Concern Worldwide started working in DRC in 1994. Since that time we have grown into one of the leading humanitarian organisations operating in DRC with national rapid response programmes, resilience programmes, cash, WASH and nutrition programmes. This is an exciting opportunity to support the development of existing and new programmes for DRC and ensure that they are implemented to the highest quality. Today, 1 in 10 people in humanitarian need live in DRC- come and help us do our part.
About the role: This is a new 12 month role based in Kalemie (unaccompanied), Tanganyika Province, DRC with 50% travel to Field bases with a salary of Grade 2 (€32,755 to €36,395). This role is subject to the approval of funding.
You will report to the Country Financial Controller (CFC); you will work closely with Area Finance Manager (AFM), the Area Coordinators (ACs), Programme Director, Programme Managers, Grants and Finance Manager, Logistics Coordinator, and Systems Manager.
In DRC, Concern implements programmes in two main areas: North Kivu and Tanganyika. Receiving funding from FFP, UNICEF, ECHO, DFID, Irish Aid, the Pooled Fund and OFDA activities are implemented ranging from emergency interventions to longer-term development programming.
We would like you to start 1 August 2020.
Your purpose: To provide support to the CFC to ensure the effective functioning of the finance department in Tanganyika through providing day to day technical support and work with national and NGO partners. The post holder will coordinate finance issues and build the capacity of national staff for both Concern and partners, and support national staff to manage and carry out the work on the finance function. The post holder will report directly to the CFC.
You will be responsible for:
- Guided by the CFC, ensure that the Concern worldwide financial policies and procedures are adhered to and implemented in a standardised manner.
- To manage the finance department activities and schedules to meet the financial reporting requirements and deadlines specified by donors and Dublin HQ.
- Assist programme managers and teams to follow donors’ (especially USAID) financial rules while budgeting, spending and reporting, facilitate with programme staff review, and follow up of any issues/variances arising.
- Closely monitor all financial activities, and keep the Programme Managers, AC, Programme Director (PD) and CFC advised of all situations which have the potential for a negative impact on internal controls or financial management performance.
- Assist the CFC with external (donor, audit firm, partner organisation, government, etc.) and internal audits as required.
- In collaboration with all relevant staff, ensure the protection of all programme assets (cash, inventory, etc.) through the enforcement of internal controls and procedures, including regular updating of fixed asset inventories.
- Maintain up-to date knowledge of and implement local government requirements and regulations related to financial matters including statutory deductions from national staff salaries such as income tax, social security, etc.
Monthly Management Accounts:
- Liaise with the Kinshasa Chief Accountant and Grants Finance Manager in reconciling balance sheet items, preparing monthly management accounts and month end process for review by the CFC.
- Assist the CFC to produce accurate monthly management accounts, engaging in necessary review work, posting of journals etc.
- Assist the CFC in the process of obtaining explanations of variances between budget and actual spending, income and pass the necessary adjustments to ensure correct reporting.
- Ensure a Month End reporting file is maintained in a timely and orderly manner.
Training & Staff Management:
- Train the Senior Finance Officer so that s/he can take over the programme accountant role upon completion of the international assignee’s contract period.
- In collaboration with the HR Manager and under the supervision of the CFC, ensure that job descriptions of the finance department staff are up-to date and staff are clear with their roles and responsibilities.
- To carry out timely Performance and Development Reviews (PDR) of all finance department staff under their area of supervision but also develop and implement staff development plan for the finance department staff.
- Lead in facilitating and providing orientation, basic training, technical support and guidance to the country programme staff, particularly budget holders, for skills improvement in the areas of Concern and donor budget preparation and monitoring, budget revision, reporting and its interpretation, as well as internal control as per Concern’s standard practices
- Under the direction of the CFC, to supervise all programme office bank relations and bank account activities.
- To oversee the timely preparation, review and approval of all bank account and cash reconciliations on as regular a basis as necessary for effective financial control.
- Assist the Senior Management Team (SMT) and CFC in ensuring compliance with Concern Worldwide policies and procedures and assume responsibilities in the implementation of country specific policies such as authorisation limits, cash holding limits, cash movements, credit terms, advance payments, use of bank payment instruments.
