The DCD - Operations will provide strategic leadership and management in developing the Concern Universal programme in Malawi. After a sustained period of growth in scale of operations, s/he will spearhead a major review and renewal of Concern Universal’s finance and administration systems and processes. Particular attention will be paid to ensure full cost recovery, donor compliance and effective linkages with programme team colleagues. S/he will be expected to work closely and coordinate with the rest of the Senior Management Team.
Duties and Responsibilities
Financial Management:
- Ensure that Concern Universal’s financial procedures are complied with in all programmes and good systems are developed to accommodate the needs of those programmes.
- Prepare regular reports on the financial status of the programme. This will require managing cash flow and ensuring sufficient funds are available for the smooth operation of programmes and projects.
- Manage the performance of staff in line with job descriptions and Concern Universal policies and evaluate performance against agreed objectives. This will include training and briefing staff on donor and internal procedures.
- Carry out oversight and supervisory function in budget preparation, authorisation of payments, cash and bank book maintenance.
- Ensure there is effective oversight of all day-to-day financial tasks including preparation and processing of petty cash vouchers and reconciliations, cheque preparation and register, reconciliation of bank to cash statements, debt and payroll management.
- Prepare timely and accurate monthly, quarterly, and year-end budgets and financial reports for each programme.
- Ensure core budget oversight and that the Country Programme achieves core cost recovery targets.
- Assist budget holders in programme budget management and donor reporting, including developing 1 and 3 year funding horizons and income projections.
- Ensure controls are in place for the security of cash, consumables and fixed assets.
- Support in developing and appraising financial aspects of project proposals.
- Lead all staff on financial and project administration policy and procedure and provide managers with up to date financial information.
- Perform periodic monitoring visits to field and partner offices.
- Accommodate internal and external audit processes.
- Support and advise the Country Director in all finance and administration decisions, and prepare timely and useful management information.
- Ensure compliance with donor contract requirements.
- Ensure a strong control environment and manage the audit of the Country Programme and of projects, as contractually required.
Human Resource Management
- Recruit and select all new staff, in conjunction with the Country Director.
- Ensure compliance with all national laws including Malawi’s Labour & Tax Laws.
- Ensure existence of a valid contract and up-to-date job descriptions for all staff.
- Ensure annual appraisals are performed and objectives agreed with all staff.
- Maintain all HR records, including those relating to staff contracts, annual leave, performance appraisals, and emergency contacts
- Manage the process of updating National Staff Terms and Conditions and ensure compliance with terms contained therein.
· Ensure staff compliance with all policies and guidelines, including those relating to Health & Safety, Security, and Discrimination.
· Build capacity of direct reports and local partner finance staff.
Logistics, IT & Procurement
· Ensure all vehicles are roadworthy and are adequately insured and maintained.
· Manage all property leases and maintenance of buildings and grounds.
· Manage all travel arrangements, including allocation of road worthy vehicles to journeys for programme implementation and availability of drivers for the journeys.
· Responsible for ensuring implementation and adherence to Concern Universal’s (and donor) Procurement policy.
· Ensure efficient use of resources and value for money procurements; managing banking and vendor relationships and accounts.
· Ensure the integrity and confidentiality of data entry and reporting, with accurate documentation filing and management.
· Oversee the purchasing, cataloguing and maintenance of the organization's assets; and that these are effectively maintained.
· Develop and manage the office’s information management system, integrating both paper and electronic data.
· Supervise day-to-day IT systems by engaging maintenance and service contractors.
· Oversee all filing and archiving of records, both electronically and hard copies.
· Monitor security situation and report to senior management as necessary.
· Any other duties that may be assigned by the Country Director.
Person Specification
Qualifications
- Professional qualification in Accounting (CPA/ACCA/CIMA) or Finance Management
Experience
- At least 7 – 10 years’ experience in a Financial Management position
- At least 7 - 10 years’ of progressively responsible staff and office supervisory experience, including direct supervision of a staff team and evaluation of performance and deliverables.
- At least 5 years’ experience supervising an organisation's administrative systems and processes (HR, procurement, contracts management, logistics and IT).
- Demonstrable experience of improving administrative systems and processes
- Experience or familiarity with the NGO sector, especially with major donor financial reporting and auditing requirements.
- Experience of working in a developing country.
Professional skills
- Strong computer skills and working knowledge of IT systems and processes.
- Proven knowledge of computerised accounting systems software packages.
- Experience of training and transferring skills to other staff members (workshop and one-to-one coaching).
- Proven ability both to solve complex accounting problems and communicate effectively on these with non-specialist staff.
- Excellent organizational and leadership skills and strong track record of meeting deliverables and deadlines.
- Strong leadership skills and demonstrated ability to hold staff accountable.
Personal skills and attributes
- Fluent in written and spoken English.
- Strong communication and interpersonal skills, ability to work well in a diverse team.
- Ability to work independently and prioritise effectively to achieve results and solve problems.
- Keen attention to detail.
- Driven and self-motivated with a positive outlook and a flexible and adaptable disposition.
- Ability to interact respectfully and professionally across cultures and a commitment to humanitarian values.
HOW TO APPLY:
To apply for this position, candidates must submit a completed Application Form toolivia.sawyer@concern-universal.orgby 29 April 2015.
Please visit www.concern-universal.org to download the Application Form. If you have difficulty accessing it, then contact us at the above e-mail address.
Shortlisted candidates will be invited to initial telephone interviews. Please note that only shortlisted candidates will be contacted.
Malawian nationals are strongly encouraged to apply
