Job Description
Job Title: Finance Manager (FM) (70%)
Location: Aden,Yemen
Job Holder Reports To: Country Director (CD)
Reporting to Job Holder: Senior Finance Officer, Finance Officers, and a Finance Assistant
Overall Purpose: Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care. The Finance Officer supports many of the financial activities of the programme.
On a day-to-day basis, the Senior Finance Officer carries out an oversight role as well as accounting functions required to ensure the financial needs of the programme are met and that all financial transactions are carried out and recorded with integrity and in accordance with donor, Global Support Office (GSO) and field guidelines.
Project Overview: Medair has an established base in Aden as well as a sub-base in Al Dhale’e. Integrated responses include provision of primary health care and nutrition, with a particular focus on children and mothers
FUNCTIONAL PERSONNEL LINKS
Internal
- Country Director
- Deputy Country Director
- Project Coordinator
- Project Managers, Managers and Senior Officers
- Medair Project Support team
- Field and GSO Advisors
- GSO Finance Partners
- GSO Finance Shared Service Centre
External
- Local and International NGOs and relevant UN agencies
- Relevant Embassies and Donors
- Audit and Financial Service Providers, including banks
- Legal counsel (as appropriate)
- Local authorities
Major Duties and Responsibilities
Financial Management
- Provides the International Country Programme’s financial oversight and manages the day-to-day accounting functions of the programme.
- Ensures that Medair Finance Procedures are up to date and followed as part of internal control monitoring.
- Trains and advises budget holders to develop and monitor budgets for projects and shared costs.
- Alongside the Finance Partner, contributes to the financial management of signed donor grants and the preparation and submission of donor proposals and reports.
- Review financial activity reports within the required timeframe (e.g. monthly, interim, final) and in the stated format to meet all relevant Medair and donor requirements.
- Prepares for, manages and supports internal and external field financial audits, providing all information required by local legislation, donors, GSO or other bodies.
- Ensure that monthly staff labour reports are completed for all staff, checking it for consistency, consolidating it and ensure that it is submitted and approved by HR.
- Understands and communicates complex co-funding constructions for different projects and ensures correct fund-coding of expenditures related to this.
Administration
- Meets the finance related administrative requirements of Medair and any other stakeholders, so that the financial aspects of the programme function efficiently, effectively and with integrity.
- Upon receiving monthly payroll list, ensures payment and record-keeping of staff salaries and / or allowances is done in a timely manner and in accordance with local employment regulations, ensuring that all required statutory deductions are made and subsequently paid to the appropriate authorities.
- Supports the Finance Partner and PFM with financial reporting to donors, providing documents and narrative explanation of any anomalies.
- Organises and further develops the processes required for the financial aspects of the programme to function effectively.
- Ensures a clear and transparent paper trail is in place for all financial transaction, that records are kept in an orderly fashion and that the filing (archive) system is in line with Medair internal archiving policies and donor requirements.
- Oversees beneficiary payments: ATM card recharges, cash, IRIS, hosital bank payments. As well as overseeing the annual reconciliation of card numbers.
Staff Management
- Oversees the recruitment of finance staff.
- Manages the finance staff, including day-to-day oversight, professional development, and performance management (i.e., objective setting, regular feedback, appraisals, coaching, and training).
- Promotes the vision and values of Medair to the finance and wider Medair team through leadership, advice, and support.
Communication
- Serves as the primary focal point between GSO and the Yemen country programme for finance related needs.
- Collaborates and coordinates with other Support and Programme teams, to ensure integrated and harmonized financial systems.
- Provides training, advice, mentoring and coaching as required to all relevant staff on financial management, procedures, internal controls and financial requirements of donors.
- Ensures the clear dissemination of and access to information related to new policies or procedures within various communication channels.
- Develops and maintains regular, transparent, and supportive communication with all relevant internal and external stakeholders to ensure they are kept informed of applicable financial information, activities and requirements.
- Represents Medair at relevant national and local meetings with government officials, networks, working groups, NGOs, etc. with the objective of contributing to good cooperation and partnership.
- Maintains strict confidentiality surrounding all financial information.
Financial Risk Management
- Controls and manage the security of in-country cash when held on site and when being transferred.
- Conducts regular internal audits and immediately reports any risk of fraud or theft.
This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.
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Person Specification
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Qualification / Experience
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Essential
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Desirable
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Vocational qualification
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Chartered Certified Accountant, Bachelor’s degree in finance, accounting or in a relevant technical field.
