Job Description

The HALO Trust Somaliland                                                                      

  Terms of Reference:

Finance Manager Summary:

The Finance Manager leads the country’s finance function, which focuses on supporting work in the Programme, in line with global guidelines and procedures on a national level. The Finance Manager ensures execution, monitoring and control of all finance related activities in the country. To make sure the country’s financial data and reporting is compliant to HALO Trust’s corporate financial guidelines and procedures, donor requirements, (inter)national auditing, accounting and reporting regulations as well as compliance with applicable national laws and regulations, including taxes. The Finance Manager is expected to work closely with management staff.

Particulars

Reports to: Programme Manager

Line manager to: Finance Assistant

Works in close co-operation internally with: All departments

Working pattern: Sunday to Thursday 0800-1600

Application deadline: 26 November 2023

Responsibilities:

Accounts and Control

• Recording of Payment Vouchers, Payroll, Accruals, Prepayments, and Incoming cash into the ERP system NetSuite on a daily basis and ensuring data balances and all information agrees with the cashbook. Send required month end returns to IFM timely.
• Ensure that financial transactions are properly accounted for in all locations and areas of operation and are backed up by valid justification documents.
• Perform month end close activities as per the organization’s requirements, clear control accounts, prepare bank and cash reconciliations before set deadlines.
• Present to the management month close certificates in line with the corporate deadline and get approval as required.
• Maintenance of registers: track all the advances (Open Vouchers) issued to staff in the month, accounts payable and receivable. Make sure system record align to the register.
• Ensure proper filing of financial documents both in hard copies and soft copy uploaded within NetSuite.
• The preparation of monthly statutory deductions. Ensure salary Income Tax, withholding tax and Pension returns are made on time.
• Overseeing the work of the finance assistant and ensure consistency and compliance in keeping accounts. Also ensure consolidation at national level for all work done by the finance team.
• Ensure programme safes are checked regularly and check safes whenever visiting location offices. Manage Finance team to check a random sample of entries in the accounts against PVs, OVs and bank statements to ensure procedures are being followed.
• Monitor location expenditure and inform Programme Manager of any irregularities.
• Conduct spot checks of supporting documents, purchase vouchers (PVs) on a regular basis, verifying that justification documents and signatures are valid and in compliance to the organizational policies as well as local statutory requirements.
• Oversee programme procurement procedures to ensure compliance with SOPs and value for money.
• Prepare and introduce new procedures when needed to facilitate ease of use, compliance and strong internal control.
• Assist Programme Manager with payroll review to ensure control before PMs approval.

Cash management

• Supporting the Programme to manage the cash flow and ensuring there is adequate cash in-country for activities/operations.
• Forecasts, monitors, and tracks cash flow (weekly, monthly, quarterly etc.). Prepare periodic cash requests in time and follow up on transfers.
• Liaisons with local financial companies and banks for service needs.
• Oversee open vouchers and accountable on the monthly submission/report of open vouchers and supporting documents to Programme coordinator and Programme Manager. Ensure that the settlement of open vouchers on the monthly basis on time and report to Programme Manager in case of any irregularities.

Budget management

• Participate and support the PM and IFM in the budget preparation process for new proposals in line with Halo’s and donor’s requirements.
• Responsible for periodic budget monitoring and confirming on budget availability before payment is processed.
• Assist in budget monitoring and control of HALO partners budgets, expenditure and audits Monitoring actual expenditure versus donor budget statements. There should be a monthly review of expenditure, checking that costs have been allocated to the correct donor and budget line, all out-standing committed costs are in line with expectations.
• Assist the IFM in preparing periodic budget forecast and spend out plan.

Audit and Local requirements

• Liase with IFM/UK Finance/auditors to ensure requested samples for corporate and donor audits are provided effectively.
• Proactively advise the PM and the programmer team to ensure compliance to local requirement.
• Maintain good working relationship with government bodies in Financial Management respect and update with new update to maintain compliance.

Staff Management

• Supervise guide and direct the Finance Assistant.
• Carry out the performance management roles as required.

Experiences and Qualifications

Essential:

-          A professional certification in Accounting (ACCA, CIMA or CPA holder) and or have an academic degree in accounting and/or financial management.

-          At least 5 years’ work experience and demonstrated success working in finance at similar positions in an international NGO or similar, working in a corporate level environment and working with multiple donors and implementing partners (Preferably knowledge and experience managing funds from FCDO, GFFO, Norwegian Government, Irish Aid etc.

-          Strong financial management and analytical skills with the desire to inspire and build the competence of junior staff.

-          Excellent interpersonal and communication skills.

-          Ability to work independently, be proactive to enhance operations and make decisions as needed.

Desired:

-          Proactive in building positive working relationship and useful networks.

-          Knowledge or appreciation of the local financial context and capable to provide advice when required.

Good understanding of the key statutory requirements

Skills Required

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