Senior Capital Finance Manager

Founded in 1994, Acted is a non-governmental organization with headquarters in Paris, France. Independent, private and not-for-profit, Acted respects principles of strict neutrality and impartiality in its decisions, and operates according to non-discrimination and transparency principles. Acted endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; construct effective governance and support the building of civil society worldwide by investing in people and their potential.

In Pakistan, Acted has been active since 1993 and has provided assistance across all provinces to an estimated 6.9 million people. The assistance has included emergency response to meet the immediate and live-saving needs of natural disaster and complex emergency affected households, as well as recovery and development support in the form of education and livelihoods promotion and assistance.

JOB PURPOSE

The Senior Capital Finance Manager is a key member of the Management Team at country level. He/she will be responsible for Acted financial management in-country under the authority of the Country Director and Finance & Administrative Director in HQ. The Senior Capital Finance Manager ensures that national legislation is adhered to, and that Acted’s financial standards are applied in terms of accounting, financial control systems, internal / external reporting processes, in order to ensure an efficient use of resources. He/She leads, provides technical support and capacity building to the country finance and administrative staff. The Senior Capital Finance Manager shall alert the Country Director and Finance Director in case some major problems arise with a potential financial impact on the mission.

CHAIN OF COMMAND

Under the authority of: Country Director (direct line manager)

OBJECTIVES

• Manage and control the accounting and treasury cycle by making sure deadlines and Acted’s Global Finance Procedure Manual are followed.
• Ensure a proper financial control and internal reporting, anticipate, mitigate and report financial risks ensuring operations are run in a cost-efficient manner with a planned cash management, in compliance with Acted’s, donors’ procedures and legal requirements.
• Ensure a smooth project cycle from a financial perspective from budget making (in line with the country strategy and donor’s rules) to the final report and close-out of a project.
• Lead the finance teams, coordinate and facilitate access to information within the FLAT teams.

DUTIES & RESPONSABILITIES

Accounting and treasury Management

Accounting management – supervise the accounting cycle for the mission

1. Ensure timely and accurate data entries in cashbook, bankbook and SAGA following the standard descriptions defined in Acted’s Global Finance Procedure Manual.
2. Verify and coordinate the monthly compilation accounts from each area.

• Supervise cash and bank balance checking process when closing the monthly accounts.
• Communicate accounts on a monthly basis to HQ, respecting SAGA procedures and deadlines in line with the monthly accounting schedule as per Acted’s Finance Procedures.
• Manage the presentation, circulation, filing of vouchers and archiving of accounting and financial documents in compliance with FLAT and Finance procedures (maintain an up-to-date filing follow-up: A8.01_Red Cell Game); Review on a random basis quality and compliance of documentation from areas when centralizing.
• Supervise the Yearly and Midyear Accounting Closures for both General and Analytical Accountancy aspects (V1 and V2).

Treasury management – ensure a controlled and smooth cash management

• Ensure justified bank selection process, open/close bank accounts under the authority of the CEO.
• Oversee the management of bank accounts: control, follow and make sure flows are properly lettered (advances, transfers, etc.), check balances and justifications, authorised visas; Report to HQ through the flows reporting tool A1_PRATIC.
• Supervise the management of safes and cash: available amount, balance checks, security instructions.
• Assess monthly cash-flow needs for projects and areas, fill and share the form A4.01_Cash Request on the 15th of each month.
• Manage money transfers, areas cash-supply and amounts in circulation, whilst defining payment procedures (bank transfer, cheque, cash etc.)
• Make sure donors are invoiced on time and report it through the tool A4.04_ATROCE, comply with good practices described in the Money in Acted House Plan (MIAHOU).