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Post-Graduate Degree in finance, accounting, or a related field
Certified Public Accountant (CPA), Chartered Certified Accountant I.e ACCA, CIMA, CMA
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Work experience
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At least five years of finance experience, with at least three years in a management role.
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At least two years of experience as a Finance Manager in a non-profit, NGO, or humanitarian setting.
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Languages
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Excellent English (spoken and written)
Fluent Arabic (spoken and written)
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IT Skills
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Advanced skills in Microsoft Office (Excel, Word, Outlook and PowerPoint).
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Technical Competencies
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Essential
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Desirable
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Accounting and Bookkeeping
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Demonstrated understanding of book-keeping, accounting and maintaining financial records
Demonstrated understanding of the form and function of financial statements
Able to prepare financial statements for statutory and regulatory purposes
Able to complete year-end and month-end processes
Able to use financial information and communications technology, specifically excel and Finance Accounting Systems.
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Able to demonstrate up-to-date knowledge of international accounting standards
Able to use complex financial and integrated ERP Systems
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Financial Process Management
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Able to demonstrate leadership in improving financial processes
Able to show good understanding and ownership of individual and team financial processes
Able to analyse and identify weaknesses, advise others, and implement changes to improve process efficiency or strengthen control within the finance function
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Able to demonstrate understanding of the inter-relationships between financial and non-financial areas
Able to lead process change across multi-functional teams to improve efficiency and effectiveness within the organisation
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Financial Planning
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Able to consolidate individual budgets and produce detailed and summary reporting for management review
Able to implement indirect cost recovery and costing techniques
Able to lead financial projects and assignments
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Able to coordinate country programme planning cycle
Able to contribute to the delivery of global financial objectives
Able to acts as an in-country financial project sponsor
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Management Reporting and Analysis
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Able to produce and interpret regular management reporting for multiple stakeholders
Able to lead monthly budget holder BVA meetings to identify reasons for variances and actions required
Able to produce financial plan analyses and clear recommendations in support of management decision-making
Able to use appraisal techniques to evaluate projects
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Able to engage with budget holders to produce high quality narrative reporting
Able to present complex financial information to finance and non-finance stakeholders in innovative and informative ways
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Other Technical Skills
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Able to develop and lead country programme financial strategies
Able to manage working capital controls and to effectively forecast and monitor cash flow
Able to evaluate and compute taxes payable, including payroll
Able to manage external audit processes Strong understanding of financial risk management.
Good understanding of taxation law
Good understanding of treasury management
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Able to evaluate and appraise partners and suppliers
Strong understanding of taxation law
Strong understanding of treasury management
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Management Competencies
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Essential
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Desirable
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Staff Management
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Can develop finance skills profiles and recruit finance professionals
Able to develop staff objectives, inductions and manage performance
Dynamic and mature personality, able to oversee multiple tasks, prioritising and delegating as required
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Ability to design workforce planning and structure to support programme delivery
Experience with training, mentoring, and coaching staff
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Team building
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Team-player with good inter-personal and conflict resolution skills
Able to develop individual team members
Able to develop a team for high performance
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Experience working with a multicultural team
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Leadership
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Consultative leader and accountable decision maker
Able to set a clear direction for success
Able to develop and enforce strategy, policies and procedures
Able to build trust
Encouraging, humble, and supportive
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Able to motivate and inspire people to engage with finance
Able to demonstrates strategic thinking and operational delivery
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Communication
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Able to develop and maintain effective relationships with internal and external stakeholders
Strong oral and written communication skills
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Able to prepare reports for senior managers and external parties
Able to communicate, train, and present verbally with confidence
Able to influence and negotiate
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Work Planning
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Able to work with minimum supervision
Able to work under pressure and manage personal stress levels
Able to prioritise work to meet deadlines
Adaptable, open-minded
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Other Abilities
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Able to apply professional ethics, values and judgement
Strong organizational skills and attention to detail
Methodical, analytical
Commitment to best practice
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Willingness to be stretched professionally, personally, and spiritually
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Work conditions: This is a position based in Aden with frequent visits to Medair offices and field .
Job Commitment
Planned start date: April 2024
Duration of commitment: six months with possible extensions
WORK CONDITIONS: For the time being, this position will be based in the Medair Aden Office, with frequent field trips and travel. However, given the emergency nature of this response and the unpredictability of geographic locations of services, the base location for this project can change.
Working hours will be 08:00 to 16:30 with 30 minutes for lunch.
SALARY: According to Medair standard salary scale