KEY RESPONSIBILITIES and DUTIES

Financial monitoring of the projects implemented

• Supervise the update of the monthly accounting and Balance Forecast Update (BFU) on monthly basis and the submission to the HQ after finalizing the latter in collaboration with the Finance team, Project Manager/HoP and under the supervision of the Head of Mission and Regional Manager
• Update the Regional share costs plan on a quarterly basis in strict collaboration with HoM, if present (otherwise Regional Manager) and support the Finance Team on the Country share costs plan (including expat share cost plan)
• Supervise country admin staff for the management of petty cash, cash book and bank books and in Cash and Bank reconciliations
• Supervise financial reports, before sending to HQ for final approval and then submission to the donor
• Assist Finance Team, if present, in the preparation of the cash flow needed and the Request for Funds to the HQ or Request for Payment
• Supervise in drafting new proposals budget and monitors the conformity to the plan and to the sustainability of the Country. Submission to the donor after negotiation needs to be validated by the AAC.
• Make sure all financial documents (internal and official) are safely stored and accessible

Donors’ Audit and Expenditure verification and Country Audit for registration

• Supervise the organization of all Donor’s and Country Audit requests and Expenditure verification in coordination with HQ, according to CESVI external audit procedure and make sure Audit tracking app is updated

Coordination

• Provide support in the preparation of the annual country budgets
• Prepare the Regional budget and its periodical monitoring
• Support the work’s organization of the Finance Managers by providing work instructions (priorities, forms).

Support for efficient Country offices management

• Support the Regional Manager and the Head of Mission to design and implement an efficient organizational Finance support system.
• Support and supervise the Country Admin (CA) in preparing and updating CESVI’s Internal Administrative Procedures Manual in the country;
• Ensure proper written handover before the end of the contract of Country Admin.

Capacity Building and Human Resources Management

• In collaboration with HoMs to develop annual plan of missions in each Country based on availability of funds.
• To organize in-country/online training on admin and Financial procedures and prepare the training material in collaboration with the Financial/HR departments in HQ
• Support Country Finance team, in organizing training meetings on administrative procedures (for partners and local staff)
• Support the Country Admin (CA), in implementing CESVI’s internal procedures in the country, contributing to their updating and improvement in collaboration with the the RM, the HoM, and headquarter;
• Support the CA, in the recruiting of Administrative/HR national staff process ensuring that staff selection processes comply with standard JDs and safe-recruiting criteria;
• Support the CA, in ensuring that staff contracts are defined based on qualifications and CESVI salary levels;
• Support the CA, in ensuring the timesheet is properly completed and the follow-up of vacation and leave entitlements is updated;
• Support the CA, in verifying the correct allocation of personnel costs;
• Participate, if requested by headquarters, in the selection processes of international administrative staff (interviews, tests, final evaluation);
• Participate in the final performance evaluation of Country and Project Administrators upon conclusion of their respective contracts.

REPORTING LINE

The Regional Finance Coordinator reports to the South and East Africa Regional Manager who is the direct line manager. Functional supervision is provided by the Area Administrative Coordinator in HQ. The role technically supervises the Country Administrators in each Country of Operations in coordination with respective Head of Missions.

Essential Requirements

• Master’s degree or higher in Economics, Political Science, or equivalent, obtained minimum +10 years’ ago;
• At least 8/10 years of experience in financial and administrative management of cooperation and development projects, financial monitoring and follow-up, internal and external reporting, and financial and administrative partner management;
• Good knowledge of main administrative norms, rules, and reporting platforms of major national and international donors (particularly AICS – ECHO – UN agencies – INTPA);
• Strong financial management skills, particularly in financial monitoring tools, forecasting, and follow-up;
• Strong budgeting, accountancy skills, and ability to prepare financial reports, budget proposals, and financial planning;
• Excellent organizational and time management skills, ability to quickly analyze highly complex issues and problem-solving;
• Experience in managing grant contracts;
• Strong HR management skills and capacities;