Helpage International Job Description

Job Description for Country Finance and Support Services Manager

Location: Khartoum, with periodic travel to project areas Department: Finance & Support Services Grade and salary: Negotiable Contract Duration: 1 year with possible extension Responsible to: Country Director, Sudan Responsible for: Finance and services staff. CSFM is responsible for managing the Finance Officer, HR officer, IT officer, and Logistics and Liaison officer. Matrix manage the Support team in Darfur

Background to HelpAge International (HAI) and Sudan Programme

HelpAge International works through a global network of over 100 organisations in 65 countries, to help older people claim their rights, challenge discrimination and overcome poverty, so that they can lead dignified, secure, active and healthy lives. In addition to the general vulnerability associated with people affected by the prolonged and complex humanitarian situation in Sudan, older people face specific problems associated with ageing such as a lack of mobility, ailing health, isolation and increasing exposure to disease HelpAge has been operational in Sudan since 1983 and is currently focused on delivering urgent humanitarian aid and recovery activities in the areas of Health, Nutrition, Protection and Food Security & Livelihoods, including eye care, shelter, and support for small businesses, literacy training, social activities, and providing work opportunities. HelpAge international has an office in Khartoum, a sub office in El Geneina and some field offices in localities were we are operation. We work with national partners and various stakeholders to achieve our mandate.

KEY WORKING RELATIONSHIPS

 Work closely with Country Director, the Country Leadership team members, and regular contact with Regional Finance and Support Services Manager, and Finance Teams in Nairobi and London.  Actively engages in the Country Leadership Team, INGO coordination networks, UN Clusters, HAC, and other coordination and networking forums as designated by the Country Director or as necessary

SCOPE AND AUTHORITY

Scope of the Role:

Reporting to the Country Director and member of the Sudan Country Leadership Team, CSFM has overall management responsibility for HAI’s business support services (Finance, IT, HR and Logistics), maintain financial systems and controls to ensure the efficiency, integrity and transparency of the office and sub-office operations in accordance with HAI guidelines, national legal system. The post holder line manages finance, HR and admin related staff. Any decisions that impact on the country operations in relations to finance, administration and legal issues are made in conjunction with/referred to the Country Director. Job purpose

Reporting to the Country Director, the role of CSFM is to manage the business support functions of HAI operations in Sudan. The CSFM is responsible for developing and implementing financial, administrative and human resource policies and processes to ensure that they are relevant, and are functioning efficiently and effectively. This include scanning for risks, ensuring quality financial reports and statements, capacity assessments and strengthening of finance staff and partners, and ensuring the administrative and other support functions are in place and operational in line with HAI policies and Government of Sudan laws and regulations.

Key responsibilities

Financial Accounting

 To maintain effective procedures and systems for financial management and control in compliance with HelpAge International and donor requirements  Supervise the Sudan programme’s banking arrangements to ensure adequate liaisoning with principal bankers and minimize the Sudan programme’s exposure to currency gains and losses  Approve monthly bank and cash reconciliations and take appropriate timely follow-up actions on outstanding issues  Approve cash flow forecasts and requests of funds from HelpAge London office  Liaise with donors dealing directly with the Sudan programme to ensure timely receipt of funds  To establish and maintain effective accounting systems for the recording of all financial information.  To liaise with Audit staff (internal and external) ensuring that any recommendations and changes are fully implemented.  To make sure appropriate support and control mechanism in place for implementing programme activities with the support of partners.  Manage a number of finance directly as well as support finance team in the sub offices. Oversee closure of financial year and ensure that London Year End Schedule is provided in a timely manner.  Coordinate the local audit of the Sudan Country Programme.