Commitment of expenditures, budget control, & Financial Management

Commitment of expenditure – guaranty budget availability and compliance to Acted and donor’s procedures before releasing payments:

1. Collect visas of authorised staff members, set-up commitment ceiling in local currencies, define methods and timescales for payment.
2. Before commitment / payment of any expenditure, check authorization levels, budget availability, budget line on which the expense is to be allocated to, ensuring full compliance with ACTED and donors’ procedures:

• In close coordination with the Country Logistics Manager (CLM) or equivalent, negotiate terms of contracts including payment schedule & taxes obligations; ensure that procurement procedures are adhered to; Follow-up commitments and payments through the tool A7.02_Contract Follow-Up (CFU); Ensure financial, compliance & budget control points during Purchase Committee meetings; review coherence between orders, quotations/offers, purchase orders, call for tender documentation, procurement memo, contract, invoices, receipts, works/services completion certificates; Check the receiver’s ability to endorse payment;
• In close coordination with the Admin Team, ensure that staff contracts are in line with ACTED standard salary grid, available budgets and regulations; propose salary grids revisions based on benchmarks, national legislation and budget constraint; review and validate the payroll on the 25th of each month.
• Validate partner’s accounting and documentation accuracy and compliance before payment.

Project budget follow-up, mission’s cost control, internal & external audits – anticipate and mitigate financial risks ensuring operations are run in a compliant and cost-efficient manner

• Lead Budget Follow-Up (A7.01) and Allocation Tables (A5) consolidation process.
• Analyse/report gaps between planned budgets and actual expenses; comply to the flexibility rule.
• Anticipate financial risks, present budget updates and mitigation plans during FLAT meetings.
• Analyse and report monthly running costs, fleet and communication of each area (A6.01-04)
• Prevent and report any financial and operational loss (A6.01 ACT follow-up).
• Submit to HQ all the annexes of the internal financial follow-up reporting tool (TITANIC) by the 15th of each month.
• Follow-up Exit Forms for international staff and make sure they are sent to HQ once validated.
• Take the lead on external audit preparation in support to the country compliance teams if any; Contribute to opening/closeout meetings, responses to audit reports, recommendations’ implementation plans.

Project financial cycle management

Develop project budgets and reports – ensure the financial feasibility of projects, respecting Acted and donors’ rules and deadlines

• Gather information from the relevant departments to consolidate budgets for project proposals according to project/mission needs and donor constraints; Propose sufficient programme and support budgets including mission’s investment plans in close link with country coordination.
• Review and negotiate terms of grant contracts before signature (payment & financial reporting schedule, use of HQ cash-pooling system, etc.).
• Plan, consolidate, draft & crosscheck with Project Development Department (PDD) financial reports when required (ad ’hoc, interim and final), respecting contractual deadlines and rules such as flexibility, eligibility and liquidation period, etc.
• Follow-up payments from donors and financial project close-out (contract liquidation).

Team leadership & other tasks

• Update the organization chart and ToR’s of the finance and administration departments (if applicable) according to the mission development.
• Oversee the team, plan & conduct finance staff recruitments, undertake appraisals, follow career management, identify staff with potential and contribute to Acted internal mobility policy; Ensure training and capacity building for finance team members of Acted and Partners in order to increase the level of technical ability and skills.
• Actively promote strong & structured articulations with all teams (Logistics & PDD in particular); Represent Acted with relevant finance & admin networks at country level.
• Improve information flows within the department and with other departments.
• Plan field monitoring missions.
• Perform any other related activities as assigned by immediate supervisor

PSEAH Obligation:

• Acted has zero tolerance approach on PSEAH matters and as an Acted employee It is my utmost duty to ensure full compliance of PSEAH policies in Acted and outside Acted as well. I will not engage in any PSEAH violations and will ensure team working under my supervision will also follow the same protocols. I shall not be involved in any sexual exploitation or abuse. I shall ensure to comply with the highest standards of moral and ethical conduct. Any incident of SEA shall be reported to Acted. Any failure by myside to take preventive measures against sexual exploitation or abuse, or to investigate allegations or take corrective action, shall constitute grounds for termination of the Agreement.
• For the purposes hereof, the following definitions shall be used.

Sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

Sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Note: “Acted is committed to protecting beneficiaries and staff within our programs from sexual exploitation and abuse (SEA). Acted has a Code of Conduct and organizational policies, which outline the expected behavior of all staff, consultants and other stakeholders and reminds Acted’s zero-tolerance approach. Any candidate offered a job with Acted will sign those documents as part of their work contract and is expected to abide by them.” “Acted is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff. Acted is equal opportunity employers. Females and minorities are encouraged to apply. Candidates with disabilities are encouraged to apply. Final selection will be based on security clearance of the candidate.”