Entrepreneurship in the territories: is it the right time?
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
