Finance Manager

• All Sector Coordinators (Education, Livelihoods, Emergency, Programme Development & Quality), PDQ team, Grants Manager, Partnership Manager and wider health team; 
• Country Management Team, Business Development and Knowledge Capitalisation Manager (BDKC); Finance, Logistics and Procurement, and HR;
• Concern Desk Officer and relevant technical advisors at head office

The jobholder will have an oversight role on our partners and therefore accountable for partner finances. This will include the pre-assessment of partner financial capacities, the development of appropriate financial clauses in partner agreement, the monitoring of partner expenditure and performance, the development of partner capacity building strategies and assistance to partners and programme managers in the planning and design phase of the project.

The position will have an oversight role on Fixed Asset Management by ensuring proper records are maintained for organizational asset.

Responsibilities:

• Liaise with both the PD and CFC to ensure all relevant donor guidelines, policies, circulars and procedures are readily available, streamlined, complied with during both planning, implementation and closeout of grants.
• Liaise with Programmes and Prepare/ update a schedule of all reports to be submitted during the year.  Ensure that donor report are submitted as per in-country and Dublin guidelines.

• Participate in periodic joint review of donor reports with budget holders upon arrangements
• Perform budget eligibility tests against donor guidelines/requirements during new budget development

• Represent finance in new proposal/budget development process. Assist the program staff in formulating budget proposals.

• Ensure appropriate and updated soft and hard copy filing and documentation regarding donor budget and report exists

• Review and ensure that donor reports tie back to the general ledger from GP and donor original budgets. 
• Map staffing to donor funding to ensure that gaps are identified and included in future donor proposals, provide relevant information to senior management to inform decisions that may be necessary on staffing positions if there isn’t sufficient funding.
• Work with Program Managers and CFC on the coding of new grants and ensure circulation to all relevant staff and accounts are created in GP, in conjunction with the Management Accountant.
• Prepare interim & final donor financial reports and submit to CFC & programme managers/ coordinators. 
• Undertake periodic joint review of donor reports with budget holders based on agreed upon arrangements.
• Maintain a hard copy filing system for each donor, as per the ‘Donor File Contents Checklist’ and ensure it is kept up-to-date with signed final versions. 
• Ensure all Finance related Donor Budgets, Contracts & Reports are uploaded onto Concerns Grant Management System (GMS).
• Ensure familiarity with various donor compliance rules and report layouts & timelines – in particular the main donors like- FCDO, Irish Aid, ECHO, EU, USAID & update the relevant staff.

Month end account closure 

• Follow up and support as necessary, on the month end process including the support cost allocation. 

Financial Control

• Assist the CFC in ensuring that specific in-country procedures are developed, approved, documented and rolled out effectively.
• Ensure that country financial management systems & records are adequate in order to identify and protect the assets & interests of the organization.
• Make regular visits to all Concern’s projects to ensure that adequate monitoring systems are in place to minimize the risk of loss or misuse of assets.

Monthly Management Accounts

• Hold monthly review meetings on Donor management accounts with the relevant budget holders to identify early issues on areas such as over/under spending and address those

Budgets and Budget Revisions as per Concern Budgeting Cycle

• Follow up on timey submission of budgets from budget holders and undertake review of draft budgets to confirm that it reflects as accurately as possible the financial impact of proposed activities 
• Assist in consolidating finalized Budget Data in to the standard budget pack.
• Prepare the budget in a manner ready to be imported into the GP system.
• Import the budget to the system (GP) in consultation with the CFC
• Generate revised budget codes based on revised budget
• Ensure appropriate and updated soft and hard copy filing and documentation of the budget information exists. 

Financial Reporting Pack (FRP) as per Concern Reporting Cycle 

• Assist the CFC during financial report (FRP) preparations by producing a draft FRP for review with the CFC 
• Assist in addressing FRP review feedback from HQ
• Properly file the final FRP after feedback both in soft and hard copies
• Undertake periodical joint review (at least quarterly) of management accounts with budget holders based on agreed upon arrangements
• Assist the CFC on YE closing 

Partnership Management:

• Provide technical support during new partner selection and subsequent periodic assessment in reviewing CILPAT completed by the Partnership Accountant (PA).
• Provide support and guidance during the formulation of the partner agreements to ensure that the agreements have taken into consideration the global Concern procedures and the findings of the assessment. 

