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Finance and Admin manager

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Will be unpublished on: 
Wed, 02/12/2020 - 17:00

 

Please Check One: New   Revised No Changes

 

Position Title: Finance and Admin manager

Department: Finance & Admin

 

Incumbents Name (if applicable)

 

Reporting to: Executive Director

 

Current Grade (if applicable):

Location: Freetown (70 Freetown and 30 % Regional Offices)

 

JOB SUMMARY:

The primary function of the Admin and Finance Manager is to develop, manage and administer SLaDA’s plans for proper recording, documentation, control, monitoring and reporting of financial operations in compliance with SLaDA and donor rules and regulations. The Admin and Finance Manager is solely responsible for planning, organizing and directing all financial and general administration of SLaDA. S/he manages financial systems of the organization, ensuring that control measures are implemented. S/he provides oversight of the day-to-day financial operations, and is accountable for organizing and providing high level quality financial series to SLaDA programs, projects and units..

 

II. RESPONSIBILITIES AND TASKS

 

RESPONSIBLEITIES

JOB RESPONSIBILITY # 1: Financial System Operations Management and Data ProcessingThe Admin and Finance Manager plays a crucial coordination and management role in financial system operations to ensure the system is functioning properly and is being used effectively by staff. S/he provides day-to-day oversight of financial operations and ensures efficient process flows and controls over finance and accounting functions are processed in the system accurately and reported to donors, management and other partners timely. Specific roles and responsibilities include:

Tasks;

 

  • Ensure Liquidation for are done by the 15th of Every month to CARE
  • Lead in the Preparation of budget for operations
  • Work with Executive Director to prepare and review all funding application budgets
  • Ensure policies, procedures and other quick reference guides are available to staff and disseminated
  • Determine short and long term cash needs and coordinate cash requests and approvals, including the submission of cash flow projections
  • Ensure vendors are paid and account receivable are collected timely
  • Ensure staff receive proper training and are effectively using the cash related modules
  • Ensure journal entries are processed timely and accurately and cash receipts are recorded properly
  • Ensure that the period closing processes are performed timely and adequately
  • Supervise the quality and integrity of financial data and supporting documentation and ensure completeness of data recorded in the system. 
  • Ensure submission of timely, complete and reliable financial reports to the National Director, donors and other stakeholders as relevant
  • Fully monitor financial statements as against transaction done by SLaDA on monthly basis
  • Coordinate and supervise the preparation of forecasts and budgets
  • Lead the preparation of budgets and implement SLaDA policy and guidelines related to fair sharing of support costs
  • Supervise the monitoring of actual expenses against budgets
  • Ensure costs/expenses are managed properly within approved budgets

 

JOB RESPONSIBILITY#2: Financial Analysis, Compliance and Control”

Tasks;

  • Perform quality reviews and analyses of books as well as financial performance reports and provide feedback to the National Director to improve financial management (Bank reconciliation, balance sheet, income statement, grants/contracts reports, actual expenses vs budgets, payroll allocation, etc.)
  • Ensure compliance with SLaDA’s accounting policy and procedures and generally accepted accounting principles (GAAP)
  • Ensure the payroll and other systems provide adequate controls
  • Review all leases, agreements and/or contracts that require current and future use of the organization’s assets and make any relevant recommendations to the National Director
  • Ensure SLaDA complies with donor rules and regulations
  • Ensure SLaDA prepares for annual financial and donor audits  
  • Facilitate internal and external audits, and assist the National Director in preparing responses to audit findings as well as planning and implementing audit recommendations
  • Ensure cash deposit are done for all condom sales activity on a daily basis with relevant documents in place
  • Complete HAPP III financial records and statement taking notes of gaps and note to files for gaps identified

 

JOB RESPONSIBILITY#3: General Administration

Tasks;

  • Ensures functionality of the information technology systems
  • Work with relevant staff to establish a central asset management system by ensuring that SLaDA’s universal coding system for the Furniture Fixture and Equipment items (FF/E) is applied in all locations. Establish and maintain guidelines for property/assets items movement, and develop and implement the maintenance plan for property/assets items and ensure the proper safe guard and disposition plan of these items
  • Responsible for NGO MODEP and SLaNGO registration

 

JOB RESPONSIBILITY#4:  Staff Management and Development (Talent Management and Capacity Building).

Tasks;

 

  • Identify gap in skills, develop training materials and provide training in accounting and financial management as needed
  • Work with the Executive Director to develop and manage talent in the admin and finance department 

 

“No job description / profile can be all embracing.  Associated duties, which can be reasonably considered to be part of the job, shall form part of the job responsibilities.  In addition, if required, an employee may be allocated to other temporary duties, provided these are in keeping with his / her status and experience.”

 

KNOWLEDGE, SKILLS AND COMPETENCIES

  • Required: Bachelor’s degree in Accounting, Finance or Business Management
  • Desired: Master’s degree in Business Administration or Accounting
  • At least 5 years’ experience in not-for-profit financial, budgeting, accounting, financial reporting, grants/contract management and business management
  • Solid accounting systems experience and thorough understanding of financial accounting, reporting, grants and contract management processes
  • Ability to quickly learn new systems, processes and procedures and adapt local practices to global standards
  • Ability to work on teams, work at detailed level and understand the larger picture
  • Facilitations skills to conduct training sessions for small, medium and large sized groups
  • Solid analytical skills, problem solving and experience working with donors
  • Strong oral and written communication skills; Customer focused while handling multiple priorities
  • Good management, coaching and negotiation skills
  • Proficiency in using financial software applications
  • Proficiency in Microsoft Office including Excel and Word

 

Applications with most recent curriculum vitae and names and email addresses of three (3) referees, one of which should be applicant’s previous supervisor and should reach the following people not later than Friday 4th December, 2020 at 17:00 hrs

 

v  The National Director, SLaDA, 11 Old Railway Line, Wilberforce, Freetown,

v  Or send by email to: slada.recruit@gmail.com

v  Hand delivery copies are also encouraged.  You can deliver your application at the SLaDA office at 11 Old Railway Line, Wilberforce, Freetown.

Please include contact telephone number(s). Please note that it is a requirement for all interested candidates to apply by using the employment registration card issued by the Ministry of Employment, Social Security and Industrial Relation (commonly known as Ministry of Labour).  Kindly deliver a separate a copy of your applications and curriculum vitas with the Ministry.

SLaDA provides equal employment opportunities and does not discriminate in employment regardless of race, color, religion, national origin, tribe, gender or age.

WOMEN ARE STRONGLY ENCOURAGED TO APPLY

ONLY SHORT LISTED CANDIDATES WILL BE CONTACTED

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