Partnership Finance Manager

Finance & Economy

Overview

Manage partnerships and ensure financial compliance for projects

You have:

• 5 years of proven experience in supporting partners on compliances and financial internal control, at a management level, with an INGO or NGO ideally in Partnership Financial Management
• University Degree in relevant field
• Knowledge of double-entry accounting system is desirable
• Ability to manage the team, help with the task-prioritization and capacity building is desirable
• Good written and spoken English
• Excellent organizational skills and attention to details
• Experience with project management, reporting and budget proposals development is desirable
• Experience in people management
• Ability to work both independently and in a flexible manner
• Ability to listen, communicate positively and resolve conflicts that may arise
• Experience of Teaching and or conducting training sessions
• Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts

Description

Position Title: Partnership Finance Manager

Line Manager Head of Finance

Position Summary

The Partnership Finance Manager (PFM) will steer the capacity building and support to partners in adhering to compliances for partners and subgrantees civil society organizations on budgeting, financial systems and procedures, donor guidelines and project operations.. P-FCM ensures that partners follow their own standard policies, and are compliant with the donors´ rules and provides inputs for improvements in the domain of systems and operations management within the partners organisation.

PFM contributes to the strategic decision-making of organization´s partnership strategy and approach in building capacities of partners and CSOs on quality project management and maintains good relationships with local and international NGOs, CSOs and other actors cooperating with organization.

PFM will support partners in developing strong monitoring systems for adherence of financial and operational compliances to donors and supports partnership team dealing with the partnership agenda, helps with prioritization of tasks and distribution of tasks.

PFM will be responsible for monitoring and internal audit processes of all the mechanisms focused on the cooperation with local and international actors cooperating with organization on the implementation of the projects, providing the monitoring of their systems and operations in practice, ensuring the timely submission and quality of the financial reports, forecasts and the supporting documents.

Reporting Relations & Interdependencies with Other Functions

The PFM´s line manager is the Head of Finance (HoF).

At the country programme level, the PFM cooperates closely with senior management team members (such as Country Director (CD), Head of Operation (HoO), Head of Finance and Head of Programmes (HoP)), Programme and Project Managers, Logisticians etc. At the headquarter (HQ) level, s/he communicates with the Finance Desk Officer (FDO), Accountants (ACCs), other Finance team members.

The PFM directly supervises the partnership section of the financial team at the country programme level.

Duties & Responsibilities

Accounting

The PFM is ultimately responsible for partners´ project finance management and reporting, audits of partner costs.

• In the field of accounting, the PFM is responsible for evaluation and monitoring of the sufficient capacities of the partners to guarantee accounting data quality, supporting documents quality as required by organization rules, donor rules and local legislation;

• checks partner accounting data on a regular basis;

• coordinates the whole process of financial end year closing from partners reports perspective at the country programme level, and is responsible for complying with organization end year closing schedule deadlines;

• in the field of finance project management and reporting, the PFM is responsible for timely and correct entry of all partner reports and financial contributions (in case of CSOs) necessary for project reports, timely financial reports availability and for availability of other financial documentation (as per donor or audit requirements), and is responsible for compliance of financial reports and accounting data;

• Provide guidance and support for Partner to request for recovery of money agent fees

• during the external project audits, the PFM cooperates with Finance manager and Head of Finance and supplies the external auditor with required information and/or documents, as required by the auditors.

• During the internal organization audit, the PFM cooperates with Finance manager, Head of Finance and Head of Systems and operations and supplies the internal auditor with required information and/or documents, as required by the auditors.

Compliance and Partners Capacity Building

The PFM is responsible for ensuring the compliance with internal partners procedures, donors´ rules and Country specific regulations and legal framework.

