General description:
Under the supervision of the Administrative, Finance and HR Coordinator, the Administrative & Finance Manager is responsible for ensuring the proper administrative, financial and accounting management of the mission. He is also responsible for the administrative management of the mission and ensures that all of the mission's tax, audit and reporting obligations to the relevant authorities are fulfilled - with the support of external partners and supervisors.
Main responsibilities:
1. Accounting Management
1.1 Oversee and direct the management of accounting data and its implementation within the organization.
1.2 Be responsible for all accounting records in accordance with CDE standards
1.3 Verify, before recording any entries, that invoices and records comply with CDE regulations and procedures
1.4 He/she verifies the allocation of transactions for all basic accounting, ensures that expenses are correctly allocated, and performs the monthly accounting close with the assistant finance coordinator after completing all necessary checks within the specified time frame. This includes:
A. Consolidating accounts for the monthly closing and verify cash balances.
B. Verifying that each transaction recorded in the cash book is supported by the corresponding invoice, purchase order or purchase documents.
C. Verifying that expenses are allocated to the correct budget code, contract code and accounting code.
D. Verifying that the descriptions of accounting entries are clear and relevant.
E. Entering bank transactions and allocating annual expenditure according to donor allocations.
F. Reconciling all advances before the end of the month.
G. Verifying tax payments and payroll calculations.
1.5 He/she is responsible for the correct archiving of accounting documents in accordance with CDE procedure.
2. Finance
2.1 Support the creation of budgets and financial reports for projects and partners
2.2 Ensure the implementation and correct use of financial, accounting and budgetary
procedures and management tools throughout the mission.
2.3 Ensure compliance with treasury procedures and mitigate risks.
2.4 Verify consistency between accounts and physical cash balances (regular cash
accounts)
2.5 Ensure compliance with expenditure procedures and establish an internal control
system.
2.6 Calculate and prepare expatriate and volunteer daily allowances and pay them on time.
3. Cash flow
3.1 Consolidate provisional monthly cash flow forecasts and submitted the cash request to
HQ in time.
3.2 He/she regularly checks the balances of bank accounts and cash accounts, ensures that
they are properly managed and organizes the transfer of funds.
4. File management/Audit
4.1 He/she compiles accounting control files and carries out random checks each month on
the quality of documentation and compliance with procedures.
4..2 He/she sends comments to the team regarding the documentation provided and follows
up on missing documents.
4.3 He/she provides the financial documents required for local and head office audits with
the support of the administrative and financial coordinator and the donor unit at head office.
5. Team management
5.1 He/she participates in the recruitment and training of the team.
5.2 Identify training needs and train the team accordingly.
5.3 Provide support to the field team as needed (including filling gaps).
5.4 Coordinate and ensure internal communication within the team.
5.5 Conduct annual evaluations.
6. Other Supporting tasks
6.1 Assist the financial coordinator with other financial tasks, such as budget monitoring, expenditure breakdown tables, financial reports and budget preparation.
6.2 He/she develops and updates financial and accounting work instructions to ensure that CDE processes are documented in a timely manner.
6.4 He/she maintains the confidentiality of information relating to human resources, administrative and financial records, documents and administrative and financial matters.
7. Administrative
7.1 The finance manager is responsible for ensuring the smooth administrative management
of the mission, particularly with regard to dealings with the authorities (registration, reporting obligations, auditing, tax management, exemptions).
7.3 He oversees the partnership with the tax audit and reporting consultancy agency, ensuring that the right information is provided at the right time so that operations do not fall behind schedule.
7.2 As finance manager, he/she is responsible for sharing and ensuring that administrative information circulates between departments. In particular, he/she provides information and support to the HR department on the following administrative procedures:
A. Monthly attendance sheets and reporting - using the attendance tracking software (fingerprint system)
B. Ensures the verification of salary payments and associated benefits, in accordance with the organization’s rules
