and foreign currency management practices are in place.
Follow up on the fund/Institutional funds reconciliation process on an ongoing basis until consumption of all related funds. Ensure that an internal final report is prepared with an overview of expenditure.
Assist the country director in the management of the risk process, including acting as control owner over relevant corporate governance and financial management risks and ensuring that appropriate controls and mitigations are both in place and regularly reviewed.
Review donor reports ensuring financial information is in line with donor requirements.
Staff Capacity Building and Networking
Provide technical financial advice and expertise to the country director, programme staff, programme accountant and finance officer.
Undertake financial training of budget holders, to assist them in making decisions based on financial reports.
Undertake financial training of the country team to ensure an understanding and awareness of Trócaire’s financial and internal control procedures.
Direct line management of the finance officer, finance and admin officer and other direct reports as identified locally.
Direct line management of the country programme accountant in collaboration with the programme manager.
Assist in the induction and orientation of country staff with particular attention to design of an induction programme for direct reports.
Attend and actively contribute to regional and global finance meetings as required.
Internal Systems and Processes
Ensure that the global accounting package (Agresso Business World) is maintained and utilised in an appropriate & effective manner.
Together with the programme accountant and the institutional funding adviser, establish & maintain a donor financial management system in order to ensure efficient & accurate reporting to donors.
Budgeting
Lead in the preparation and finalisation of country budgets, budget reviews, revisions and multi annual plans.
Review with the management team monthly reports as available on Agresso Business World and ensure follow up of any issues or variances arising.
Ensure the timely preparation and review of all budget proposals prior to submission to an institutional donor providing the country programme manager of an opinion on the ability of Trócaire to meet the financial contractual obligations.
Human Resources
Maintenance of current and complete files of all staff including valid contracts and copies of essential documents
Assist the country director in updating the HR manual as needed and propose staff policies and procedures to be included in the manual.
Ensure that staff policies and procedures respect the principle of gender equity
Remain abreast of national law, custom and best practice in relation to other core benefits at country level and benchmark against other similar organisations regularly.
Other Responsibilities
Supervise the administration and logistics of the office, providing support to the finance/admin officer
Support the finance/admin officer to ensure our Information Technology System provide the best value for money and liaise with the IT team in HQ for upgrades and trouble shooting.
Supervise core payroll services including the processing of monthly payroll and statutory and internal deductions, the maintenance of payroll records and issuing of monthly pay slips.
Any other duties as set out by the country director.
Person Specification – Essential Requirements (E)
(E) Qualification: Internationally recognised professional accounting qualification.
(E) Experience :
At least three years post qualification experience in a finance/accounting role. This should include at least one year’s experience in an international NGO.
Experience of managing teams in a multi-cultural environment and playing a leadership role in ensuring cohesiveness, inclusion and development of staff at all levels.
(E) Skills :
Skills in developing, delivering and evaluating training for staff members.
Fluency (written and spoken) in English and French
(E) Qualities:
Demonstrated ability to work with a participative style within teams.
Ability to work on own initiative.
A commitment to social justice and the ethos of Trócaire, in particular a commitment to the concept of gender equality.
(E) Other:
Computer literacy, particularly in Microsoft Office Programmes such as Word and Excel as well as accounting packages & other database competencies.
Ability to work under pressure of deadlines.
Good organisational and time management skills.
Effective team member.
Understanding of development issues.
Person Specification – Desirable Requirements (D)
(D) Experience :
Understanding of programming in a partnership model, working in a partnership-based NGO.
Preparation and review of budgets of projects funded by multiple institutional donors
How to apply
All interested candidates are requested to send a CV and cover letter by email in English only to
[email protected] no later than Thursday 6th August 2015. Please include reference 15-DRC-03 in the subject of your email.
We will contact shortlisted candidates only, who will be invited to a practical test and an interview
Women are strongly encouraged to apply