• The PFM ensures that a proper partner assessment has been done before a possible agreement has been shared with the partner

• has a sound knowledge of each partners ‘administrative standards and procedures;

• Is responsible for helping to set-up the financial and administrative systems and procedures compliant with donor requirements as well as country specific regulations, is helping to develop the tools within the scope systems and operations to help partner organization follow their policies and staff´s adherence to them;

• Is familiar with donors´ fin/admin regulations and provides support in this field to other CSOs and partnership organizations;

• Ensures that donors´ rules are complied with;

• The PFM keeps on monitoring the partners´ capacities and develops a capacity building plan based on the partners assessment, spot-checks or external audits

• The PFM also provide partner financial kick off for all new project partners relating the financial management

Country Programme Economics

The PFM is responsible for the predictions of the partners portion on the annual country programme budget, partners financial tools management, and partner cash flow.

• The PFM draws and updates the predictions of the partners portion on the CP overall turnover for the fiscal year;

• consolidates budgeting of partners project direct costs, partners project and programme indirect costs, as well as drafts the needs of projects co-financing from partners ‘side (if any);

• helps to prepare financial and economic overviews and interprets partners economic data for country programme and programme management teams;

• in the field of cash flow coordinates the cash-flow to the partners and partners instalments planning, ensures timely disbursement of the instalments to partners and CSOs still considering the current local cash-flow restraints

Project Financial Management

The PFM is responsible for budgeting, reporting and gives methodological support to programme staff.

• The PFM cooperates on the project budgets preparation, budget revisions, carries out their final consolidation and numerical check;

• ensures that partner´s data is correctly transformed into budget and reporting formats required by donors

• is responsible for adherence to finance reporting deadlines

• is responsible for partners financial data completeness and correctness before the start of financial report drawing and in case of discrepancies, coordinates with HoF and FM and ensures remedy;

• coordinates financial and administrative project management with Program Managers and Project Managers (prepares data and forecast for Project Budget vs Actual for monthly meetings with CP management and for Internal Quarterly Review meetings with HQ).

• The PFM will guide partners through audits and financial spot checks

• The PFM should provide annual plan for partner regular field visit as part of spot check and capacity training and prepare field visit report.

Human Resources & Capacity Development

The PFM acts as a team manager of the Program finance officer and Roving finance officers and is responsible for adherence to Human Resources (HR) procedures and for the capacity development.

• manages team in compliance with organization RDD HR procedures (recruitment, induction, evaluation etc.);

• in compliance with RDD HR strategy, the PFM continually develops and boosts his/her team capacity;

Internal Communication and external communication with the partners

• The PFM contributes to the Weekly Standard communication and regular internal reports, and actively takes part on meetings

• Initiates regular meetings with the partnership officers’ team

• Chairs the meeting with the partners and CSOs, acts as a focal person for partners follows-up with the tasks requested from the partners and initiates the trainings when the gaps were identified

Document Circulation and Archiving

The PFM is responsible for accounting and other financial documentation inclusive of partners.

• Ensures that the overall partnership documentation (reports, forecasts, contracts, amendments and supporting documents, important communication) is properly archived in the respective place in ELO, ensures that the contracts and the amendments are archived on time and that the hard copies are with the contract admin to ensure the smooth archiving process

• Ensures that the partnership agreements, contracts and reports are properly signed following organization internal rules for either hand written signatures or electronic signatures (arranges with HQ Reg Admin for electronic signatures if needed)

Requirements

Technical Skills, Experience & Knowledge

Essential

• For Myanmar National

• At least 5 years of proven experience in supporting partners on compliances and financial internal control, at a management level, with an INGO or NGO ideally in Partnership Financial Management

• University Degree in relevant field

• Knowledge of double-entry accounting system is desirable

• Ability to manage the team, help with the task-prioritization and capacity building is desirable

• Team working skills, diplomatic, tactful and negotiating skills.

• Good written and spoken English.

• Excellent organizational skills and attention to details

• Experience with project management, oFeporting and budget proposals development is desirable

• Experience in people management

• Ability to work both independently and in a flexible manner

• Ability to listen, communicate positively and resolve conflicts that may arise

Desirable

• Experience of Teaching and or conducting training sessions

• Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts

Apply now

Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: peopleinneed.net