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Position: Finance and Admin Manager
Reference Number: 02/IND/2013
Location: Bhubaneswar
Department: India
Trócaire
is an international non-governmental organisation, and works in
partnership with local organisations to support poor and marginalised
women, men and children to take control over the decisions that affect
their lives and to fulfil their rights. Trócaire has been working with
and through local civil society organisations in India for more than 35
years, and in Orissa since 1999. This position will be located in
Bhubaneswar, the base for Trócaire’s India country office. This office
opened in 2008 as part of a wider decentralisation process from head
office to the field.
Description of the unit / department:
Trócaire
has been working through local partners in India for more than 35
years, and in Orissa since 1999. This position will be located in
Bhubaneswar, the base for Trócaire’s India country office. This office
opened in 2008 as part of a wider decentralisation process from head
office to the field. This position is based in Trócaire India office in
Bhubaneswar, Orissa.
Background to the Role:
Trócaire works in
partnership with local organisations to overcome poverty and promote
justice in developing countries. Trócaire has been working in Orissa
since 1999 focusing on issues of good governance and improving
livelihoods, as well as supporting humanitarian work.
An efficient
and accountable financial and HR system is critical to delivering our
work. The Finance and Administration Manager will strengthen the
existing system and ensure a high level of compliance in our operations.
Reporting to: Country Director
Working With: Trócaire in country team, Finance team in Maynooth, Ireland.
Managing: (Individuals/Team) Officers and support staff as delegated by the Country Director
Contract Type: Fixed term
Contract Duration: 2 years (With 6 months probation)
Location: Bhubaneswar
Scope of role:
This
post holder would be expected to hold a senior management position
within this small team, providing good operational management and
strategic financial advice. He/she would be expected to ensure that
staff are following Trocaire’s financial and HR policies and processes,
and that our programmes are compliant with donor demands. He/ she will
work in a small but dynamic team that expects to grow its programming in
Orissa by attracting and managing institutional funding.
Responsibilities:
Finance and Governance in Partner Organisations
•
Play a lead role in and or advise the programme accountant/ Finance and
Admin Officer on training partners on compliance with donors’ audit and
financial management and corporate governance requirements.
• Review
the programme accountants/ finance and admin officer monthly and annual
reporting on financial capacity building of partners and partner
reviews, follow up to ensure these reports are completed within set
timelines and in line with the requirements of the Trócaire partner
governance & finance manual.
• Contribute to strategy at country level around partner capacity building, as a member of the country management team.
Financial Control and Reporting
•
Ensure timely & accurate preparation of monthly management accounts
for budget-holders and country management to ensure that management can
monitor budget utilisation and take appropriate action on any
significant variances.
• Ensure timely & accurate preparation of reports for Trócaire Head Quarters.
•
Customise the Trócaire finance & budgeting manual in view of
meeting all local statutory requirements and other requirements that
relate to the local operating environment.
• Closely monitor all
country activities and keep the country director and international
accountant advised of all situations which have the potential for a
negative impact on internal controls or financial management.
• Finalise year end accounts for the external auditors and provide any ad-hoc financial reports as required.
•
Play a lead role in managing donor and internal control audits as
required and the response and implementation of any recommendations.
• Maintain an effective & efficient system of internal controls which comply with Trócaire’s financial guidelines.
•
Ensure adequate controls over cash & bank management are constantly
monitored & updated to minimise the risk of fraud or
misappropriation.
• Assist with investigations into alleged fraud or irregularities.
•
Ensure that all financial records & accounts are compiled timely,
accurately and in line with international accounting standards &
donor regulations.
• Ensure that the country financial operations
comply with legal & statutory requirements e.g. audit &
financial reporting to all relevant national authorities.
• Ensure efficient and effective treasury and foreign currency management practices are in place.
•
Follow up on the fund/Institutional funds reconciliation process on an
ongoing basis until consumption of all related funds. Ensure that an
internal final report is prepared with an overview of expenditure.
•
Work with other financial staff to make sure that Trócaire realise the
highest possible return from any financial transaction. This includes
assessing interest rates on company bank accounts, and planning the
issue of payments so that the maximum amount of interest is generated
from those accounts.
