Financial Planning & Control Manager - WB

The Opportunity – Financial Planning & Control Manager

 Post location:  oPt CO - Ramallah 

Contract Duration and Level of Effort:  Open ended

ROLE PURPOSE: 

The Financial planning and control Manager in his/her capacity supports the Director of Finance in the areas of FMS management (Agresso), accounting, internal reporting, forecasting and payroll disbursement. The position ensures quality services to clients in line with SCI Policies and Procedures.

SCOPE OF ROLE: 

Reports to: Director of Finance.

Staff reporting to this post: Finance Assistant.

Dimensions: oPt CO is a high complex country, with multi-member interest, and an annual budget of around $20+m, and approximately with 100 staff member.

KEY AREAS OF ACCOUNTABILITY: 

Financial Accounting, Reporting and Control (30%)

• Review the monthly payroll calculation sheet, process the payroll, prepare staff salary transfer letters, and send them to related banks.
• Review staff entitlement documents, verify the calculation, and prepare the check or bank transfer letter.
• Maintain the control accounts and ensure the balance is zero before the hard close.
• Check the debtor and creditor accounts and reconcile them.
• Monitor cash balance KPI and ensure having less than $100k balance at the end of each month. 
• Responsible to prepare the monthly financial report (MFR), provide any explanation needed for the items in the report, have it signed, and saved on the shared folder for the RO.
• Work with the Finance Manager and the Director of Finance to adjust any coding errors for posted transactions in the system when and if needed.
• Open new DEAs in Agresso for new awards.
• Update staff on any new SOFs and DEAs opened or closed in the system through sharing the Data Validation GLOSS sheet on regular basis.
• Coordinate with the WB Finance Team to have the WB Finance Officer support in entering the CAM adjustments, payroll and its related vouchers to Agresso.
• Ensure smooth and proper closeout of CO books on monthly basis and by end of the year.
• Responsible for completing the monthly commentary report, collect data and information needed from BHs, upload the completed report on the RO shared folder, and attend the monthly call with the RO Finance Team to discuss it. 
• Complete the Financial Part of the Annual Administrative Report (MOI) and submit it to the MoI.
• Responsible for the communication and coordination with the MoI regarding submission of the audited financial statements and the Administrative Report.
• Responsible for the communication and coordination with the MoF regarding our income tax file, answer their queries if any, and submit the audited financial statements.
• Answer queries from the RO or/and the Centre related to our finances.
• Assist in other tasks reasonably required by the Director of Finance.

FMS, ER/CAM, TIM and Financial Data Quality (30%)

• Review and check the financial data in Agresso on regular basis by generating and reviewing the Traffic Lights Report and Data Quality Assessment Report.
• Update the monthly exchange rates for specific awards with donor rules for FX when needed.
• Being the CO focal point for Agresso and communicate with the RO, the Centre, or/and FMS Support any issues we face and can't handle in Agresso.
• Being the CO Finance ER Super User.
• Run the invalid Timesheet Data Report throughout the month and ensure all employees correct any invalid codes before timesheet submission.
• Review the Timesheet Summary Report (TSR01) to identify any incorrect coding for both awards and the shared cost SOF. This review can be done throughout the month on bi-weekly basis, but must be completed before timesheets are approved by line managers and salary allocation process is run on the 5th working day following the end of the month.
• Responsible to do the single account reconciliation for the CO accounts on the financial system and follow up if there are mistakes to be adjusted or payments that should be paid.
• Process the Salary Allocation to transfer all salary and related employee costs to awards. Before doing this, finance should review the TSR01 report and approve the final coding with confidence. Salary allocation can only be run after salary GLACOS has been posted to the system and transferring timesheet process has been completed successfully. 
• Do the CAM DEA/DRC relation for new awards.
• Do the premise accounts mapping for new awards and regularly run the missing mapping report. 
• Generate the EXP02 report, review charges made to shared cost SOF, post corrections in Agresso before hard close on the 8th working day, and notify budget holders/line managers to make employees aware to use correct codes for the following month.
• Review charges made to the Premise SOF, post corrections in Agresso before hard close on the 8th working day, and notify budget holders/line managers to make employees aware to use correct codes for the following month.
• Recode costs that are unallowable to all awards to the Non-Award Fund (NAF) against DEA XX001 XTC/NTC Unrecoverable. Costs that are unallowable to one award must be re-coded to another award, if donor compliant, or to the NAF. 
• Do the CAM 2nd step adjustments.

