BASE LOCATION: Islamic Relief Worldwide Philippines, Cotabato City
REPORTING TO: Country Director with dotted line to Regional Finance Manager Asia
LINE MANAGEMENT RESPONSIBILITIES: Country Finance Team
PURPOSE OF DIVISION:
The Finance and Services Division provides accurate and punctual financial management, reports and forecasts on the organisationโs income and expenditure. The division empowers and builds the capacity of the field offices and Partners to manage funds effectively and efficiently, meeting international standards and the standards of the IR donor agencies. This is achieved through both organisational and individual learning, and through an organisation-wide system of development and deployment.
JOB PURPOSE:
To manage the national finance function and effective control of all financial matters ensuring reporting and compliance with donors and Islamic Relief financial guidelines.
KEY OBJECTIVES
- To ensure the development of an efficient, clear and transparent finance department in country.
- Responsible for the creation, planning, coordination, day to day financial management, reporting and development of the IRW finance related operation.
KEY ROLES, RESPONSIBILITIES AND ACCOUNTABILITIES
FINANCE MANAGMENT AND CONTROLS
- To maintain financial systems and controls to ensure the efficiency, integrity and transparency of the office and sub-office operations in accordance with IR guidelines, national legal requirements and internationally accepted accounting standards.
- To ensure all accounting records and supporting documentation for all financial transactions are maintained in a systematic order and in a safe and secure condition under the custody of the organisation.
- To provide IR with complete, accurate and timely financial reports, including institutional donor reports where required for all projects implemented in the country, in the required formats.
- To maintain accurate and effective financial controls on all transactions incurred by the office and sub-offices as part of project implementation and other related costs.
- To maintain effective control over cash and bank (ensure that cash in hand and bank reconcile with accounting records). Ensure that the office and sub-office funds are well managed and that adequate funds are available to meet the organisationโs responsibility.
- To provide quarterly and where required monthly financial reports to the IR finance department.
- To assist and support the Programme Manager and Country Director in ensuring that field expenditures meet IR and institutional donor requirements and remain within the approved plans and budgets.
- To assist and support the Programme Manager and Country Director in the preparation of budgets for project proposals and annual field office budgets.
- To ensure the effective and efficient working of budgetary, accounting, reporting and internal control systems for the field and all sub-offices.
- To liaise with external auditors, government departments, banks regularly.
- To manage and undertake local internal audits of the field and sub-offices including implemented projects.
COMPLIANCE AND STANDARDS
- Ensure that all IR Sub-offices in the country use and comply with IR guidelines and national Health &Safety regulations while ensuring we maintain a good working environment in all workplaces/offices.
- To ensure procurement is conducted according to IR standards as well as donor agency requirements.
- To ensure that adequate measures are in place to safeguard the assets of the organization.
- To ensure that contracts, leases and other agreements are properly prepared and updated so as to meet agency needs; including fair and reasonable commitments from service vendors; and to comply with legal obligations.
CAPACITY BUIDLING
- To identify the needs and support development of staff and partners to increase their competence in preparation of financial reports, donor financial reports in line with donor reporting requirements.
- To provide guidance and develop the finance staff of the field office and suboffices i.e. to build the capacity of national staff to reconcile accounting ledger entries to the Budget Versus Actual.
- To participate in the recruitment, selection and induction of new finance staff.
- To train staff and partners in budget preparation and monitoring.
NETWORKING
- To represent IR in relevant forums and contribute to technical interactions and discussions on the same.
TRAVEL
- The Finance Manager is expected to spend a minimum of 40% of his/her time in the project sites and the team in the field.
PERSON SPECIFICATION
It is essential that the post holder shows a good understanding and sympathy with the Islamic values and principles as well as commitment to Islamic Relief Worldwide vision and mission.
Essential:
Knowledge, Skills and Qualifications
- Bachelorโs degree in Finance, MBA will be an added advantage
- Qualified Accountant (ACCA/ACA/CIMA/CCAB) or equivalent or partly qualified with substantial relevant experience in INGO.
- Knowledge of ERP systems, Dynamics AX an advantage
- Excellent communication skills with the ability to present financial matters to non- financial managers.
- Ability to manage and supervise finance and non-finance staff in multiple and remote locations.
- Ability to think strategically.
- Good computer literacy skills.
- Ability to adapt to new situations and needs.
- Ability to develop and build capacities of staff.
- Disposition of a team player.
Experience
- Ability to work independently and provide initiative in improving finance/Administration functions.
- To establish good working relationships with a variety of people.
- To communicate clearly in writing and orally
- To work under pressure and priorities effectively
Personal Qualities
- Problem solving skills
- Culturally sensitive
Desirable:
- Demonstrates the flexibility and energy that is required for a high level of self management and awareness
- Previous experience working overseas, preferably with an NGO
Our values and commitment to safeguarding
IRW is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IRW engages. IRW expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRW also participates in the Inter Agency Misconduct Disclosure Scheme.
In line with this Scheme, we will request information from job applicantsโ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.
By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.