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Background:
Responding to humanitarian emergencies is an essential part of ADD work to fight poverty and injustice and we recognize that emergencies are a cause and effect of both. ADD helps people cope with crises through emergency relief intervention with more focus on women and girls. Job Summary: The Finance Area oversees ADD’s River Nile office management of financial and internal controller implementation, provide financial oversight for ADD’s donor, internal and annual budgets, accounting and reporting. The position will be responsible for capacity building the finance and non-team to build their financial management and administrative capacity. Based in the HQ Office, supervises the day-to-day finance operations, The Finance Coordinator assists the grant & area manager by managing the day-to-day budget and grants management function. The Finance Coordinator ensures that budget and grants management issues are immediately attended to and ensures that donor budgets are prepared in accordance with ADD and donor requirements and are submitted on time. In addition, he/she will ensure that grants are fully implemented in compliance with donor regulations and ADD requirements and will ensure timely submission of donor reports. He/she will develop budget management tools and conduct training to improve efficiency, donor reporting, and compliance. S/he works with the budgeting, Accounting, reporting and Partnership Team in the maintenance and oversight of the accounting, treasury, and financial re-porting requirements to ensure that all finance operations are performed in accordance with ADD policy and procedures. The Finance Coordinator also supports the Area Manager with the cultivation of potential donors, strategic partnerships and business opportunities. As member of the Sudan senior management team, the Finance Coordinator is also a key contributor to ADDs program strategy and organizational decisions.
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Duties and responsibilities:
OPT Area Office Fiscal Year Operating Budget: - Under the supervision of the SMT, the Budget and Finance Coordinator will prepare the OPT Fiscal Year Country Operating Budget following the ADD standard format
- Ensures that the country-operating budget is regularly updated and is available for use as a management tool during the development of new proposal budgets and during times of rapid expansion and/or program reduction.
- Provide recommendations to address projected funding shortfalls or lack of funding coverage for each component of the fiscal year budget.
Policies, Procedures & Systems - Maintain up-to-date knowledge of relevant ADD, donors, and Government of Sudan policies, procedures, and statutory requirements, including keeping abreast of any changes (e.g. in tax laws, labor laws, etc), and ensuring they are strictly adhered to.
- Monitor the relevance of existing policies, procedures, and systems to identify areas for improvement, striving for greater efficiency; take corrective actions as appropriate, referring to Accountable Managers, CO SMT as may be deemed necessary,
- Ensure that the day-to-day financial operations of ADD are run smoothly and that financial operations are properly and accurately recorded, documented, controlled, monitored, and reported, according to organizational, donors, and ADD policies and best practices.
- Ensure that the ADD Offices finance system operates correctly and is being used effectively by ADD staff
- Ensure that all required internal controls are in place and followed and continuously identify ways of tightening them in light of the high risks for fraud.
- Acts as OPT focal point for new budget preparations.
- Under the guidance of the SMT, prepares budgets for new proposals and revises existing budgets, ensuring that all costs are covered and are not under/over budgeted in addition to ensuring the correct use of ADD and donor budget formats.
- Works with the Operation Manager on monthly Shared Program Cost allocations.
- Calculates and inserts the correct Shared Program Costs for all new donor budgets.
- Maintain up-to-date knowledge of relevant ADD, donors, and Government of Sudan policies, procedures, and statutory requirements, including keeping abreast of any changes (e.g. in tax laws, labor laws, etc), and ensuring they are strictly adhered to.
- Monitor the relevance of existing policies, procedures, and systems to identify areas for improvement, striving for greater efficiency; take corrective actions as appropriate, referring to Accountable Managers, CO SMT as may be deemed necessary,
- Ensure that the day-to-day financial operations of ADD are run smoothly and that financial operations are properly and accurately recorded, documented, controlled, monitored, and reported, according to organizational, donors, and ADD policies and best practices.
- Ensure that the ADD Offices finance system operates correctly and is being used effectively by ADD staff
- Ensure that all required internal controls are in place and followed and continuously identify ways of tightening them in light of the high risks for fraud.
Internal Financial Management - Supervise and ensure the finance coordinator Performs a financial review of Purchase vouchers (PVs) and bid analysis ensuring correctness of coding, availability of funds and ADD procedures for all transactions related to accounting payables.
- Supervise and ensure the finance coordinator Performs expense review of payments, travel, and advances to ensure the adequacy of supporting documentation and compliance with ADD policies and procedures for all transactions related to partners and non-partners management.
- Supervise and ensure the finance coordinator Prepares and uploads in Integra all financial report journals and payments journal entries and completeness and accuracy prior to posting.
- Maintain all staff and suppliers advance tracker and expenses liquidations and work closely with the program, operation managers and other field officers to reconcile all advances.
- Ensure Management financial report from excel analyzer is shared for the SMT.
- Seeking from the program and operation managers guidance on accounting and internal control issues
- Supervise and ensure that day-to-day accounting operations and treasury activities in the country program are carried out in accordance with ADD's policies and procedures.
- Ensure that all in-country practices comply with ADD and donor policies and procedures.
- Review financial transactions to verify the availability of adequate supporting documentation.
- Ensure the accurate recording of financial transactions in their respective cost allocation centers.
- Maintain ADD's accounting system, ensuring that all accounting data are updated, reconciled, and properly supported
Grant Management & Reporting - Prepares monthly Budget versus Actual (BvA) reports for OPT grants and distributes on time.
- Reviews budget spending and advise relevant staff on spending status. Requests feedback on all over/under spending.
- Prepares and updates spending plans for all active grants in conjunction with designated budget holders.
- Participates in monthly Grant Review Meetings (GRMs) and presents spending status. Follows-up on action points identified during the meetings.
- Attends and provides support to all Grant Opening, Grant Review, and Grant Closing Meetings.
- Provides support and feedback to Operations and Program Managers on all questions regarding the BvAs.
- In compliance with donor requirements, proposes adjustment entries required for all BAs and financial reports.
- Prepare new budget line coding (D2 codes) for each new grant and updates in Quick book system.
- Uploads budgets to Quick book system when required.
- Prepares donor financial reports for review by the SMT.
- Ensures reports are in compliance with donor reporting formats and submitted in a timely manner as per con-tactual requirements.
- Provides advice on key donor compliance requirements in consultation with the Grants Unit.
- Provides guidance on staff salary mapping and guidance on shared program cost allocations for SMT review and further approval.
- Provides analysis of grants spending plans vs actual spending
- Reviews PRs and advice on charge codes
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Minimum Qualification, Skills and Experience Required:
- University degree qualification in accounting and/or Finance related subjects
Minimum five years post-qualified experience.
Experience in an NGO as a Finance Manager is preferable, especially experience with institutional donors (UN, EU, BHA, SHF and ECHO)
Work experience in a busy, changing environment
Good team player, flexible, and capable of working with a multinational country team
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