Somalia: Assistant Country Financial Controller (ACFC)

Organization: Concern Worldwide
Country: Somalia
Closing date: 29 Aug 2019

Concern Worldwide is an international non-governmental humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.

Applications are invited from suitably qualified candidates for the following position:

Job Title: Assistant Country Financial Controller (ACFC)

Job Location: Mogadishu with regular visits to Hargeisa, Baidoa and other local partner locations

Reports to: Country Financial Controller (CFC)

Direct Reports:

· Senior Finance Officer – Cash & Bank/CF Management

· Senior Finance Officer – Partners

· Technical Reports: Finance Officer – Baidoa (1) and Hargeisa (1)

Contract Details:

One (1) Year Fixed Term Contract Renewable Subject to Availability of Funds & Performance

Job Summary:

The incumbent will assist the Country Financial Controller in the day-to-day operations of the in-country accounts and finance functions including but not limited to compliance, controls, donor and partner management, reporting, budgeting and staff capacity building.

Main Duties & Responsibilities

Donor Management (Budgeting, Reporting, Filing)

§ Liaise with both the Grants & Information Manager and Compliance & Donor Accountant to ensure all relevant donor guidelines, policies, circulars and procedures are readily available, streamlined, complied with during both planning, implementation and closeout of grants.

§ Liaise with Programmes and Prepare/ update a schedule of all reports to be submitted during the year. Ensure that donor report are submitted as per in-country and Dublin guidelines

§ Perform budget eligibility tests against donor guidelines/requirements during new budget development

§ Represent the Finance Department internally and externally as and when required i.e. in new proposal/budget development process and reports review etc.

§ Ensure appropriate and updated soft and hard copy filing and documentation regarding donor budget and report are in place

Budgets and Budget Revisions as per Concern Budgeting Cycle

§ Follow up on timey submission of budgets from budget holders, undertake review of draft budgets to confirm that it reflects as accurately as possible the financial impact of proposed activities and assist in consolidating finalized Budget Data in to the standard budget pack.

§ Import the budget to the system (GP) in consultation with the CFC

§ Generate revised budget codes based on revised budget

§ Ensure appropriate and updated soft and hard copy filing and documentation of the budget information are in place.

Financial Reporting Pack (FRP) as per Concern Reporting Cycle

§ Assist the CFC during Financial Reporting Pack (FRP) preparations by producing a draft FRP for review with the CFC

§ Assist in addressing FRP review feedback from HQ

§ Properly file the final FRP after feedback both in soft and hard copies

§ Undertake periodical joint review (at least quarterly) of management accounts with budget holders

Partner Management

§ Conduct financial systems assessments with partner organizations using internal assessment tool (CLOFAT). Summarise the findings of the assessment and make recommendation in terms of risk, capacity and training needs.

§ Ensure the assessment tool completed with Partner organisations are sign off in agreement with the Country Financial Controller, Systems/Programme Director and Programme/Project Managers. Maintain all assessment tools documentation on the Partner file for future reference.

§ Review partner agreements ensuring that all the relevant clauses are in line with the global Concern procedures and the findings of the assessment.

§ In consultation with the programme managers and partners, design and development appropriate partner budget timetables and processes and share with finance staff.

§ Review budgets at the consolidation stage, highlighting areas of variance

§ Carry out planned and ad hoc reviews/audits to support and monitor partners’ activities on an agreed terms of reference

§ Using the risk assessment as a base and in conjunction with the Programme Managers and CFC, draw up a Monitoring Support timetable, for Partner Field Visits to prioritize organization visits with the resources available

§ Ensure Partner’s internal controls are effective by assessing critical processes

§ Ensure external audits are conducted by partners in compliance with partnership agreements. Review these external audit reports, evaluate the quality/content of the report and auditor and follow up on any issues raised.

§ Review (and investigate) the partner’s periodic financial reports including supporting documentation and ensure full donor compliance all the time and give a feedback as required

§ Review disbursement position and facilitate the timely and appropriate release of funds to the partner.

§ The ACFC will be a resource person for supporting partners on key trainings, development of financial control systems. This will dependant on the needs of the partner as identified in the findings of the assessment, communication and consultation with the partner

§ Ensure Partner Reports and Findings are circulated to all interested parties within Concern and the Partner.

§ Ensure monthly partner accounts reconciliation is done, reviewed and in case of any variance, it’s explained and cleared accordingly.

In-Country Finance Offices Management

§ Line manage finance staff working in the Mogadishu office and ensure delivery of results and ensuring all finance functions are carried out in line with Concern policies and procedures

§ Review and ensure all financial transactions of the programme are properly recorded in the cashbooks and the cashbooks are timely submitted to the Nairobi

§ Ensure that financial documents are properly filed and the files are dispatched to the Nairobi office on quarterly basis

§ Contribute to the production of accurate and timely financial reports of the programme.

§ Ensure proper records are maintained for organisational asset by carrying out physical count and regular review of asset register

§ Ensure monthly Cash Facilitator Account reconciliation is done, reviewed and in case of any variance, it’s explained and cleared accordingly

§ Ensuring that all statutory deductions and taxes in respect of national and international staff are complied with and liaise with relevant authorities in this respect

§ In consultation with CFC, ensure Mogadishu based finance staff PDRs are completed on time and coordinate their leave and training plans, Identify key issues affecting the performance of the finance department and share ideas for improvement with the CFC

§ Give financial management support to other field offices

§ Follow up of recommendations made by the internal and external auditors

Other Duties & Staff Management

· Deputising the Country Financial Controller in his/her absence

· Assist in the capacity building of finance team members, non-finance managers and provide induction on finance for newly joined and maintain up-to-date induction materials

· Maintain good communications within the team and ensure that all information is shared within the team

· Pay regular supervisory field visits

· Ensuring the non-disclosure of any information acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or organization except in normal execution of the above duties

· Ensuring strict guardianship and security of financial data and documents at all times, including secure storage, accurate & complete filing and limiting access to the finance office to authorized personnel only

· Ensuring strict adherence to Concern Somalia Financial Procedures and Fraud Policy and remaining within the boundaries of these policies at all times

§ Ensuring, along with all staff, that all activities are implemented and managed in a transparent participatory manner and in line with Concern Worldwide policies and procedures

Job specification:

§ Minimum a Bachelor Degree in Commerce, Finance, Accounting or related field

§ CPA or ACCA professional certification

§ At least seven (7) years’ experience working in a similar role. Experience in an international NGO that works with and through partners is preferred.

§ Knowledge of international donors’ (e.g. DFID, ECHO, EU, Irish Aid, USAID/OFDA, UNICEF, UNOCHA, WB, WFP etc.) rules, tools and templates

§ Proficient in computer software applications including at least one accounting/financial software, preferably Microsoft Great Plains (MGP), Excel and Word

§ Confidentiality, integrity, accountability and attention to detail

§ Strong communication, interpersonal, organization and planning skills

§ Able to use initiative and work with limited supervision, be organized, motivated and reliable

§ Ability to work under pressure and as part of a team

§ Fluent in both spoken and written English and Somali.

Disclaimer Clause

This job description is not exhaustive and may be revised by the line manager from time to time.

How to apply:

Interested candidates, who meet the above requirements, should send a CV and Cover Letter only to with the subject of the email as ‘**Assistant Country Financial Controller**’**.** The closing date for applications is 29th August 2019.

Each application must include at least three referees who can validate technical expertise. Telephone contacts must be submitted with the application.

Only shortlisted candidates will be contacted for interview

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.

Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland.

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