Re Advertised Finance Manager (Afghan National Only)

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IRC - The International Rescue Committee

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Job Description

BUDGETING RESPONSIBILITIES:

  1. The Field Finance Manager will fully participate in all budgeting meetings and reviews of the field programmed budgets.
    1. The Field Finance Manager will be responsible for sharing Budget/Actual monthly reports prepared and sent back by the Kabul Head office with key staff in the programmer.

ACCOUNTING RESPONSIBILITIES:

  1. Where a Field Finance Assistant does not exist, the Field Finance Manager will maintain the Cashbooks for all currencies held in the office safe, Hawala and in bank accounts when this applies. All these cashbooks should be reconciled to the actual cash in the bank and in the safe daily. A cash count should be conducted with the supervisor every Thursday. These cash counts should be documented and signed off by both staff in the cashbook and the cash count form.
    1. Ensure that all income received is properly recorded and coded in the cashbooks. A receipt should be properly and accurately issued.
    2. Submit to the Kabul head office complete monthly accounts. The Field Finance Manager should complete the monthly financial checklist, which should be approved by the Field Coordinator to ensure that the Field Coordinator has reviewed and approved the accounts to be submitted to Kabul. 4. Manage the following Registers: Program Advance Register, Salary Advance Register, Sub grant Tracking Register, Accrued Payroll Register, Prepaid Rent Register, Staff Master List Register, Payroll Register, Micro Finance Registers, Hawala Cash Balance Register, Exchange rate register. All these registers should be submitted to the Finance Coordinator monthly with the Month end accounts. All these registers should be signed by the Field Coordinators and the Field Finance Managers.
    3. Maintaining proper recording of all primary financial records in the accounts office to ensure that these records are accurate and up to date. The Field Finance Manager should ensure that all paid vouchers are stamped before being filled.
    4. Ensure the proper security of cash in the safe. Ensure cash counts are conducted daily and that the amounts in the cashbook agree with the amounts in the safe. The Field Finance Manager should immediately notify the Field Coordinator when a discrepancy in the balances occurs

7. Ensure that accounts have all the supporting documentation (approval notes, goods received notes, invoices, receipts, etc.) and that all records are filed or stored in good order according to the guidelines set by head office. 8. Check and verify all the Purchase Request, Purchase comparative form, Payment voucher, Receipts vouchers and Journal voucher (Adjustment voucher). 9. Updating the electronic worksheet for each currency in the office every end of the day. The Field Finance Manager should ensure that the information included in the worksheets is clear, makes sense and can be used by managers to interpret the accounts. E.g. Corrections and Reversals should not have the same description as the original payment; payments for many units of items should be clearly stated so that the information in the accounts can be used for future budgeting purposes. 10. All Surprise Cash Count conducted by the Field Coordinators, Finance Coordinators, Finance Manager, Country Director should be properly documented and filed for audit purposes. 11. Prepare Cash flow request forms to Kabul Head Office Monthly. All Cash flow request forms should be approved by the Field Coordinators.

INTERNAL AUDIT RESPONSIBILITIES:

  1. Support internal and external auditors by providing all supporting documentation in an orderly and timely manner.
    1. Ensure that all payment request forms, invoices, LPOs, Receipts and any other payment documents are critically checked for accuracy and correctness and has met IRC's minimum standard.
    2. Ensure proper and accurate coding of expenditure on all primary documentation.
    3. The financial records for a field program are to be maintained for up to periods of five years so Field Finance Managers should ensure that they properly file and store the records in such a way as to preserve/protect the information from being lost /destroyed by rodents, rain, or fire.

SUPPORT TO STAFF, MANAGERS/OUTSIDERS

  1. One key role of the Field Finance Manager is to help interpreter finance procedures and policies to the rest of the teams in the programs. The Field Finance Manager can do this by sharing budgets, donor reports, donor guidelines, finance procedures and expenditure reports with these teams. The Field Finance Manager should distribute the authorized budget codes (with all T1-T7 codes) to all staff spending on budgets so they can correctly fill the necessary forms when requesting for utilization of these funds.
    1. To continuously update and provide information to staff as and when required regarding changes in financial procedures.
    2. Closely monitor and ensure that properly authorized bills are cleared on time. Creditors should be expected to wait for many weeks to have their bills paid.
    3. Participate fully in the induction of new staff on finance procedures and policies relating to your work.

BANKING RESPONSIBILITIES (Redundant as now Afghanistan Program does not have banks in the field). In this Case, the Hawala forms the part of Field Banking.

  1. The Field Finance Manager should reconcile all amounts requested from KBH, received from the Hawala and remaining with the Hawala every day. A completed monthly register should be submitted to the Finance Coordinator at the end of the month.
    1. All cash received from the Hawala should be reconciled with the amounts requested.
    2. All conversions of currencies should be charged to 1160FX and should be properly recorded to help monthly reconciliations.

Transfers cash in transit between offices should be charged to 1160. In every case the T6 (site code) should clearly indicate which transfer the money relates to. 5. The Field Finance Manager will liaise with the Hawala on all matters relating to Hawala money transfers. The Field Finance Manager should inform the Finance Coordinator of any changes in authorization signatures when staff changes or leave. All changes and approval must be sanctioned by the Finance Coordinator and the Country Director.

6. Any Other duty assigned by direct/technical supervisor.

Qualifications

- Bachelor’s in Accounting/Finance is must but Master will be preferred, Additional related certification and trainings will give the candidate an edge. - Must have knowledge of computer office packages and must have huge knowledge of MS Excel. - At least 3-5 years managerial working experience with INGOs. - Detail orientated, organized, and able to work well in fast paced environment. - Should be able to communicate effectively in English. (Written and verbal) - Should be able to work in cross-cultural environment. - Must have multitask managing skill. - Should be a team-player, with flexible working habits and willingness to take on additional tasks as required to forward the aims of the team. - Should have team spirit, and work to foster good cooperation with other colleagues in the team and wider IRC Country Program.

Added 2 years ago - Updated 11 months ago - Source: rescue.org