Entrepreneurship in the territories: is it the right time?
JOB SUMMARY/JOB STATEMENT
Under the direct supervision of the Administration Division (AD) Director, the Chief Finance Officer with the support of the Finance Officers and Financial Analyst and Internal Auditor ensures that financial information is processed in line with the MRCS’s Financial Management and Information System (FMIS) requirements including monitoring activities and outputs budgets and the Basket Fund. He/she provides the overall assurance that the MRCS complies with financial and administrative requirements outlined in the Financing Agreements entered between the MRC and the MRC Development Partners (DPs) and in line with the FMIS. The incumbent also maintains the FMIS (Dynamics NAV) financial software, both for optimal technical performance and for production of adequate output.
MAIN TASKS AND RESPONSIBILITIES
Under the overall supervision of the AD Director and in close collaboration with the Finance Officers and Financial Analyst, the incumbent is required to perform the following functions:
PLANNING
- Plans, co-ordinates and technically guide the work of the finance team in two offices (Headqarters in Vientiane and Regional Flood and Drought Management Centre in Phnom Penh);
- Provides the AD Director and the MRC Management with adequate financial information for the Commission’s sound and timely decision making, including preparing financial reports and background information for the Council, Joint Committee and Budget Committee;
- Ensures that the MRC finance manual is up to date and properly implemented;
- Provides financial inputs and support to the technical planning and reporting team in the preparation of the MRC Annual Work Plans and Reports;
- Leads the improvement and application process of the MRC’s FMIS
- Supports the AD Director in implementing the tasks assigned in the Annual Work Plans regarding the area of Corporate Services related to Finance.
BUDGET & FINANCE MANAGEMENT
- Ensures that overall systems and routines are in place to secure accurate and timely processing of financial information, (including manuals, detailed work instructions, as well as MRC’s new FMIS by MS Dynamics NAV 2015). Ensures that the MRCS’s internal control system is properly functioning;
- Provides effective monitoring and analysis of the Secretariat overall financial transactions, through certification of availability of funds for all projects and programmes and administrative expenditures with the new financial reporting system;
- Monitors the Basket Fund & other related projects;
- Be responsible for the financial closing of projects;
- Performs cost analysis and investigations as required by the AD Director;
- Ensures treasury management in accordance with the MRC’s and development partners’ requirements;
- Administers grants made by Development Partners to the MRC Secretariat, including adequate cash flow, reporting and compliance with DPs’ requirements;
- Provides adequate financial analysis of allocated budgets for all activities to the Divisions and Office;
- Prepares Annual Basket Fund Budget including operational budget for the Budget Committee’s consideration and the Joint Committee’s approval;
- Assists the AD Director in overseeing and controlling the implementation of the operational budget;
- Assists the AD Director in exercising of budget responsibility for all administrative matters related to personnel and administration, including operational budget, unless otherwise decided by the CEO;
- Initiates and supervises the annual audit of the MRC’s accounts by an independent auditor. Ensures that adequate measures are taking to respond to the auditor’s management letter. Coordinates all other external audits. Ensures that Member Countries and Development Partners and MRCS management receive appropriate financial reporting on a timely basis.
ACCOUNTING
- Ensures smooth financial operation of all Basket Fund activities and Earmarked Fund actvities;
- Reviews and proposes improvements of current “Imprest” account structures as necessary;
- Assists with any historical data migration to the FMIS accrual accounting method;
- Ensures that all financial information is processed according to MRC regulations and FMIS features;
- Reviews monthly payroll vouchers and records to ensure that the payroll transactions are recorded to correct accounts and dimensions and that the project charge entries are consistent with General Ledger;
- Technically reviews all vouchers to ensure that the transactions are recorded to correct accounts, projects and that the project charge entries are consistent with General Ledger before submission to the Division Director for clearance;
- Ensures staff enforce the valid MRC policies, especially in respect of necessary supporting documents for payments;
- Ensures that accounting methods, procedures and information systems are adequate to meet internal and external requirements and promptly recommend to the Finance Manager any improvement required;
- Performs month-end and year-end closings, including reconciliation and review of the correctness of the data;
- Be focal point for the MRCS for the preparation and during the implementation of the annual external audit & other financial or compliance audits required by the MRC Member Countries and Development Partners.
BANKING
- Liaises with the MRC banking network on all banking related matters;
- Reconciles and adjusts the bank accounts with the funds balances on a quarterly basis;
COACHING
- Conducts orientation to new staff on FMIS and other related administrative procedures;
- Trains Finance, Procurement, and Personnel staff on the FMIS system, and trains the MRC member country concerned staff on financial management and use of FMIS Reports;
- Provides coaching, evaluates, develops finance assistants’ capacity skills and reviews their work;
- Advises the MRC Divisions and Office on budgetary and other finance related issues.
DEPARTMENTAL
- Maintain the FMIS for optimal technical performance;
- Customizes and maintains adequate accountancy reports and ad hoc reporting requests;
- Provides support for the Financial Analyst and Internal Auditor when he/she is absent;
- Prepare and submit M&E forms and contribute to the Mid-year and Annual Report;
- Ensure results-based framework are reflected in the division’s technical implementation
- Performs ad hoc duties as assigned by the AD Director.
