About the position

APTN is seeking a Finance and Operations Manager that understands how an NGO works in practice and has a commitment to take practical steps in maintaining our commitment to the partners and the organization vision and mission. This role will oversee all human resource, administrative and finance matters. You should be willing to encourage line staff, managers and governing bodies to recognise and consider their financial management responsibilities and help create a culture that balances centralized control with decentralized decision-making. Finance staff have to work closely with programme staff to deliver good financial management. You must have strong interpersonal and team-working skills. This position reports directly to the Executive Director.

Key Responsibilities:

1.Finance:

Develop and implement financial policies and procedures
Oversee the preparation of budgets, financial forecasts, and financial reports
Ensure compliance with relevant financial regulations and standards
Manage and monitor financial systems, controls, and accounting
Submit quarterly financial report and analysis to the Executive Director
Prepare annual budgets

2. Operations:

Streamline and optimize operational processes for efficiency
Oversee the procurement and knowledge management
Collaborate with other departments to ensure smooth coordination of operational activities
Implement and monitor internal policies related to operations
Maintaining records, passwords and login for grant management platforms

3. Budget Management:

Develop, monitor, and manage the annual budget in collaboration with relevant stakeholders and the Executive Director
Prepare budgets for proposal development and submission
Provide regular budget reports, variance analysis, and financial insights to management and committee members

4. Financial Analysis and Planning:

Conduct financial analysis to support strategic decision-making.
Provide input into organizational planning and strategy development.

5. Compliance:

Ensure compliance with all relevant laws, regulations, and organizational policies.
Liaise with external auditors and regulators

6. Risk and investment Management:

Identify financial and operational risks and develop strategies for mitigation
Monitor and report on risk management activities
Identify investment opportunities on the savings and management fees

7. Team Management:

Provide leadership and guidance to the finance and operations team
Foster a collaborative and productive work environment

8. Stakeholder Communication:

Effectively communicate financial and operational information to internal and external stakeholders including donors
Present financial reports and updates to senior management, finance committee and governing members

9. Continuous Improvement on systems and processes:

Identify opportunities for process improvement in both finance and operations
Implement best practices to enhance overall organizational efficiency
Actively supporting the organization's values and culture

10. Setting up, running and maintaining finance systems and records:

Verify all accounts, including supporting documents and book-keeping records and keep a record of verified documents. (Tracking restricted funds received from each donor separately.)
Ensuring accuracy of budget preparations with finance and programme staff
Preparing appropriate financial reports for all stakeholders, including partners, managers, governing board and donors.
Setting up and implementing a system of controls that empower staff to make good judgements (within policies and processes approved by the governing board and Executive Director)
Implementing all other specific financial procedures, such as monitoring cash flow, paying salaries and tax, and making payments to suppliers.
Verifying all monthly, quarterly and annual financial reports
Verifying in the cash count during the monthly account closure
Create filing and storing systems of all financial records

11. Supporting Executive Director and staff with operations finances

Develop and prepare budget forecasts and manage expenses within approved budgets
Prepares organization operations fiscal year budgets, projections and pipeline analysis
Creates, updates, and maintains financial spreadsheets
Prepares budget proposal outlines
Assists with developing and monitoring budgets
Develops budgets, including staff time allocations, administrative, and management costs
Work in collaboration with the Project Finance Officer to communicate regularly with programme implementers regarding budgets
Works with Project Finance Officer and program implementers to resolve problems associated with monthly expenditures and budgets
Prepares financial guidance memos to staff with special attention to recurring problems
Submits monthly financial and BVA report to the Executive Director on the 15th of the following month

12. Helping staff and governing bodies understand financial management issues:

Ensuring that finance staff understand programme issues (e.g. through visits), so that they can support partners and programme staff effectively
Working closely with programme staff to explain and explore financial management issues.
Making sure that policies of reflective of partners needs and that partners are involved in financial decision making (including budgeting and monitoring) to make sure that funds are properly spent on their organization needs
Presenting financial reports in different ways to different stakeholders, so that they are relevant and easy to understand
Discussing financial reports with all stakeholders, to help them understand what the figures mean
Develop training plans and guide for APTN staff to better understand financial management

13. Supporting relationships with partner organizations:

Recommend solutions to the partners’ financial capacity findings of the capacity analysis of needs performed
Handling formal agreements with partner organizations

14. Supporting Audits and meeting legal requirements:

Planning and supporting internal and external audits
Presenting auditors' reports and management letters to the Executive Director, treasurers and governing bodies
Understanding the Foundation’s legal requirements and helping staff and governing bodies understand them
Meeting legal requirements, including submitting reports to government agencies as required

15. Human Resource

Ensure that all staff have valid contracts and job descriptions
Develop contracts of all new staff and contract renewal; contracts, benefits, terms
Oversee accuracy of the leave register
Implement performance review and performance management for all staff with support of Admin and HR Officer
Calculate and disburse benefits packages per policy and as required
Support the Executive Director in the developing and reviewing salary scales, benefits and setting up of accessibility and process flow for staff of the organization to access the benefits
Develop costings and feasibility plan for the setting up of provident fund

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