Description of the department:
DRC is one of 17 countries globally where Trócaire has a country presence. The DRC office is managed by a Country Director based in Kinshasa. The three programmes in DRC are Governance and Gender, Sustainable Livelihoods and Humanitarian. |
| Reporting to: Country Director |
| Managing: Programme Accountant, Finance Officer, Office Manager and Admin and Finance Assistant. |
| Contract Type: Fixed term. National contract governed by the Congolese labour law |
| Contract Duration: Two years (renewable), six-month probation period |
| Grade and Scale: DRC Management Scale |
Scope of to the Role:
The Finance and Administration Manager (FAM) will have overall policy and management responsibility for the finance and administration functions for the DRC office and programmes. Responsibilities include general financial control, human resources, general administration, financial management, treasury and budgetary functions. The FAM will work in close collaboration with the Country Director and the Programme Manager to achieve the strategic and operational goals of Trócaire in DRC. Responsibilities will include but are not limited to:
- Managing all administrative duties in the Kinshasa office to include, logistics, IT, human resources, security & health
- Production of financial reports as required in a timely manner.
- Effective budgets management through spending strictly within the approved budget limits.
- Ensuring our online finance system, Agresso is up to date at all times.
- Ensuring programme staff are supported in the financial management of their programmes.
- Sound management of bank accounts, internal controls and safeguarding of Trócaire assets including cash.
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Responsibilities:Finance and Governance in Partner Organisations
- Play a lead role in or support the programme accountant on training partners on compliance with donors’ audit and financial management and corporate governance requirements.
- Review the programme accounts monthly and annual reporting on financial capacity building of partners and partner reviews, follow up to ensure these reports are completed within set timelines and in line with the requirements of the Trócaire partner governance & finance manual.
- Contribute to strategy at country level around partner capacity building, as a member of the country management team.
Financial Control and Reporting
- Ensure timely & accurate preparation of monthly management accounts for budget-holders and country management to ensure that management can monitor budget utilisation and take appropriate action on any significant variances.
- Ensure timely & accurate preparation of reports for Trócaire Head Quarters.
- Customise the Trócaire finance & budgeting manual in view of meeting all local statutory requirements and other requirements that relate to the local operating environment.
- Closely monitor all country activities and keep the country director and international accountant advised of all situations which have the potential for a negative impact on internal controls or financial management.
- Finalise year end accounts for the external auditors and provide any ad-hoc financial reports as required.
- Play a lead role in managing donor and internal control audits as required and the response and implementation of any recommendations.
- Maintain an effective & efficient system of internal controls which comply with Trócaire’s financial guidelines.
- Ensure adequate controls over cash & bank management are constantly monitored & updated to minimise the risk of fraud or misappropriation.
- Assist with investigations into alleged fraud or irregularities including with partner organisations.
- Ensure that all financial records & accounts are compiled timely, accurately and in line with international accounting standards & donor regulations.
- Ensure that the country financial operations comply with legal & statutory requirements e.g. audit & financial reporting to all relevant national authorities.
- Ensure efficient and effective treasury and foreign currency management practices are in place.
- Follow up on the fund/Institutional funds reconciliation process on an ongoing basis until consumption of all related funds. Ensure that an internal final report is prepared with an overview of expenditure.
- Work with other financial staff to make sure that Trócaire realise the highest possible return from any financial transaction. This includes assessing interest rates on company bank accounts, and planning the issue of payments so that the maximum amount of interest is generated from those accounts.
- Assist the country director in the management of the risk process, including acting as control owner over relevant corporate governance and financial management risks and ensuring that appropriate controls and mitigations are both in place and regularly reviewed.
- Review donor reports ensuring financial information is in line with donor requirements.
Staff Capacity Building and Networking
- Provide technical financial advice and expertise to the country director, programme manager, programme accountant and finance officer.
- Undertake financial training of budget holders, to assist them in making decisions based on financial reports.
- Undertake financial training of the country team to ensure an understanding and awareness of Trócaire’s financial and internal control procedures.
- Direct line management of the finance officer, office manager and admin/finance assistant and other direct reports as identified locally.
- Direct line management of the country programme accountant in collaboration with the programme manager.
- Assist in the induction and orientation of country staff with particular attention to design of an induction programme for direct reports.
- Attend and actively contribute to regional and global finance meetings as required.
- Liaise with the finance managers of other INGOs in country as required.
Internal Systems and Processes
- Ensure that the systems in place enhance, as far as possible, the efficiency & effectiveness of the manner in which assets are utilised.
- Ensure that the global accounting package (Agresso Business World) is maintained and utilised in an appropriate & effective manner.
- Together with the programme accountant and the institutional funding adviser, establish & maintain a donor financial management system in order to ensure efficient & accurate reporting to donors.
- Closely monitor all financial activities, and keep the country director advised of all situations which have the potential for a negative impact on internal controls or financial management performance.
Budgeting
- Lead in the preparation and finalisation of country budgets, budget reviews, revisions and multi annual plans.
- Review with the management team monthly reports as available on Agresso Business World and ensure follow up of any issues or variances arising.
- Review all budget proposals prior to submission to an institutional donor providing the country programme manager of an opinion on the ability of Trócaire to meet the financial contractual obligations.
Human Resources
- Maintenance of current and complete files of all staff including valid contracts and copies of essential documents
- Assist the country director in updating the HR manual as needed and propose staff policies and procedures to be included in the manual.
- Ensure that staff policies and procedures respect the principle of gender equity
- Remain abreast of national law, custom and best practice in relation to other core benefits at country level and benchmark against other similar organisations regularly.
- Make recommendations to the country director on salary and other terms and conditions related to locally contracted staff.
Other Responsibilities
- Supervise the administration and logistics of the office, providing support to the office manager
- Support the office manager to ensure our Information Technology System provide the best value for money and liaise with the IT team in HQ for upgrades and trouble shooting.
- Act as one of the bank signatories to the Trócaire bank accounts.
- Reconcile all balance sheet items on a monthly basis, in accordance with Trócaire policies & procedures.
- Ensure sufficient funds are maintained in bank and cash accounts and initiate requests to Head Quarters for additional funds.
- Supervise core payroll services including the processing of monthly payroll and statutory and internal deductions, the maintenance of payroll records and issuing of monthly pay slips.
- Any other duties as set out by the country director.
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Person Specification – Essential Requirements (E)
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| (E) Qualification: Internationally recognised professional accounting qualification. |
(E) Experience :
- At least three years post qualification experience in a finance/accounting role. This should include at least one year’s experience in an international NGO.
- Experience of managing teams in a multi-cultural environment and playing a leadership role in ensuring cohesiveness, inclusion and development of staff at all levels.
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