Finance Manager, Haiti - ACT Alliance

Finance Manager, Haiti

The closing date for applications is 20 August 2019

Contract duration: 3 years

Place of Work: Port-au-Prince, Haiti

LWF World Service

The LWF World Service is responsible for carrying out diaconal response to humanitarian emergencies and human needs on behalf of the The Lutheran World Federation (hereinafter referred to as LWF) – a Communion of Churches.

In pursuance of its responsibility and based on its strategy, World Service:

Operates together with and on behalf of the LWF member churches.
Provides support to refugees, returnees, internally displaced people, their host communities and communities at risk, emphasizing livelihoods, quality services, protection and social cohesion.
Establishes and runs country programs and emergency operations.
Engages in cooperation and partnership with governmental and non-governmental organizations, the relevant United Nations agencies and other structures involved in humanitarian and development programs as they link to the mandate of the department.
Represents the LWF in the ACT Alliance (Action by Churches Together).

. For additional information please see www.lutheranworld.org.

General Description

LWF and Norwegian Church Aid (hereinafter referred to as NCA) have been present in Haiti for two decades, and function in 2019 as an integrated office using the LWF financial management system (including SAGE accounting system). Diakonie Katastrophenhilfe (DKH) is also a part of the Joint Office, but they have an independent Finance system.

Purpose of the position

The basic purpose of the position is to provide overall leadership and quality control assurance to ensure that the integrated LWF/NCA finance function is carried out in a professional and competent manner. The role assures responsibility for finance-related aspects, such as administration and control of funding and expenditure, allocation of overheads, and assistance in preparation of budget proposals etc. and government liaison with regards to Finance. The position advises and informs the Country Director and the Management Team on matters relating to budgeting, financial planning, reporting and finance staffing.

A core responsibility is to build up capacity of local finance staff to enable them to better perform their roles and responsibilities. Another core responsibility is to build up the capacity of the partners as part of strengthening the civil society.

The position is based in the capital, Port-au-Prince where the Finance Manager will lead the finance team and be a key member of the country management team.

The position reports to the Country Director of DKH/LWF/NCA in Haiti, with technical oversight from the LWF Global Finance Coordinator based in Geneva.

Required Qualifications

University degree in accounting.

Professional accreditation such as ACCA, CMA, CPA or equivalent.

Knowledge and Experience

Minimum 4 years of experience in a finance position on similar level.
Significant working experience at management level in humanitarian assistance or development oriented programs within an international environment and preferably with church-related or non-governmental organizations.
Knowledge of the reporting requirements of ECHO, USAID, UNHCR and government funding agencies.
Strong leadership, conceptual and analytical skills and demonstrated organizational, management and supervisory skills.
Knowledge and experience of cooperation with United Nations and governmental agencies.
Team-oriented, flexible and with excellent communication skills.
Advanced computer skills.
Experience and knowledge of LWF and/or its related agencies would be an added advantage.

Language Skills

English advanced written and oral skills required

French advanced written and oral skills required

Haitian Creole skills would be an advantage

Main duties

To ensure that budgeting, planning and financial reporting is timely, accurate and consistent with established practices, formats and reporting requirements as laid out in the agreements with the respective HQs of the three organisations, and funding agencies;
To provide on-going support to the local finance staff in their implementation of the SAGE accounting software and ensure that usage of this application is fully optimized;
To ensure that the policies, procedures and practices as expressed in approved Policies, Regulations and Manuals are adapted to the local context, updated regular, and understood and fully implemented by the Country Director, the Program Manager and the relevant finance and administration staff in the office;
To identify financial training needs among staff and local partners and recommend practical means in which these needs can be fulfilled;
To identify weaknesses in accounting, internal controls and overall administration and address the weaknesses with the help of the management team.
To ensure that cash flow projections are accurate and up to date, and that they reflect potential temporary shortfalls in funding;
To ensure that the integrated office is prepared for the annual external audit and participate, where required, in ‘exit’ discussions with the audit firm;
To be in attendance for all or part of an internal audits and project audits, and contribute to the discussions and the recommendations resulting from the audits;
To conduct the annual staff evaluation of the finance employees, the recruitment of new finance staff and termination of currently employed finance staff as needed;
To recommend for inclusion in the key Manuals (Finance Manual, Accounting procedures etc.) any changes deemed appropriate for the strengthening of the finance or admin functions;
To promote close collaboration and teamwork between Finance and Program, building on synergies to promote efficiency and effectiveness;
Ensure that billing to other organizations in the Joint and Shared office spaces is done properly according to the Shared Services Agreements and other agreements;
To undertake any other assignments as called upon by the DKH/LWF/NCA Country Director for the benefit of the integrated office;

GENERAL

Representation and promotion

Represent/be a positive ambassador for the integrated office and its overall objectives, internally and externally

Support, advice and challenge management at the Representation

Actively participate in the Senior Management Team in the Country Office.
Ensure that the Senior Management receives relevant operational reports at least once a month to follow up and take decisions

Manage the finance and administration team

Assist in developing relevant position descriptions and in recruiting, training and supporting finance and administrative staff
Identify financial training needs among staff and recommend practical means in which these needs can be fulfilled
Conduct annual evaluations of finance and administrative staff

Develop and maintain a proper filing system

Secure the development and maintenance of a proper finance filing system.
Supervise development and maintenance of proper staff filing

FINANCE

Develop guidelines and routines and build capacity and competence within finance management and accounting processes

Develop and maintain local finance handbook and local financial routines in line with global manuals and routines
Responsibility for proper authority, skills and competence within the Finance Department.
Responsible for proper authority, skills and competence with partners, in cooperation with relevant programme staff

Drive change and improvement in accounting and finance management processes

Proactively look for improvement in DKH/LWF/NCA internal routines in the yearly financial cycle.
Suggest and implement actions for improvement based on deliveries from partners and staff

Identify risk in the finance management process (internally and externally with partners) and advise on actions for follow-up

In co-operation with the Logistics and Security Coordinator, ensure that all assets put at the disposal of the Representation are safeguarded to prevent misappropriation, or in the case of theft, fire or other emergencies.
Make sure, in cooperation with relevant programme staff, that all partners are empowered to deliver and document the results specified in their approved applications – including proper financial management and reporting

Control and quality assure deliveries in the yearly financial cycle, including budgets, allocations, transfers and reporting to Head Office and back donors

Secure involvement by qualified finance staff and assist programme staff in all planning and budgeting processes.
Financial follow up and monitoring of projects throughout the project period, in cooperation with relevant programme staff.
Ensure that all financial reporting is timely and in accordance with the respective HQs of the three organisations and donor requirements.
Ensure implementation of a smooth cash flow management for offices and projects.
Responsible for compliance with finance and tax related country level statutory obligations.
Responsible for in-country organizational and project audits.

Identify risks in the finance management process (internally and externally with partners) and advise on actions for follow-up

In co-operation with the Logistics and Security Coordinator, ensure that all assets put at the disposal of the Representation are safeguarded to prevent misappropriation, or in the case of theft, fire or other emergencies.
Make sure, in cooperation with relevant programme staff, that all partners are empowered to deliver and document the results specified in their approved applications – including proper financial management and reporting.

Financial administration of personnel

Supervise preparation of monthly payrolls, taxes and benefit calculation for national staff.
Supervise revision of staff time sheets and track annual leave.
Provide assistance to staff recruitment.

Other duties

Undertake further duties relevant to the position, as agreed with the Country Director.

Applicants are required to uphold the core values of our organization.