• Assist the PA and Undertake final budget review at the consolidation stage, highlighting areas of variance in terms of support costs and previous year’s expenditure and enable easy consolidation of data to the budget pack and system.
• Undertake sampled periodic review (and investigate) of partner’s financial reports (and supporting documentation) and ensure donor compliance where applicable and liaise with the Partnership Accountant for action.

• Carry out planned and ad hoc reviews/audits to support and monitor organizations’ activities on an agreed terms of reference
• Provide the necessary to ensure Partner’s internal controls are effective by assessing critical processes
• Follow ups to ensure external audits are conducted by partners in compliance with the agreement. Review these external audit reports
• Review disbursement position and facilitate the timely and appropriate release of funds to the partner.
• The Finance Manager will be a resource person for supporting partners on key trainings, development of financial control systems. This will dependant on the needs of the partner as identified in the findings of the assessment, communication and consultation with the partner
• Ensure Partner Reports and Findings are circulated to all interested parties within Concern and the Partner.
• Ensure monthly partner accounts reconciliation is done by PA, reviewed and in case of any variance, it’s explained and cleared accordingly.

Staff Management and Capacity Building

• Directly line manage and supervise Finance staff as directed by CFC.
• Coach and mentor national finance team who have potential to rise to more senior level positions in the organisation. 
• In consultation with the CFC, provide on the job training to subordinates on regular basis including during field visits. 
• Deliver training on donor management accounts, donor budgeting and donor financial requirements to finance and non-finance staffs in Head office as well as field offices.
•  Support CFC in Delivering training on finances issues to non-finance staff where a need is identified in all field office and remote locations.

 Other tasks

• The position holder will be required to deputise in the absence of the Country Financial Controller.
• Assist the Country Financial Controller in the capacity building of finance team members, non-finance managers and provide induction on finance for newly joined and maintain up-to-date induction materials 
• Maintain good communications within the team and ensure that all information is shared within the team
• Pay regular supervisory field visits
• Contribute to the production of accurate and timely financial reports of the programme.
• Ensure proper records are maintained for organisational asset by carrying out regular review of asset register and physical count.
• Give financial management support to other field offices.
• Represent the Finance Department internally and externally 
• Follow up of recommendations made by the internal and external auditors.
• Ensuring the non-disclosure of any information acquired in the course of duty, relating to the practices and business of Concern Worldwide, to any other person or Organization 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 authorized personnel only 
• Ensuring strict adherence to Concern Sierra Leone Financial Procedures and Fraud Policy and remaining within the boundaries of these policies at all times 
• Ensuring, along with all staff, that all activities are implemented and managed in a transparent participatory manner and in line with Concern Worldwide policies and procedures

• Providing, as requested, cover to key finance functions during staff absence especially DA and PA

Complete any others reasonable tasks as requested by CFC.

1. Education 

• Required: Accountancy Qualification (e.g. CPA, ACA, ACCA, CIMA ) or equivalent professional degree (Bachelors level university degree related to accounting).

2. Job related Experience and Knowledge

• At least 7 years’ experience in finance. 
• At least 4 years’ managerial level experience in an NGO.
• Experience of donor reporting would be highly desirable.
• Experience managing large and multi donor (especially IA, USAID, ECHO, FCDO, EU etc.) programme budgets
• A good understanding of computer applications i.e. Microsoft word, Excel, communications systems and basic trouble shooting skills is essential for this role. 
• Experience in developing finance staff capacity on the technical aspects of finance and sensitizing/training non-finance staff on finance functions.

Desirable:

• Knowledge of development issues and concepts.
• Academic background of or strong practical experience in macro-economic and/or fiscal policy.
• Ability to work under pressure to meet tight deadlines
• Experience working in partnership with local, national and international organisations
• Good team worker
• Good Communication and negotiation skills
• Cross cultural awareness and sensitivity
• Empathy with Concern’s goals and a commitment to capacity building, protection and participation
• Good communication and training / capacity building skills
• Proven organization, planning and management skills
• Ability to work on own initiative and lead diverse teams
• Flexible and adaptable to a changing environment

• Raising awareness and being updated on HIV & AIDS issues.
• Protecting him/herself and colleagues.

Sharing information with colleagues and avoiding stigma and discrimination.

Therefore, each staff member of Concern is expected to be sensitive to equality issues in their relationships with colleagues and in their work and to participate in implementation of gender mainstreaming plans, both at the workplace and in programmes.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.