Financial Planning and Audits (25%)

• Follow up with BHs to get and review the monthly phased budget for on-going awards and for awards received throughout the year.
• Upload the SOF budget for new awards or revised awards to Agresso.
• Do the preparation work for the CO Master Budget; prepare the templates to be completed by different units and share them with heads of the units, and complete the Master Budget templates.
• Do the preparation work for the CO 1st and 2nd Forecasts; prepare the templates to be completed by different units and share them with heads of the units, and complete the Budget Forecasts templates.
•  Responsible for any internal or external audits, for specific awards or annual audits by providing reports and ledger accounts from Agresso, reviewing the audit sample, explaining to auditors the system, and answering their questions.
• Coordinate the CO annual and project specific audit schedule.
• Prepare and send the audit confirmation letters.
• Be the main focal point for audits and responsible for conducting the annual audit work by auditors in the office and with partners.
• Work with the FO finance to coordinate for partner’s audits conducted by SCI auditors in Gaza and WB.
• Responsible for reviewing and finalizing the CO project audit reports before they are issued.

Banks and Cash management (10%)

• Responsible for the communication and coordination with MoI regarding the approval of our bank accounts authorized signatories an answer their queries if any.
• Managing and administering all bank accounts being held in the name of SCI in terms of compliance with HO requirements.
• Ensure good relationship exists between CO and banks, supervise the CO banking arrangement.
• Responsible for the communication and coordination with Banks regarding our accounts and to keep the authorized signatory list updated.
• Responsible to keep the CO bank accounts authorized signatories list updated to remove leaving staff and add new ones, and ensure MoI approval.
• Collect from different teams their cash needs, prepare the CO funds/cash requirement, and submit to Regional office on monthly basis.
• Manage the CO bank accounts in different currencies and ensure SCI offices have adequate cash balance in their bank accounts to meet their monthly projected payments.
• Follow up SCI Centre monthly transfers to the CO bank accounts and make sure transfers are recorded in Agresso.

Staff Development and Training (5%)

• Provide technical assistance, training, orientation, and support to finance staff on the CO financial issues as needed in Gaza and WB.
• Do orientation sessions and training to finance and non-finance staff on Agresso.
• Do orientation sessions and training to finance and non-finance staff on coding (ER/CAM).
• Attend internal finance staff, Finance staff, and other relevant meetings.
• Attend Regional, Centre, and Member’s meetings as required and needed.

Ready to work to respond to any natural disaster or emergency situation anywhere in oPt. 

BEHAVIOURS (our Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

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In order to be successful you will bring/have: 

QUALIFICATIONS 

• At least 5+ years of experience within the finance department of a national or international organization including experience with financial management in emergencies

EXPERIENCE AND SKILLS       

• Undergraduate degree in accounting/finance or equivalent, CPA/ACCA preferred.
• Masters in Finance, Business or relevant field is preferable
• Excellent analytical skills – the ability to analyse complex financial data and design and produce effective management information.
• Experience of budgeting and budget management.
• Understanding of financial systems and procedures.
• Familiarity with computerised accounting systems.
• Experience of computerised accounts packages, Excel, PowerPoint and Word.
• Strong communication and interpersonal skills.
• The highest level of integrity and commitment to preventing corruption.
• Ability to gather facts and data, scrutinise with ease, determine a logical solution and resolve issues with minimal supervision.
• Ability to manage a complex and diverse workload and to work to meet tight deadlines.
• Ability to contribute to a small, proactive team, motivating staff and working collaboratively with colleagues and providing support and advice as necessary.
• Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
• A full appreciation of the value of co-operation, both internationally and within a team environment.
• Understanding of Save the Children’s vision and mission and a commitment to its objectives.
• Commitment to Save the Children values.
• Written and verbal fluency in English and Arabic.