Management Accounting  In close liaison with the Country Director, ensure that thorough and effective budgetary control is undertaken in the Sudan programme. Highlighting the key variances, reasons for these, and any remedial action that is required.  To co-ordinate and oversee the budgeting, forecasting, liaising with budget holders and contract managers to ensure that procedures are understood and timetables communicated.  Circulate and discuss with CLT and project managers, the monthly management reports and their implications by 22nd of every month  Monitor actual expense against budget and prompt programme staff to draw up timely contingency plans for potential budget over and under spends  To support Programmes staff in the production of project budgets and proposals, advising on assumptions, risks and opportunities contained within the budgets.  Lead and guide the timely revision of the Sudan’s programme’s annual budgets.  Supervise the preparation of monthly, quarterly, annual and other regular reports and provide necessary explanations to donors, Sudan, EWCARC or UK Secretariat staff.  Train programme and finance staff to prepare budgets in donor formats and DBS  Perform quality control on all new budget proposals and provide at least 10% of budget to cover programme support costs in Sudan office

Administration and standards  Ensure administration functions are conducted according to HAI standards as well as donor requirements.  Ensure that adequate measures are in place to safeguard the assets of the organisation.  Ensure that premises suitable for operations are maintained properly.  To ensure that contracts, leases and other agreements are properly prepared and updated so as to meet agency needs; including fair and reasonable commitments from service vendors; and to comply with legal obligations.  Ensure adequate security and safety measures are in place at HAI operations to minimise risks to staff and associated stakeholders.  Responsible for monitoring national and international staff security matters and advising the Country Programme Director of security issues.  Be responsible for ensuring that HelpAge fulfils its legal requirements for registration, including legal documents for managing the office and statutory audit

Logistics:  To ensure transparent procurement procedure is followed across HAI Sudan and tracks and records of procurement are maintained and up to date.  To ensure that HelpAge International gets good deals which maintain highest possible levels of quality, quantity, timely delivery and best prices  Responsible to develop a proper assets management system and it is implementation at all work places and sites in Sudan including their proper record keeping, insurance, upkeep and maintenance.  Ensure that overall vehicle management and control is on progress and regular cross-checks were maintained and regular reports are produced to management.  For large procurements, lead on the pre-qualification process of suppliers.  Directly supervises the Logistic officer and provides team leadership to the department  Responsible for the logistical support for the organisation of events held by HelpAge, usually through delegation to logistics team members

Human resources management  To ensure that all HAI offices in the country use and comply with HAI guidelines and national Health &Safety regulations while ensuring maintain a good working environment in all workplaces/offices.  To ensure, through the management and support of the HR Officer, an efficient HR administration service, including the effective development and use of systems and HR database.  To keep up to date of developments in the field of HR best practice and Sudan labour law and advise on the implications for HelpAge International.  To monitor policies and procedures in relation to all aspects of HR management1  Responsible for effective management of the payroll and benefits administration systems, negotiating and liaising with the providers as required.  In Liaison with regional and HQ HR, responsible for developing and resourcing an HR strategy for the country program

IT  Ensure that all HelpAge's information areas and communication systems are efficiently integrated in both the short and long term.  Ensure the effective development, management and maintenance of the Sudan office IT support services.

1 employee resourcing (HR planning; recruitment and retention); employee relations (disciplinary and grievance; staff consultation and communication); employee reward (pay and grading; terms and conditions); employee development (induction; staff development and training; performance management) Person Specification

Essential:  Qualified Accountant, and possess Master’s degree in Finance, Business studies, Commerce, Human Resources and other relevant fields  Substantial relevant experience in managing Finance, Human Resources, and administration units, with sound understanding of working with an international INGO such as HelpAge International  Ability to work with minimum supervision.  Proven ability to provide support, guidance and training to financial/non-financial managers.  Review and development of financial procedures.  In-depth knowledge and experience of working with international donors, such as UN, UNDP, CHF, EC among others  Training skills and the ability to pass on knowledge to others  Communication and reporting skills (verbal and in writing).  Advanced spreadsheet skills.  Co-operative and supportive team player in a cross-cultural environment.  Fluent in English and Arabic with ability to write clear reports for a wide range of audiences

Desirable:  In-depth understanding of electronic communication systems and methods.  In-depth knowledge and experience of operating computerised accounting systems.  Experience of liaising with key ministries (such as MoSW, MoH and MoE)  Proven track record in setting up HR, Administration and logistics systems and procedures  Excellent people management skills, with experience of leading a diverse team