Head of Finance

Overview of the role

The Head of Finance is responsible for the financial management, internal control systems, management of funds, and reporting requirements of the organization. In particular, the position will ensure timely submission of required donors reports, monthly management accounts to SYRIA RELIEF’s HQ, statutory reports and other ad hoc reporting to relevant authorities, as well as budget preparation and monitoring of the programme. The Head of Finance, in support of programs and other departments, provides timely reports and assistance to the Country Director and team to ensure financial resources are used efficiently and effectively. As a key member of the management team, the Head of Finance will contribute to the overall development and operation of strategy for NES-Iraq programme.

People Management and SMT membership

• Report directly to Country Director in country, maintaining oversight of the SYRIA RELIEF finances. Work closely with the Finance team in HQ and other department Heads in country to provide guidance and oversight of the finance function.

• Providing leadership, direction and capacity building support for the Finance Team, across the offices within Country programme

• Providing training and support to financial and non-financial staff regarding SYRIA RELIEF’s financial procedures and internal controls, and program management tools.

• Ensuring SYRIA RELIEF’s values and policies, including accountability and equality, are reflected in the work of the Finance Team.

• Contribute to the preparation of the charity’s strategic plan. Lead the Preparation of the budget and forecast for the Iraq and North East Syria office. Review SYRIA RELIEF annual and quarterly rolling budgets.

Financial Management

• Prepare monthly management accounts for approval by Country Director for submission to HQ adhering to the strict reporting deadlines.

• Ensure proper financial systems in CO and Field Offices are in place and implemented to accurately record all expenditure.

• Liaise with legal advisers in Iraq, NES when applicable, and HQ, as well as with local accountants & auditors relating to SYRIA RELIEF´s reporting and tax payments.

• Proactively manage monthly activities including adjusting journal entries, reconciliations, and account analysis that ensures timely month-end close.

• Oversee timely processing of CO Vendor/Employee Payments. Ensure compliance with SYRIA RELIEF’s standard accounting procedures and policies and actively monitor internal controls to minimize risk to the organization. In particular ensure appropriate cash management procedures are in place and operating effectively.

• Ensure preparation and retention of documentation and facilitate the annual external audit, donor audits, internal audits and revenue audits.

• Review monthly and quarterly (as stipulated in Grants Agreement) donor status reporting for submission to HQ and donors, adhering to strict deadlines.

• Oversee all cash management, including cash counts and cash transfers to field sites and partners in cooperation with the Programme & Logistics team ensure that SYRIA RELIEF is in compliance with all relevant donor and internal guidelines.

• Maintain and keep updated SYRIA RELIEF in Country Finance Manual with any approved exceptions to the standard SYRIA RELIEF global Finance Manual, including a summarized and simplified finance manual for use by head of departments/project managers and other field-based staff.

• Maintain a documented system of accounting policies and procedure.

• Oversee the Preparation of the financial documents and templates for the charity in coordination with HQ finance team, and ensure the use of appropriate documentation in all financial matters.

• Prepare the annual accounts for CO and field offices in coordination with the HQ Finance team.

• Maintain financial and accounting records to meet legal and tax requirement and to measure both the inputs and the outcomes of the charity’s operations.

• Review and recommend changes to the Accounting and cash management policies and procedures according to the changes in the working environment.

Donor finance

• Ensure cost allocations basis among donors are reasonable in line with SYRIA RELIEF recommended methods.

• Review financial reporting to donors and other regulatory bodies, adhering to strict deadlines, coordinating with local legal and accounting advisors as appropriate.

• Review the financial sections of donor proposals, budgets and reports.

• Provide grant services for use by managers/budget holders in planning and controlling the work of the charity, this includes monthly reports, forecasting, budgeting, and control systems.

• Monitor and assist program managers with the financial management of program budgets including expenditure forecasting and ensuring the Budget Monitoring (Budget Vs Actual) process meeting is completed in a timely manner.

Improving financial capacity

• Maintain inclusion of administrative costs and ensure right and fair allocations of admin expenses monthly and periodically

• Manage/supervise and work closely with local financial, administrative and partner staff.

• Managing and building capacity on financial systems for SYRIA RELIEF’s partners and SYRIA RELIEF staff.

• Reviewing MOUs and contracts for suppliers and vendors engaged with the logistics and programme.

• Responsibility for ensuring local compliance with the employee tax deductions, that all relevant statutory deductions are made from the employees’ salaries and paid out to the appropriate authorities, coordinating with local legal, accounting and human resource advisors as appropriate.

• Provide support to human resources on personnel and staff issues which have financial implications.

• Any other duties as mutually agreed with the Country Director, and the Finance Department in HQ.

Requirements (Person Specification)

• Education: Master’s Degree or higher in accounting, finance, business administration or related field (ACA, ACCA, CIMA, CPA or equivalent) is required

• This position demands a dynamic individual with a demonstrated ability to achieve results and lead team in a demanding and fast paced environment. 10+ years of progressively responsible experience for a company or division of a large corporation or organization.

• Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.

• Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet.

• Prior management experience and strong organizational skills.

• Experience in dealing with institutional donors such as ECHO, GIZ, FCDO (DFID), USAID, EU, UN, development banks, private foundations.

• Demonstrated abilities to work and manage across multi-functional units, and drive resolution on critical issues

• Flexible and reliable, with excellent interpersonal, motivational and management skills.

• Effective verbal and written communication, analytical and writing skills multi-tasking, organizational and prioritization skills.

• Experience building capacity in financial management of community-based organizations and implementing partners;

• Strong IT skills and systems experience – Advanced Excel experience and QuickBooks experience is highly desirable.

• Willingness and ability to work in a pressurized environment, producing work of high quality to strict deadlines.

• Demonstrated ability to create and maintain effective working relations with NGO partners, community-based organizations and international donor agencies;

• Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.

• Excellent oral and written English skills required; Arabic language proficiency is highly desirable

Be able to undertake any other duties as per the request of the CD and HQ in the interest of the organization’s objectives.

Other

The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.

All applicants must provide a cover letter and an updated CV

Note: Due to urgency of this position, applications will be reviewed on rolling basis and vacancy can be filled prior to the stated closing date