South Sudan: Finance & Administration Manager

The Finance and Administration Manager (FAM) will lead the finance and accounting operations of JAM South Sudan. Under the overall direction of the Country Director, and the technical direction of the Finance Controller, and in collaboration with the senior management team, manage the project budgets, conduct analyses of financial data, prepare budgets for new activities and projects, and review and prepare required reports to funding agencies to ensure compliance with the donor’s requirements. The FAM will support project and country leadership to ensure that resources are allocated and used in compliance with contractual requirements, applicable regulations, and appropriate standards and procedures. The FAM will ensure that financial functions support the timely and effective implementation of the projects’ operations. Provide analysis and business modeling support on strategic initiatives for senior management and field operations, and will analyze performance trends, tracking performance and presenting results. Matrix Reporting Relationship The FAM reports to the JAM South Sudan Country Director on all matters set out in this Job Summary on a daily basis. The FAM coordinates, consults with and takes technical direction on all aspects of the finance operations from the Finance Controller at JAM International Head Quarters in Johannesburg, South Africa. The FAM’s performance appraisals will be conducted by both the Country Director and the Finance Controller. The Country Director and Finance Controller coordinate on a regular basis directly and through the FAM to ensure on-going compliance with JAM International finance policies and procedures. FAM role in South Sudan Operations: Supervise and provide leadership, direction and mentoring to the finance staff in the country. Develop the capacity of staff such that they consistently provide sound financial management support to the operations and project management teams, with a particular focus on accurate and timely, budgeting and forecasting, financial analysis, financial monitoring and reporting. Ensure team is using international standard approaches and best practices; this includes collaboration with the HQ team to ensure specific issues are addressed in a manner consistent across the organization and using the tools, templates and trainings provided by HQ. Participate as a member of the senior management team. Inform senior management team of areas of potential risk and possible solutions. Major Duties/Responsibilities: Financial and Administrative Management: Provide strategic support and guidance to the project team in all areas related to project financial management. Ensure that appropriate reviews, controls, and strategies are in place and managed to provide alerts of potential problems and allow for corrective action, in regard to issues such as errors in data entry, expenditures or commitments; expenditures that are over or under budget; expenditures for unplanned activities; and the like. Provide recommendations to and consults with management on project financial management matters and compliance Assist with the preparation and management of internal and external financial audits. Project Planning and Budgeting: Lead the annual budgeting processes working with project and senior management team and HQ Oversee the development of budgets and financial projections for all funding sources and new activities and projects. Work with project management team to ensure budgets are reflective of planned activities, are feasible to implement, planned costs in compliance with donor regulations, and value for money. Project Financial Analysis and Reporting In collaboration with senior management monitor budgets and funding obligations against actual expenses via pipeline analyses, taking into account accruals and commitments. Prepare internal and external financial reports in accordance with established schedules and in manner that meets donor expectations Oversee and/or perform the analysis of financial data with the goal of identifying trends or issues critical to inform project and portfolios managers and senior management. Provide support to address any issues found and provide strategic guidance to prevent future issues. HR Management Responsible for all HR records for international staff, including staff tracking sheet, leave forms and leave tracking. Prepare international staff exit forms and send to Senior HR Manager or Johannesburg for final payment. Review and ensure quality and exhaustive HR Month-end reporting from all field sites, provide monthly feedback to HR Month-end reports, and action queries/issues involving Capital office HR department and alerting relevant line managers on upcoming issues. Oversee proper leave planning per department, giving updated information and leave planning tools to Department Head and validate calculation of annual leave entitlement Assist and give feedback to Country Director in designing, improving HR policies for JAMSS and ensure proper implementation and compliance at all levels. Advise all staff on HR issues and on Labour Law when necessary, liaising with JAMSS lawyer when appropriate. Ensure performance appraisals are properly done at regular times at all sites, advising when necessary on how to perform them, disseminating relevant appraisal forms for relevant positions and reminding on late appraisals. Update appraisal follow-up. Represent the HR Department and offer advise on disciplinary, grievance and separation issues as and when required. Facilitate and ensure exit interviews are conducted, collate and disseminate lessons learnt in close collaboration with the Senior HR Manager. Ensure smooth and timely dissemination of information and response to queries related to HR and Administration. Ensure JAMSS is aware at all times of reporting to do to authorities, keeping track of deadlines and new reports in the contracts register. Alert relevant departments in advance on reports to submit (e.g. staff statistics report). Ensure JAM is properly registered with the Authorities and that registration is renewed on time. Liaison with government/local authorities and other INGOs regarding Administrative and HR issues; Attend INGOs HR and Administrators meetings as requested. Qualifications and Experience: Bachelor’s degree or its international equivalent in finance, business administration, accounting or related Field. CPA/ACCA/CIMA/CIA or equivalent certification preferred; Eight (8) years’ experience in comprehensive financial management of international development assistance programs (budgeting, reporting and analysis); Substantial experience with major donor agencies, e.g. USAID, USDA, OFDA, DFID, EU, UN etc; Proven experience in developing successful large budgets, analyzing spending against budget, and internal and external reporting required; Comprehensive knowledge of concepts, practices, and procedures with accounting, financial controls and financial information systems; Proficiency in Microsoft Office with excellent Excel skills required (including data extraction, manipulation, pivoting, etc.); Ability to organize and plan effectively and work in difficult conditions and under pressure Excellent verbal and written communication skills required with the ability to operate in a culturally diverse organization, and communicate to all levels within the organization; Excellent analytical skills, exceptional attention to detail required; Sound knowledge and past experience with Generally Accepted Accounting Principles (GAAP) practices and reporting guidelines; Ability to provide strategic leadership and advice to team, exchange information and collaborate with colleagues and peers within and outside the organization; Ability to multi-task, prepare reports and provide information to management within set deadlines; High level of professional proficiency in English required; Self motivated, with a strong sense of professionalism and personal integrity

Leave a Reply