Finance Manger Full Time

Job Purpose

:Strategic management of the Hub program offices and APs Financial and non –financial resources and asset in collaboration with other key partners (Programs and Support service). This incorporates the supervision of budget preparation, resource allocations, management of  Hub and AP /Project Accounting, Financial reporting, oversee the  financial compliance and Risk management Process.

Major Responsibility

Program Hub and AP annual planning and budgeting

• Supervise Area Program annual planning and budgeting in collaboration with Program Team and Head office Finance Department and timely submission of completed budget on horizon.
• Ensure Hub office support cost budget prepared on timely basis, reviewed, and discussed with all stakeholders.
• Control and review both service and material purchase requisition in line with approved budget for Support cost and field office projects budget
• Review the budget model such as LEAP budget, Support cost budget rate, Compliance with ChSA standard and World Vision efficiency and other standard benchmarks
• Ensure AP’s annual budget Horizon compliance
• Supervise of the mid-year planning budget revision and timely completion of uploading the budget on Horizon Supervision and collaboration of working on Grant proposal and budget preparation with Hub and or Area Program (AP)Team for Hub or AP specific Grant resource.
• Ensure accuracy of grant projects charging and maintain grant projects cash flows for each projects implemented at respective HUB/AP level

Financial Accounting Operation

• Review various goods and service purchase transactions in according to WV internal policies and procedures, donor requirements and condition, government statutory standard and other applicable standards
• Supervise business process, travel, medical and employee out pocket reimbursement in Program Hub and Area Programs
• Review adjusting, correcting, reclassification and other amendment journals in accordance with GAAP and WV policies
• Review and approve cash disbursement, journal entries and deposit journals and ensure accuracy of transaction coding
• Ensure and Process fund releases to different APs and are done on monthly basis in alignment with WVI liquidity standards and policies
• Engage on transaction posting on sun system on a daily basis and minimize coding errors
• Review, compile and send the weekly VI data of the APs and HUB to HO reporting team
• Control and review both service and material purchase requisition in line with approved budget for Support cost and field office projects budget

Financial Reporting

• Ensure balance sheet accounts to maintain normal, realistic balances and long outstanding balances cleared accordingly
• Work closely with reporting team to ensure aging analysis reflect accurate balances and monitored very closely and aged/abnormal balances are cleared on regular basis
• Provide on time, accurate and reliable financial reports to RO management and APs and Ensure Project underspending/overspending are analyzed on quarterly basis and reports are uploaded with all necessary justification
• Ensure Hub Program office support cost budget prepared on timely basis, reviewed, and discussed with all stakeholders.
• Prepare FFR inclusive of AP’s and present to Management Team on monthly basis.
• Review Area Program and Grant Financial reports on monthly basis, provides feedback and sign and file the approved reports for audit trial.
• Ensure all bank reconciliations of the bank accounts in the Hub are done as per the expectations
• Ensure all reconciling balances on the bank are cleared on time

Financial Compliance and Risk Management

• Ensure all types of policies, procedures, contract terms and conditions, donor regulatory requirements, government statutory requirements are maintained and updates are communicated on time to all relevant staffs
• Ensure LDR are completed on monthly/annually basis and ensure appropriate documentation for grant disbursements
• Ensure Blocked part screening are made for procurements at both Program Hub and Area Programs level and any exceptions are fixed in time.
• Communicate World Vision Ethiopia’s accounting policies, procedures, and controls to finance and non-finance professionals
• Ensure local statutory and tax reporting are done on or before 20th every month
• Engage and collaborate with internal and external auditors for annual statutory audit, grant audit and any special investigation programs
• Ensure fraudulent activities are carefully watched, reported and necessary evidences are gathered and reported using appropriate reporting protocols for fraud mitigation (incident reporting via ethics point)
• Ensure regular projects/APs visit and participate in regular monitoring visits
• Support the Financial Compliance Manager in providing communication, understanding, interpretation and relevance of external statutory and regulatory requirements to projects and WVI policies and procedure
• Supervise the implementation of Finance related audit findings with in the standard due date.
• Enhance and strengthen Pro Vision implementations
• Participate in Anti-corruption framework role out
• Ensure the tax liabilities of WVE and pension fund settlement is going according to the local law. Ensure all local funding sources are recorded as per the organization chart of account
• Advice grant finance managers on the booking process of local funding
• Review the transaction before posting to ensure correct transaction are in place
• Follow up on PBAS commitment of local income Reconcile monthly local income commitment on PBAS, actual and budget ledger
• Engage in the annual insurance survey (REAM)

Provision process

• Ensure invoice creation for construction payments, supplier invoices, partners payment through provision
• Follow up the status of invoice created and facilitate urgent payment requests with Shared Service
• Follow up payment requests on POD and facilitate payments
• Ensure the cost centers of payment requests are correct and budget availability
• Review the cost centers on split billing for bulk purchase both local and international
• Ensure payment of perdiem and other vendor payment at Hub level passes through honorarium payment

Stewardship Management and Resource Efficiency

• Participate in Program hub level purchase committee and ensure procurements are made in accordance with WVI, local and donor requirements
• Review and approve all local purchase orders for goods and services procured at Hub level based on Approval Policy and ensure all terms and conditions on purchase orders are in agreement with contracts and PC minutes
• Review and endorse legal or third-party contracts before signing by Program Hub Leader or Managers

People Management and Leadership and technical capacity development for staffs

• Participate in hub office managerial decision making, management meeting and personnel recruitments and the like
• Engage in and Ensure staffs are coached either through on job training or planned training session (CFP) and Mentoring are practiced within the department to ensure that staff are adequately motivated, has good relations and are held accountable.
• Maintain capacity building plan for staff under supervision, AP Accountants and seek all the necessary programs to enhance staff technical capacity
• Participate in staff capacity building for both finance and non- finance staffs and managers
• Produce monthly departmental management report and communicate supervisor
• Cover other department leadership as needed Handle additional responsibility given by supervisor