• Assist the Country Director in the management
of the risk process, including acting as control owner over relevant
corporate governance and financial management risks and ensuring that
appropriate controls and mitigations are both in place and regularly
reviewed.
• Review donor reports ensuring financial information is in line with donor requirements.
Staff Capacity Building and Networking
• Provide technical financial advice and expertise to the country director, programme accountant and finance officer.
• Undertake financial training of budget holders, to assist them in making decisions based on financial reports.
•
Undertake financial training of the country team to ensure an
understanding and awareness of Trócaire’s financial and internal control
procedures.
• Assist in the induction and orientation of country staff with particular attention to design of an induction programme.
• Attend and actively contribute to regional and global finance meetings as required.
• Liaise with the finance managers of other INGOs in country as required.
Internal Systems and Processes
•
Ensure that the systems in place enhance, as far as possible, the
efficiency & effectiveness of the manner in which assets are
utilised.
• Ensure that the global accounting package (Agresso
Business World) is maintained and utilised in an appropriate &
effective manner.
• In consultation with the institutional funding
officer establish & maintain a donor financial management system in
order to ensure efficient & accurate reporting to donors.
•
Closely monitor all financial activities, and keep the country director
advised of all situations which have the potential for a negative impact
on internal controls or financial management performance.
Budgeting
• Lead in the preparation and finalisation of country budgets, budget reviews, revisions and multi annual plans.
•
Review with the management team monthly reports as available on Agresso
Business World and ensure follow up of any issues or variances arising.
•
Review all budget proposals prior to submission to an institutional
donor to ensure Trocaire can meet the financial contractual obligations.
Human Resources
• Carry our regular salary benchmarking and research at country level, in accordance with Trócaire policy.
•
Remain abreast of national law, custom and best practice in relation to
other core benefits at country level and benchmark against other
similar organisations regularly.
• Make recommendations to the country director on salary and other Terms and Conditions related to locally contracted staff.
Administrative
•
Managing the administrative needs of the office and international
staff, including securing visas, making travel arrangements and general
logistics.
• Administering core payroll services including
processing monthly payroll and statutory and internal deductions,
maintaining payroll records and issuing of monthly pay slips.
• Ensure sufficient funds are maintained in bank and cash accounts and initiate requests to Head Quarters for additional funds.
• Responsible for liaison work with ministries, FRRO, Tax Authorities and relevant departments of the government of Orissa.
• Maintenance of leave records of all national & international staff
• Ensuring Trócaire’s communication and IT systems operate efficiently and effectively in coordination with Maynooth IT office.
Security
•
Focal point for the collection and dissemination of relevant security
information and ensuring routine incident reports are available to staff
•
Responsible for maintaining oversight of operational safety and
security issues and implementing Trocaire safety protocols and
procedures.
• Proper management of the day to day security of the Trocaire office and staff houses.
• Regular briefing of all staff, national and international visitors, consultants on local security conditions and protocols.
Others
• Any other duties as set out by the Country Director
Person Specification – Essential Requirements (E)
(E) Qualification
• Internationally recognised professional accounting qualification or relevant finance qualification
(E) Experience
•
At least seven years post qualification experience in a finance/
accounting role. This should include at least 3 years financial
management experience in the NGO sector.
(E) Skills
• Skills in developing, delivering and evaluating training for staff members.
(E) Qualities
• Demonstrated ability to work with a participative style within teams.
• Ability to work on own initiative.
• A commitment to social justice and the ethos of Trócaire.
(E) Other
•
Computer literacy, particularly in Microsoft Office Programmes such as
Word and Excel as well as accounting packages & other database
competencies.
• Ability to work under pressure of deadlines.
• Motivated.
• Good organisational and time management skills.
• Effective team member.
• Understanding of development issues.
How to apply?
- The position offers two years fixed term national contract.
- To apply, please send a copy of your CV in trocaire.india@yahoo.in
- The subject line of your mail should be “Finance and Admin Manager”
-
The length of CV should not exceed 3 pages (A4 size page, 12 size font
and 1 inch margin in all 4 sides of the page). Please send a copy of the
MS Word version of your CV. Closing date for receipt of applications is
Friday 26th July 2013
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