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Job Responsibilities & Duties
Partnership Management
- Co-lead with program team on identifying new partners include advisory on new partner engagement process.
- Co-lead with program team on conducting due diligence, risk assessments and completion of other required documentations for new partner engagement.
- Co-lead with program team on new partner induction, annual review workshop and other related event as required.
- Coordinate and communicate all financial and compliance aspects of partner agreements include but not limited to on time submission of Acquittal Reports, Fund Request, Audit Reports, and other related compliance requirements.
- Oversee a comprehensive information management and filing system, ensuring partner contractual documents, reports, and key correspondences are consistently and properly filed.
- Monitor partner budget and expenditures to ensure completeness and correctness of all requirements.
- Regular conduct site monitoring visit to partner’s office and project location to ensure compliance and alignment with program activities.
- Provide capacity-building support to partners on all financial aspect and compliance.
- Lead and support partners with project audit requirements
Grant Management
- Ensure compliance with donor requirements, contracts, and organizational policies.
- Ensure all expenditures of each grant is coded correctly, if not, support on making adjustment
- Support in setting up new grant code and budget sheet
- Support in making cost recovery for each grant every quarter
- Support in producing grant report for PMs and budget holders
- Support with grant budgeting
- Support in ensuring the program staff is fully informed of relevant donor compliance, regulations, procedures and grant coding to support on-track, on-time, and on-budget implementation.
- Support in preparation of grant financial reports and liaise with donors on financial matters.
- Support program teams in aligning financial planning with grant objectives and communicating with donors for grant report and budget realignments.
- Support with Grant audit.
- Oversee a comprehensive information management and filing system, ensuring donor contractual documents, reports, and key correspondences are consistently and properly filed.
Finance Management and Internal Control
- Ensure accurate recording of financial transactions in compliance with accounting standards, include completeness and correctness of it, e.g. have all supporting documents, charge to the right codes.
- Ensure submission of Financial Report and Fund Request on a timely manner.
- Manage Petty Cash and Bank accounts
- Conduct regular internal spot check
- Support with the audits include but not limited to Internal, External, project specific audit, etc., and ensure timely resolution of audit findings
- Ensure completeness and correctness of monthly asset depreciation and travel cost recoveries from projects
- Work with OSS team on all financial matters
- Provide orientation on financial management, fraud and other key finance policies and compliance to new staff, partners, and stakeholders.
Tax Compliance
- Ensure compliance with national tax laws and regulations.
- Timely prepare and submit tax returns and related documentation
- Timely prepare and submit Audited Financial Report to ACAR
- Maintain accurate records of tax payments and obligations.
- Advise management and partners on tax implications of financial transactions.
- Liaise with tax authorities, ACAR and external auditors as required.
Administration
- Maintain organized financial and grant documentation systems both hard and soft copies.
- Support event processes with financial oversight and compliance checks, such as workshops/training/meeting arrangement, disbursement of DSA to participants, etc.
- Ensure timely processing of payments, invoices, and reimbursements.
- Provide administrative support for grant or partner related meetings (schedule meeting, invitation, preparing agenda, minute taking, and other related tasks).
- Contribute to organizational policy development and updates.
Team Management
- Supervise, mentor, and evaluate direct line team, setting clear annual performance goals and providing regular actionable feedback.
- Delegate and manage tasks efficiently between internal team
- Identify skill gaps within the internal team and external partner finance staff (where possible), designing targeted training plans to fill those gaps.
- Provide on-going coaching to the team
Dealing with complexity and problems
- Find creative solutions and innovations for challenges
- Demonstrate tact and sensitivity to manage team and external stakeholders
- Manage risks related to program implementation
- Manage deadlines and demonstrate high levels of accountability
- Demonstrate transparency, high ethical standard in financial decisions.
Safeguarding Responsibilities (Applicable to all positions):
- Uphold the organization’s commitment to safeguarding and promoting the welfare of children and vulnerable adults.
- Adhere to all safeguarding policies, procedures, and codes of conduct.
- Immediately report any safeguarding concerns, suspicions, or incidents through the appropriate channels or appropriate authority.
- Participate in safeguarding training and disseminate it as required.
- Ensure a safe and inclusive environment, always maintaining professional boundaries.
- Demonstrate commitment to safeguarding principles and zero tolerance for abuse, exploitation, and harassment.
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