- To be responsible for review of funds transfer requests from the field and timely preparation and follow-up/handling of Cash Transfer Requests to the field offices to ensure that appropriate balances are maintained to facilitate programme implementation
- Assist the Programme Director, ACs and other budget owners in conducting the budget process, ensuring that appropriate levels of technical support and guidance is provided to all budget owners during the process of preparing the annual country operating budget and subsequent revisions.
- In conjunction with the CFC to assist budget owners with preparation of donor budgets; interpretation of budgeting guidelines; ensure compliance with donor regulations and to ensure their incorporation into the country annual operating budget & revisions.
- Undertake the Concern Integrated Local Partner Assessment tool (CILPAT) with potential Partners on a timely and comprehensive basis;
- Summarise CILPAT findings and recommend whether partnership is workable with resources available.
- Ensure a Partner Finance capacity building action Plan is developed and implemented for any weaknesses found on the CILPAT, monitoring visits, and provide the necessary trainings to the partner and others initiatives. Update the Partner Finance Action Plan as it relates to each partner with information as to capacity building carried out, progress achieved, and any new capacity building needs identified.
- Ensure all the relevant staff members (CFC, Programme Director, Programme Managers and Country Director) sign off all partner related documents including CILPAT.
- Ensure that all CILPAT Progress on Finance Action Plan documentation are maintained on the Partner File for future reference.
- Monitoring for each Partner, following up on capacity building action plan through systems review visits in accordance with the Partner Monitoring Programme.
- Review financial reports and transaction lists provided by the partner on a timely basis, bringing any unusual transactions and budget variations to the attention of the Programme Manager.
- Ensure Partner Reports and findings are circulated to all interested parties within Concern and the Partner. Ensure all documentation relating to Concern‘s financial relationship with the partner is filed correctly and updated where necessary.
- Assist the partner, in conjunction with the Programme Manager, on budget preparation. Ensure the Partner is able to submit regular and accurate Financial Reports using the template provided by Concern. For any Partner Finance Report issues found, obtain appropriate explanations from the Partner staff before recommending the release of the following tranche of funds. Incorporate any weaknesses found on the partner report compilation into the Partner Finance Action Plan. Assist the partner in meeting any procedural requirements (whether those of Concern or of a donor) detailed in the Partner Contract.
- Ensure regular communication with Programme, Finance staff and Partner staff is maintained at every level of Partner Management.
- Build capacity of finance officers in partnership capacity building and management.
- Ensuring the non-disclosure of any information whatsoever acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or Organization without authority, 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 authorised personnel only
- Ensuring strict adherence to Concern DRC Financial Procedures and Anti-Fraud Policy and remaining within the boundaries of these policies at all times
- Be aware of, understand and comply with all of Concern’s policies and procedures (P4, Safe Guarding, finance, logistics, HR, security management etc.).
- Undertake other related duties as may reasonably be assigned by your line manager.
Your skills and experience will include:
Education, Qualifications & Experience Required:
- University degree with a background in finance, management, administration or a related field;
- 3/4 years finance experience including donor and management reporting, accounting, staff and partner management and some capacity building initiatives (coaching, mentoring or training). Some overseas experience in emergency or development contexts a distinct advantage.
- Experience in donor budgeting and financial reporting.
- Experience working with a diverse range of institutional donors (especially USAID);
- Experience in managing large programme budgets.
Strong analytical skills.
Experience in training finance and non-finance staff
Fluent French with Good English level
Good team player and able to adapt to different cultures
Experience of working in a high-pressured, results focused and dynamic environment.
Good understanding of donors and donor requirements
Strong computer skills particularly Microsoft office.
Education, Qualifications & Experience Required:
- Experience of work in DRC / Horn of Africa region.
- Experience in working in a complex emergency context.
- Experience in working with partners and low capacity staff.
Special Skills, Aptitude or Personality Requirements:
- Cross cultural awareness and sensitivity
- Empathy with Concern’s goals and a commitment to capacity building, protection and participation
- Excellent communication and training / capacity building skills
- Ability to mentor and capacity build national staff
- Proven organisation, planning and management skills
- Ability to work on own initiative and lead diverse teams
- Openness to learning whilst being flexible and adaptable to a changing challenging environment.
- Strong interpersonal and team work skills with patience and sense of humour.
- Ability to work under pressure often to strict deadlines.
- Knowledge of computer applications i.e. Microsoft packages: Excel, Word, and Outlook.
- Willing to travel frequently.