Finance Manager TEAM - Fairtrade Africa [PDF]

Aug 14, 2015 - resulting in more than doubling the size of its budget responsibility. The resultant larger regional budg

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Idea Transcript


JOB TITLE: Finance Manager TEAM: Finance LOCATION: Nairobi, Kenya FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions. REPORTING LINES SCALE LEVEL: Manager 1 Post holder reports to: Executive Director Staff reporting to this post: Financial Accountant , SALARY SCALE (MONTHLY): Ksh Finance & Administration Assistant 212,500.00 to 336,000.00 BUDGET RESPONSIBILITY: Yes BACKGROUND: Fairtrade Africa (FTA) is the umbrella network organisation representing Fairtrade certified producers and workers in Africa. It has four (4) regional networks – Eastern Africa; Southern Africa; West Africa; and Middle East and North Africa. Established in 2005, FTA aims to effectively represent producers and workers within the International Fairtrade system and provide services to them that contribute to the improvement of their livelihoods. The FTA Board directs policy and strategic development of the organisation. Since 2012 FTA has taken a much bigger role in delivering services to producers and workers, resulting in more than doubling the size of its budget responsibility. The resultant larger regional budgets and a greater income from the global Fairtrade system has increased requirements to report and track expenditure to the Fairtrade system and our partners, in order to ensure compliance against various agreements. JOB PURPOSE: The Finance Manager is a senior manager and part of the Senior Management Team which delivers on FTA’s core mandate and mission. The position’s main objective is to ensure best practice in financial and administrative management of FTA, minimize risk and to maximize effectiveness, sustainability and growth. S/he has overall responsibility for the development, management and reporting of the FTA Budget and ensuring that FTA’s financial management systems are conducted in compliance with relevant legislative, donor and FTA policy and procedural requirements in countries of operation. Additionally the incumbent will lead the IT-Development of Fairtrade Africa in close collaboration with the wider Fairtrade Movement This role will work closely with the Heads of Region to deliver financial, budgetary and administrative information and reporting to facilitate the Regional Boards to develop their regional strategies and evaluate progress against these. Working with the ED, this role will be pivotal in ensuring FTA complies with all the financial elements of the Members Agreement and support reporting requirements for this. Specific Tasks A. Financial Management Developing / Administer and monitor FTA financial systems in order to ensure that the organization’s finances are maintained and delivered in an accurate and timely manner  Ensure that FTA meets due diligence requirements with regard to financial management and risk management, development of appropriate policies as well as enforcement of policies with all staff and members of the board of FTA

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Develop strategies and tools to effectively manage, oversee and report on all line items of FTA’s annual budgets, actuals and variance reporting for statutory accounting as well as management reporting Lead the development and consolidation, with the FTA’s Senior Management Team, FTA’s annual budget. Working with the Regional Administration Officers, establish and maintain cash controls, reconciliation of bank statements and process invoices and purchase order systems. Develop procedures and oversee controls in issuing all payments and cheques ensuring timely payments. Manage the Finance IT environment (Hardware and Software) systems; ensuring it is fit for purpose; all staff are trained and are using it in the appropriate way that ensures that all transactions are properly recorded, and regular reports are generated and acted upon. Manage the annual audit process for FTA ensuring that audit recommendations are followed through and support the Heads of Regions in their audit processes. Work diligently and effectively with the wider stakeholders in the movement to align internal processes and procedures to the needs of FTA.

