Purpose:

To provide Financial, Management and Administrative services to the WaterAid Ghana Country Programme. This shall be done through the provision of strategic financial advice to the Country Representative and Country Programme Management Committee. The incumbent shall be responsible for the provision of regular updates and overviews of spending and cash-flow for the entire programme as well as units/departments, Projects and partner organisations. The Finance Manager shall be responsible for processing staff payments and financial transfers to and from the Country Programme, the provision of support to partners on accounting and budget monitoring systems and the processing of expenditure reports for WaterAid London and donors. The post holder reports to the Head of Finance and IT and will provide support to the whole Country programme, including state programmes.

You will be responsible for ensuring that adequate security precautions are taken to safeguard financial and other assets of WaterAid-Ghana.

The post holder will be expected to  develop good working relations with WaterAid Ghana’s partners, in-country funding organisations, sector players, WaterAid UK’s Finance and Administration Department and the WaterAid Internal Auditor.

Core responsibilities

•   Provide leadership and assist the CMC to prepare its annual budget in a manner that will ensure efficient implementation of country programme activities.
•   Take a proactive role in providing administrative support for all country programme
activities.
•   Assist the Country Representative in the planning and management of human, capital, logistic and material resources of the Country programme.
•   Generate and manage relevant information to aid accurate and sound financial, human, material and resources using financial systems approved by WaterAid; (FMS/VT/SOOTY). as may be directed by the Country representative and/or Regional Manager on a regular basis.
•   Provide support, training and monitoring of the other WaterAid Offices and partners organisations.
•   Process and monitor transfers to partner organisations and programme office departments.
•   Organise and supervise the day-to-day recording of expenditure and income using book keeping package (VT).
•   Line Manage the Finance Officer and Office Assistant post holders.

Description of Main Tasks:

To maintain an overview of cash flow and spending against budget for the country programme by:

•    Monitoring project cash-flows against plans and alerting the relevant budget holder and the Country Representative when a significant deviation occurs or is likely to occur.
•    Carrying out regular standard monthly checks on copies of the country programme’s financial accounts package (VT) and quarterly management accounts package (SOOTY), drawing the attention of the relevant budget holder promptly to any problems or concerns.

To maintain an overview of cash flow and spending against budget for the Country programme by:

•   Monitor spending against Country Programme budget lines and inform the relevant budget holders when an over spend is likely to occur.
•   Work with the International Programme Officer and the International Finance Officer in London, to ensure that income for the country programme accurately recorded incorporated into cash flows and budgets.

To take overall responsibility for the day to day operation of the new overseas financial accounting and management software through:  

•   Being the first point of contact on VT and SOOTY and to provide basic support to partners including problem solving and how to get the best out of these systems.
•   Ensure that copies of VT and SOOTY are kept up to date and forwarded to London on a timely manner and regularly basis and to alert the Country Representative if the country programme gets behind schedule.
•   Provide proactive updates that will improve the financial system with the consent of the Country Representative.
•   Work closely with the Country Management Team and ensure that all team members have a good understanding of WaterAid Financial status and procedures.

To plan and monitor payments and transfer requests by:

•   Checking Country programme payment requests for approval by the Country Representative and following up supplier’s statements of accounts with payments made.
•   Process transfers made by the Finance Office based on requests made by partners organisations and CP budget holders for approval by the Country Representative.
•   Ensure reconciliation of the Country programme’s own records on spending in the Country Office and transfers to partners and report regularly.
•   Prepare transfer requests on timely basis ensuring that there are sufficient funds for programme operations at all times and monitor transfers from PCH against budget.

To produce financial reports on request, including:

•   Expenditure reports for donors requested by WaterAid London, in-country donors and the Country Representative.
•   Summary overviews of spend and cash flow for the Country programme.

To continuously review Country programme financial monitoring and accounting systems and implement improvements that would lead to increased efficiency with the CR's approval.

To assistant the Country Representative and the Country Management Committee to maintain an overview of the implementation of and changes in accounting practice recommended by the UK Finance Department or internal or external audits by:

•   Implementing internal and external audit recommendations for the country programme.
•   Keeping a complete set of the country programme accounts manual and ensuring that this  is updated and to promptly bring to the notice of the Country Representative when the country accounts manual appears to be out of line with either the latest Overseas Accounts Manual or recent audit recommendations.

Check all purchasing and supply operations and make sure these are in tune with WaterAid’s procedures.

Administrative tasks

•   Line manage Finance Officer
•   Ensure that Petty cash is properly handled and only topped up on the 'imprest' system, where the amount spent is reimbursed.
•   Ensure that Salaries, payroll and statutory deductions are well maintained for all employees within the country office.
•   Line Manage the Administrative Officer;
•   Ensure that all general correspondence and administrative procedures are complied with.
•   Update the CR and CMC communications with other stakeholder.
•   Guide and support Administrative officer to plan and monitor the use and proper management of WaterAid resources including the use of transport and fixed assets.
•   Supervise the preparation and strict compliance to HR procedures in the organisation; drivers duty schedules, appraisal, medical, welfare, leave and travel schedules.
•   Guide and support in preparing regular country management team meeting (setting out agenda meeting agreed by the Country Rep, minutes of meeting, following up conclusions,..).

To undertake any other activities reasonably requested by the line manager.

Critical Dimensions

•   Ensure delivering on a monthly basis a complete and accurate VT report for submission to UK (including bank reconciliation and bank statements).
•   Ensure delivering of complete and accurate of SOOTY report every quarter.
•   Ensure delivering Programme budget review report on a monthly basis.
•   Visit one State Programme, including local partners to produce a financial monitoring report to assess the internal control environment every quarter.
•   Regular links with Partners and staff of other major sector players (NGOs, Donors, Government agencies, Consultants).
•   Submit monthly activity reports on other use of transport and travels, staff positions, insurance and other administrative issues.

Qualification Required & Experience

•   Degree level education with, ACCA/CIMA or equivalent.
•   A professional qualification in Administration is an advantage.

Experience:

•   Experience in senior level finance management
•   Experience of use of standard software packages including Microsoft Excel and Word.
•   5 years experience in an accounting function in a development organisation.
•   Experience of budget and cash flow monitoring
•   Experience in office administration and supervision of staff
•   Experience of developing financial monitoring and reporting systems
•   Experience of working with database applications.

Personal qualities

•   Integrity
•   Discretion in handling of confidential information.
•   Commitment to WaterAid’s approach and values

Knowledge and skills

•   Ability to plan own work, setting priorities and completing it under pressure or when faced with competing demands.
•   The numerical ability to understand budgets and to monitor costs.
•   Ability to communicate clearly both when speaking and writing at all levels
•   Ability to work as part of a team; sensitive to others, including cross-cultural and cross-gender awareness
•   Good command of English language
•   A sound knowledge of financial control procedures.

Location: Accra

How To Apply For The Job

Submit your CV and cover letter to:-

ghrecruitment@wateraid.org

Closing Date: 26 November, 2014