Develop and ensure the accounts payable and accounts receivable systems are maintained in order to ensure complete and accurate record of all moneys  Ensure safe guarding of all FTA funds.  Manage the process for authorizing purchase orders.  Ensure proper and legal contracts are in place for all FTA contractors before payment.  Manage the payroll system across FTA.  Ensure all necessary insurance policies are in place to safeguard assets and staff  Monitor and follow up membership fee payments and donor pledges. Responsible for Consolidation of FTA financial reports and grant applications for both External users and Management of FTA  Develop accounting codes for consolidation of Secretariat accounts with the four regional offices of FTA.  Lead/supervise and monitor the Regional Administration Officers in financial matters.  Responsible for preparation of Monthly, Quarterly and other periodic consolidated and analytical reports to internal and external stakeholders.  Responsible for financial reporting to Donors in their required formats and guidelines.  Organize/ Prepare and own the Audit of consolidated financial statements and completion of the audit report to be performed by an external Audit Company  Support the ED in implementation of recommendations from the auditors Management Letter.  Prepare the financial section of grant applications for donors. Monitor performance against established budgets  Setup and issue budget controls and guidelines as per board instructions and financial policy.  Prepare periodic (quarterly) reports of actual against budget and bring any variations to the attention of the activity Managers and Executives and ensure explanations are given and documented for reporting purposes. Taking corrective measures in alignment with ED and Senior Management team to course correct  Assist Managers in preparing revised budgets when actual performance begins to differ (beyond approved norms) from the Budget or as desired from time to time.  Establish the budget journals both original and revised to ensure original planning objectives are not lost.  Ensures regional offices budgets and revisions are effectively and properly consolidated in the organization.  Manage cost recovery.  Preparation of the Finance Board paper for submission by the ED.  Liaise with Board Finance Committee as required

B. Administration & Logistics Responsible for:  The design of procurement policies and procedures as well as for their enforcement.  Rent commitments, office furniture/equipment, utilities, sanitation, security and transport.  Regular servicing of equipment and will therefore deal with external customers such as auditors, banks, landlords, suppliers and service providers. Knowledge and Experience Required  A Master’s in Commerce, Finance, Business Administration or equivalent  A professional qualification in Accounting e.g. CPA (K), ACCA or equivalent qualification  Over 5 year’s professional experience in a medium size international organization at a senior level with demonstrated impact and ability to handle increasing responsibility/accountability.  Demonstrated ability to get things accomplished in stressful and complex situations  Ability to guide in the setting of financial objectives and monitoring delivery against goals.  Excellent understanding of IT based accounting, budget monitoring and reporting systems incl. systems implementation  Excellent computer skills (Excel, Word, Finance systems) and be prepared to learn new computer programmes as appropriate  Proven experience in formulating business plans, budgets and finance policies and procedures  Capability in evaluation of effective Finance, Administrative and Budget Management processes as well as underlying IT-Infrastructure  Capability in evaluation of Legislation, Accounting regulations and Tax matters, including employment related subjects  Experience working with donors and reporting requirements (EU, DFID, USAID, OXFAM, COMIC RELIEF, CECED) Desired:  Diploma in Procurement/ IT or equivalent  Working knowledge of French, Arabic or Portuguese Skills  Strong management and organizational skills;  The ability to resolve problems quickly and effectively and determining the appropriate course of action making recommendations to the ED where appropriate.  Must be flexible and have a well-developed interpersonal skills  Able to work independently under minimal supervision in a multi-cultural working environment  Respect for confidentiality; affinity with the aim, objectives and beliefs of FTA  A flexible and enthusiastic approach to work with the ability to be part of a team  Ability to manage competing priorities to tight deadlines. Competencies The following are core competencies required for the role:  Embracing change - This competency is about you showing you are flexible and responsive to changing needs. It is about innovating, doing something new or differently. 

Working together -This competency is about how we all relate to one another – either as Line Manager and Team, the Team itself, or colleague to colleague.



Delivering results - This competency is about achieving a high quality of measurable results while at the same time maintaining or even raising, the quality of work. Knowledge management - This competency is about working in a way that promotes information and knowledge sharing to the team and our broader network.



APPLICATION (Deadline 14th August 2015) The application form (CVs will not be accepted) can be found on the jobs and volunteering page of our website http://www.fairtradeafrica.net/about-us/jobs-and-volunteering/ If you have any queries, please e-mail [email protected] or call +254202721930 and ask to speak to a member of the HR team. Qualified applicants will be subjected to background checks as a condition of employment. The final hiring decision is anticipated end August 2015. Completed applications should be e-mailed to [email protected] All applicants should state how they meet essential requirements of the post and include their email address, telephone contacts and three referees with contact details on the application form. Notes: This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process.

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